As anyone even loosely connected to the industry will know, successfully navigating logistics requires the smooth coordination of an impressive number of moving parts.
Many parts of that system, from containers to lorries, are controlled and kept secure using keys, meaning that having an effective key management system in place is absolutely critical.
Getting this process up to scratch is easier when you have some kind of overview of what you want to achieve. From centralisation to slow roll outs, these are some things to keep in mind.
Centralisation
The first thing to do is centralise as much as possible. In terms of physical key storage, this might mean having a single storage space with smart key cabinets from Traka, potentially in a reception room or office area.
When it comes to access control and data management, all of that can be done via a single portal, which provides access and data-driven insights into every single location and locker.
This kind of approach can provide management with a clear overview of what’s happening, while also having complete control over access provision from anywhere with an internet connection.
Role-based access controls
Many logistics providers will have a huge number of drivers and contractors on their payroll. Not all of these need to have access to every single key, and it’s important that you set up a role-based access system.
Lots of smart key cabinets nowadays can facilitate this. Access to a single key can be granted to a specific person for the duration of their shift, and then closed off again.
This alone can have a massive impact on reducing unauthorised key use and asset loss.
Out-of-hours access
A lot of logistics organisations will have people coming and going pretty much 24 hours a day.
As a result, you need to make sure that you have some kind of key management system in place that can facilitate this, ideally without relying on people being present all the time to sign out keys.
Make sure that the key locker you choose can facilitate this kind of access.
Roll out changes slowly
If you’re going to be making substantial changes to the way that keys are managed in your organisation, it’s important to note that rolling these changes out too quickly can have a disruptive effect.
Phase your approach, install these systems in a trial location first, and make sure that you take care to limit the negative impact it has on your drivers and contractors.
Staff will need time to get to grips with the new system, and if you do it all too quickly without enough time to prepare people, you’ll potentially see a large number of unnecessary issues.
Key management systems in logistics are of critical importance, but there isn’t a single one-size-fits-all approach you can take. You’ll need to look at the specific access needs and frictions in your organisation, and then come up with a solution that’s perfectly tailored to that specific context.
