Takeaways
- A delivery management system is important because it allows residents to easily access their packages and reduces the time spent sorting deliveries.
- Parcel delivery management software must be scalable, secure, and easy to control.
- When choosing a delivery management solution, prioritize security, scalability, and control.
With deliveries reaching never-before-seen levels and e-commerce only expected to grow, it’s nearly impossible to manage deliveries without a system. To make things more difficult, you must accommodate all kinds of delivery operations, not just packages. This includes groceries, prescriptions, food, furniture, and everything else your residents get delivered to them. The cost of package deliveries alone can be sky-high.
So, how can you ensure your residents never miss another delivery while saving your building staff the time and headache of managing property access? First, we’ll explain why the delivery management process is important. Next, we’ll review how ButterflyMX provides efficient delivery management for all property types.
This guide covers:
- What is a delivery management system?
- How delivery management systems work
- Benefits of delivery management
- What to look for in delivery management software
- Deliver more to your residents with ButterflyMX
- Delivery management FAQs
What is a delivery management system?
Delivery management is the process of coordinating and optimizing the receipt, storage, and distribution of goods, packages, and mail. For multifamily properties, it involves ensuring that residents receive their packages securely and promptly without burdening property staff.
Key components of delivery management include:
- Route planning for package delivery personnel.
- Tracking and notification systems for package status.
- Secure storage solutions, such as package rooms or lockers.
The greatest challenge with accommodating your building’s deliveries is getting them through your front door. When delivery people can’t access your building themselves, you’re often the one left facilitating property access and package management. What’s worse is that if packages aren’t dealt with, it can lead to package theft or the dreaded “sorry we missed you” note on the front door — which could result in upset residents.
As a result, the biggest benefits of delivery management systems are:
- Satisfied residents.
- Less time spent having your staff physically manage deliveries.
- Organized mail and delivery rooms.
- Faster package pickup for tenants.
- Package theft prevention.
How delivery management systems work
A delivery management system automates and streamlines the process of receiving, storing, and distributing packages.
Key features include:
- Smart notifications. Residents receive automated notifications when packages arrive.
- Secure storage. Packages are stored in lockers or rooms with secure access.
- Resident retrieval. Residents can retrieve packages at their convenience using secure codes or access credentials.
The role of technology in delivery management
Modern delivery management relies heavily on technology, including:
- Package tracking systems. Provide real-time updates on package locations.
- Access control integration. Combine delivery management with property access systems for seamless operations.
- AI-driven analytics. Optimize package delivery schedules and predict peak times.
How to optimize delivery management for your property
Here are a few ways to optimize your current delivery management process:
- Evaluate your current system. Start by analyzing your property’s current package management process. Identify pain points such as delays, lost packages, or staff inefficiencies.
- Invest in technology. Choose a delivery management system that integrates with your property’s existing technology, such as access control systems. Look for delivery management platforms with features like real-time tracking, smart notifications, and secure storage options.
- Educate residents and staff. Train your staff on using the system and educate residents about how it works. Clear communication ensures smooth adoption and usage.
- Plan for future growth. E-commerce delivery volumes will continue to grow. Select a scalable system that can handle increasing package loads.
Benefits of delivery management
Implementing an effective delivery management system offers several benefits:
- Improved resident satisfaction. Residents expect fast, reliable access to their packages. By implementing a system that notifies residents immediately when their packages arrive and offers 24/7 access, you can boost satisfaction and retention.
- Enhanced staff efficiency. Manual package handling can overwhelm property staff. Delivery management systems automate much of this process, freeing staff to focus on other responsibilities.
- Increased property value. Properties with advanced delivery management solutions are more attractive to potential renters and buyers as they demonstrate a commitment to modern conveniences.
What to look for in delivery management software
If you’re looking for the best delivery management software for your building, it helps to know what makes the best system and what residents will most desire.
Here are the features you should consider before investing in a delivery management system:
Security
When deciding on a package delivery solution, package security is crucial.
Many commercial properties don’t require delivery personnel to leave packages in secure locations. As a result, packages are often left outside doors where any passerby can see and tamper with them. Of course, this often results in dissatisfied tenants who want more accountability for their deliveries.
With the right delivery management system, residents can rest assured that their packages are accounted for.
Scalability
If your organization is run correctly, you can count on steady growth. However, increased numbers of residents can also mean outgrowing your current delivery system if it doesn’t contain scalable software. Hence, scalability is important to consider when buying a management system. When you purchase a scalable system, you can add, remove, and change users at any time.
Control
The ability to control delivery management is an attractive feature. Yet, few property managers consider it an ability they or their tenants could enjoy. However, with the right integrations, your delivery management system can empower tenants and staff to take more control of their deliveries and boost efficiency for delivery carriers.
For instance, with the right system, residents can issue temporary keys to their delivery person, allowing them to enter the building and deliver their package safely. Delivery carriers can also utilize the front desk station to communicate with residents via two-way video calls to alert them of their delivery.
Discover how ButterflyMX streamlines package management in this case study:
Deliver more to your residents with ButterflyMX
Using a platform like ButterflyMX is the best way to manage deliveries at your building. Our products are featured in over 15,000 different properties and have over 40,000 five-star ratings. In fact, many of our products were designed with package and delivery management in mind, meaning simplified package management is a priority, not an afterthought.
Here are four ways ButterflyMX ensures seamless delivery management at your building:
1. Delivery Pass
Delivery Pass empowers your residents to create a single-use, six-digit PIN for delivery carriers within the ButterflyMX mobile app. What’s more, our delivery management app sends notifications when deliveries are completed which allows residents to retrieve them quickly and easily.
For example, if they order dinner from Grubhub, tenants can copy and paste the code into the delivery instructions at checkout. Their delivery driver uses that code at the ButterflyMX Video Intercom to get access to the building. They can only use the PIN once, and the intercom takes a time- and date-stamped photo of the delivery person for added security.
2. Video calling
If a courier doesn’t have a delivery PIN to enter the building, they can place a video call to the resident instead. With ButterflyMX’s Video Intercom, residents can see who’s at the door and let them into the building from anywhere.
Video calling is great for a surprise or unannounced visitor, like when a partner sends flowers or a parent stops by to see their child. Residents get a video call from the visitor, verify who they are, and let them in from their smartphone. This feature is also useful for property managers and remote building staff who want to provide secure access to maintenance people, service providers, or even self-guided tours.
3. Delivery PINs
As a property manager, you can create a delivery PIN for carriers that frequent your building. Think USPS, UPS, Amazon, etc.
When you assign a delivery PIN to a carrier, they enter the code at the intercom to gain property access and drop off their packages. If you have a Package Room, they can use the same PIN to enter the package room.
4. Package rooms
With our Package Room solution, couriers have a secure place to store deliveries inside your building. This prevents package pile-ups in the lobby. Package Rooms are easy to set up since you can repurpose an existing room in your building. Buildings repurpose all rooms, from unused storage closets to offices.
Couriers use the same delivery PIN to enter the building and the package room. As with all of our products, the intercom takes a time- and date-stamped photo as the courier enters the package room for added security.
When the courier completes the delivery, ButterflyMX sends a notification to residents on their smartphones.
How to set up a Package Room »
Delivery management FAQs
Why is delivery management important?
Effective delivery management ensures timely and accurate deliveries, which enhances customer satisfaction and loyalty. It also optimizes efficiency, which reduces costs. In the context of multifamily properties, efficient delivery management streamlines package handling and improves resident satisfaction.
What are the key components of a delivery management system?
A comprehensive delivery management system typically includes:
- Order processing. Receiving and reviewing customer orders, checking inventory levels, and preparing products for shipment.
- Route planning. Determining the most efficient delivery routes to minimize time and costs.
- Driver scheduling. Assigning drivers to deliveries based on availability and proximity.
- Delivery tracking. Monitoring the status and location of deliveries in real time.
- Customer communication. Providing updates and notifications to customers regarding their deliveries.
- Feedback collection. Gathering customer feedback to improve future delivery operations.
