In yard management, not much is going to go right if a company doesn’t have efficient gate operations. Within the larger context of logistics and transportation management, the lack of a smooth gate access process has the potential to be one of the major choke points in the entire supply chain.
If trucks are held up at the gate awaiting clearance, and a queue forms, the resulting congestion can create a domino effect. Delivery schedules are disrupted, production is delayed, workers and lines are idle, customers are angry, and costs go up. In short, inefficient processes at the gate can have an outsized effect on business operations.
In this article, we’ll examine the various issues related to poor gate access control, their root causes, and some process- and technology-based solutions.
Understanding the Causes of Gate Congestion
There are several factors that contribute to the issue of gate congestion, all of which can significantly disrupt the flow of vehicles at warehouse and manufacturing facilities:
- Increased traffic: Higher volumes due to business growth or peak demand periods can quickly exceed the gate’s processing capacity, creating waiting lines that delay both access and departure.
- Slow processing: When the scheduling of arrivals and departures is poorly managed, coupled with slow gate processing, significant delays can result as vehicles are held up waiting for check-in.
- Outdated or insufficient infrastructure: Inadequate gate facilities, such as too few entry or exit lanes or reliance on outdated gate access control technology, also cause congestion due to an inability to efficiently manage the volume and complexity of modern freight operations.
- Compliance checks and paperwork: Rigorous compliance checks and extensive paperwork processing can also slow down gate operations. Each truck and driver has to be verified, which can be time-consuming, especially if done manually.
Techniques for Reducing Wait Times
In order to avoid these types of scenarios, where poor gate access becomes the culprit affecting supply chain operations, there are steps yard managers can take to help ensure a smooth traffic flow.
Implementing Technology
There have been several advances in yard management solutions that have enabled companies to improve gate efficiency. The most obvious one is a Yard Management System (YMS). This type of software dates back to the 1990s, when it was an add-on module created by SAP for its Enterprise Resource Planning (ERP) solution.
While YMS systems have been around for about 30 years, adoption has not been as broad as you would expect. According to a 2024 survey from FourKites, only 25% of respondents said they have implemented a YMS in their yard operations; the figure was significantly higher (41%) for retailers.
A YMS helps improve gate access control by automating entry and exit processes, reducing the need for manual checks. Automated workflows help manage truck movements, schedule appointments, and verify driver credentials. Organizations can improve coordination between the gate and loading docks and improve yard asset utilization.
Data analytics can be leveraged to predict traffic patterns and adjust gate operations accordingly. This capability can be built into YMS as well as transportation management systems (TMS) and warehouse management systems (WMS), visibility platforms and supply chain management systems (SCM).
In recent years, artificial intelligence (AI) and machine learning (ML) have significantly enhanced the ability to optimize vehicle flow and improve gate operations. AI, by tapping into ML algorithms, processes real-time data from yard security cameras. Then through advanced optical character recognition (OCR), dozens of identifying vehicle and asset characteristics are analyzed in a split second, speeding up verification and clearance.
This kind of advanced technology doesn’t replace but rather augments today’s YMS systems. In fact, leading YMS providers like FourKites and C3 Solutions, seeing the clear benefits, have integrated AI-based yard intelligence solutions into their platforms.
Streamlined Scheduling and Appointment Systems
Scheduling appointments for truck arrivals at warehouses or manufacturing facilities is crucial for distributing traffic evenly throughout the day. By allocating specific time slots for each truck, facilities can avoid the common problem of too many trucks arriving simultaneously, which leads to congestion and long wait times at the gate. This methodical approach allows for a smooth and continuous flow of vehicles, reducing bottlenecks and improving overall yard efficiency.
When appointment systems are integrated with real-time data analytics, they can predict peak traffic periods and adjust schedules accordingly. For example, if unexpected delays occur or if there is a surge in truck arrivals, the system can dynamically reallocate time slots to balance the load across the day, preventing congestion and optimizing the use of gate and yard resources.
Process Optimization and Standardization
This is essential in order to reduce variability in gate and yard operations. Establishing clear standardized operating procedures (SOPs) helps all yard staff understand the exact steps required for each process, reducing processing times.
Consistent procedures lead to predictable, efficient operations, which becomes more important during times of high traffic volumes. Standardization also helps identify and eliminate inefficiencies, setting your yard operations up for a continuous improvement process.
Cross-training staff is another important step. When employees can perform multiple roles, this flexibility allows you to reassign them to different tasks based on demand (unexpected traffic surges, etc.). This improves resource utilization, cuts down on idle time, and improves productivity.
For instance, cross-trained staff can be redirected to gate operations or loading docks to speed up processing, keeping up a steady flow and preventing delays. This contributes to greater agility and responsiveness in yard management, improving throughput and reducing costs.
Enhancing Flow Through Infrastructure and Layout Improvements
In addition to technology, process, and scheduling changes, updates to yard design and layout play an important role in improving the overall efficiency of yard operations.
Design and Layout Optimization
This can significantly enhance traffic flow and reduce gate congestion. By designating specific lanes for different vehicle types (trucks, vans, personal vehicles, etc.), traffic flow can be streamlined, reducing the incidence of bottlenecks. For example, assigning dedicated lanes for inbound and outbound trucks avoids conflicting paths, reducing wait times and improving flow.
Clear signage is equally important in guiding vehicles through the gate area. Noting lane usage, directions, and loading/unloading zones helps drivers more easily navigate the facility, minimizing confusion and delays. Creating buffer zones or waiting areas near the gate also helps reduce congestion by organizing vehicle queuing prior to entry.
Capacity Expansion and Modernization
Adding more entry and exit lanes or expanding the existing gate to accommodate increased traffic reduces congestion and improves efficiency. Modernizing gates with updated technology, such as an automated check-in/check-out system and digital signage, speeds up vehicle processing and reduces manual intervention. This feeds real-time data to yard managers, improving operational performance.
Collaboration with External Stakeholders
Coordinating schedules with carriers and shippers and sharing information on expected arrivals and departures helps reduce congestion and shorten delays. This kind of tight collaboration also facilitates quick issue resolution.
Working with local government agencies and officials helps you gain support for any planned infrastructure changes to improve gate access (road expansions, traffic signal adjustments, etc.). Local authorities can also help facilitate updated traffic management plans during peak periods.
Continuous Monitoring and Improvement
Like any functional area within the supply chain and logistics, gate operations should be the focus of ongoing monitoring. Conduct reviews and metric analysis in order to determine if changes are moving the needle and hitting plan milestones.
Regular Performance Audits
The importance of tracking key performance indicators (KPIs) to measure the effectiveness of gate operations cannot be overstated. Some examples of gate metrics to track include gate throughput rate, average gate wait time, average truck dwell time, and percentage of on-time vehicle arrivals and departures.
Take advantage of regular feedback from yard staff, members of other operations teams (warehouse, transportation, manufacturing/production, etc.), and external partners (carriers, logistics providers, suppliers, etc.). This can help you identify areas needing improvement in order to pursue corrective actions on a timely basis.
Leveraging AI and Predictive Analytics
AI and predictive analytics are helping gate operations managers identify potential issues before they cause delays. They do this by analyzing real-time data such as traffic flow and gate processing times to predict bottlenecks or disruptions. This allows for proactive adjustments in order to keep gate operations running smoothly.
As noted above, predictive analytics can be used to forecast traffic patterns based on historical data and external factors like weather or road conditions. This helps managers optimize gate schedules, reallocate resources, and reduce wait times, improving overall yard operations.
Optimized Gate Operations Contribute to Supply Chain Efficiency
Keeping vehicle traffic flowing smoothly through a facility’s gate is a critical aspect of overall supply chain management. While there are many disruptive factors that can work against this mandate, many are within your control as a yard operations manager. There are some key steps that can be taken, including adopting purpose-built yard optimization technology, streamlining scheduling, standardizing processes, updating yard design and layout, and, if necessary, expanding capacity and modernizing infrastructure.
EAIGLE is a pioneer in applying AI to logistics. Its innovative OCR technology is a key component of its gate management system, AVAC™ (Automated Vehicle Access Control). Gate access functions can be automated, speeding up vehicle and driver verification, eliminating backups, and reducing reliance on personnel.
EAIGLE’s yard operations solution (YardSight™) displays the availability of loading docks and parking spots in real time, allowing truck drivers to quickly navigate to their designated location. Both AVAC™ and YardSight™capture data from security cameras to optimize vehicle flow and manage yard assets. These innovative systems improve yard operations by optimizing gate access, dock scheduling, and yard asset management. To find out more, request a demo today.