Fast, digital and transparent: mvb plants worldwide streamlines work processes in container management

Thanks to Logistikbude's software solution, the plant wholesaler saves unnecessary work steps and valuable time in container management. At the same time, employees, forwarders, suppliers and customers have a transparent insight into all current stocks.

Originally founded over 60 years ago as a horticultural sales organisation, mvb plants worldwide Marktverband Bremen GmbH has developed into the largest plant supplier from the Bremen area and, as a wholesaler, primarily ships goods from German suppliers to other European countries.

Outdated technology and unnecessary work steps

For the most part, so-called CCs are used - containers from the Dutch company Container Centralen, which rents them out as a pool provider for transport. The containers have a modular design, similar to a shelf, and can therefore be customised to the different types of plants. They arrive at mvb's distribution centre, where they are loaded and unloaded for plant transport.

The container management process involves mvb employees as well as suppliers, freight forwarders and end customers, who exchange containers and coordinate with each other. Steffen Ehlers and Elrike Kroker, both responsible for order processing and logistics at mvb, had long been aware of the time and effort involved in these coordination processes. For this reason, they had already been using software for several years to support them in managing the loading equipment.

However, this did not allow simultaneous viewing of the inventory, nor was parallel processing via multiple end devices possible. In addition, the software was hosted locally as a closed system, meaning that nobody else outside the company had access to the current stock information. When technological support was also discontinued, another solution had to be found. Kroker explains: ‘This was the right time for us not only to invest in new software, but also to scrutinise our internal processes and workflows.’ mvb had already become aware of Logistikbude through various trade fair visits.

Ehlers summarises: ‘We weren't just looking for a modern program that would simplify the booking and management of our containers - we also wanted a reliable partner who would help us to digitalise our company-wide processes and make them more efficient.’

They found this partner in Logistikbude.

Web-based application provides an overview in real time

Logistikbude's solution of the same name enables bookings and container management to be handled via a web-based platform. The application's numerous automation options, which make processes simpler and leaner, are particularly advantageous for plant traders.

Previously, the mvb team not only made all bookings manually, but also checked the balance manually at the end of the month and then sent it to hauliers, suppliers and customers by email, telephone or post. In the meantime, there were constant telephone enquiries about the current stock. With Logistikbude's web-based solution, not only Ehlers and Kroker, but all forwarders, suppliers and customers involved in the exchange process now have real-time insight into the returnable goods management and are therefore always up to date. This avoids redundant queries on all sides.

Currently, around 130 exchange partners regularly and automatically receive an e-mail with a web link that can be used to track the current container quantities. The mvb employees who load the containers in the distribution hall are now also integrated into the system and can view the stocks at any time. Previously, Ehlers had to enter the current figures in Excel spreadsheets, print them out every morning and bring them to his colleagues.

‘The automated stock overview alone saves me 45 minutes of unnecessary working time in the morning,’ says Ehlers.

Significant time savings thanks to streamlined booking processes

Logistikbude impressed the mvb team not only with the simple operation and intuitive design of the web application, but also with the extensive features that are already available in the standard version of the software. The direct booking function in particular was a decisive feature. This is because the plant trader can also arrange containers from customer to customer if required, without them having to be physically on site. Previously, these exchange processes had to be booked manually in up to four steps and several instances. This entire process can now be completed directly in one step. Especially in the peak season, when up to 1,500 CCs are loaded per week, this is a considerable relief: Ehlers carries out around 50 container bookings on a working day, around half of which are direct bookings in which the containers are swapped between other companies. ‘Due to the many work steps, both my colleagues and I have always checked several times whether I have really booked the swaps correctly - this is no longer necessary,’ says Ehlers. Instead, the current stocks are now credited to the respective exchange account completely automatically.

Ehlers adds: ‘On average, I save around a third of my working time thanks to the streamlined booking processes.’

In addition, customers can set alerts in the system if they urgently need more containers, while others can indicate that they have too many on site - this simplifies communication with each other and further automates the exchange processes.

Customised features instead of an expensive basic subscription

The mvb team was also impressed by the logistics centre's short and efficient test phase. Kroker explains: ‘We didn't want to commit directly to a new system without knowing the features. We were able to use the full software solution straight away during the test phase, which gave us an excellent insight into the range of functions.

‘Individual customisations were then introduced together in order to precisely meet the needs of the plant retailer. ‘We were able to discuss together in advance which functions we urgently needed - and these wishes were implemented directly,’ says Ehlers.

In total, only four months passed between the start of the implementation phase and the go-live.

An exciting use case meets a motivated team

For Steffen Brand, Customer Success Manager at Logistikbude, the use case was particularly exciting because the plant industry is subject to special transport requirements, especially when shipping abroad.

‘CRM consignment notes are required for transport, which were previously produced by hand on carbon paper using a special dot matrix printer,’ explains Brand. ‘So we not only had to rethink how to map the containers in the software, but also implement the waybills as a separate product - a new use case for which we got creative in finding a solution.’

The interpersonal relationship also motivated mvb to work with Logistikbude. Kroker reports:

‘The Logistikbude team always had an open ear - not only for us, but also for our customers’ comments. Thanks to the reliable, flawless communication, the implementation was very structured. That was a positive surprise for us.’ Ehlers adds: ‘You could tell straight away that Logistikbude really cared about finding the best possible solution for us.’

A completely new mindset

The switch to the new technology not only ensured simpler processes and transparency, but also triggered a rethink among mvb employees.

Kroker explains: ‘Thanks to the many opportunities that Logistikbude offers us, we have started to change our mindset and think about which processes we can revolutionise next.’

The team is currently working on further optimising the process relating to transport documents. Brand explains: ‘At the moment, bookings are still recorded manually in the office. By involving the distribution hall even more in future and gradually digitalising the process, we can make workflows more efficient and save time and paper at the same time.’

Photographer: Yvonne Ehlers