A Smarter Approach to WMS in Distribution

In This Article

In today’s highly variable distribution landscape, improved efficiency and overall optimization are critical to success. And it can be tempting to view a new warehouse management software (WMS) platform as a silver bullet.

But, after decades of modernizing and optimizing supply chain and fulfillment operations, we’ve found that the right approach starts with processes — walking the floor, studying data, and defining what success looks like — before layering in technology.

And why is it important to optimize distribution processes before implementing a WMS? Unfortunately, the reality is that, without taking the time to address operational strategy beforehand, a haphazard WMS configuration will only end up automating bad processes, creating system mismatches, and frustrating users.

Essentially, instead of rushing into software setup, the key is to first build a blueprint for future operations. Only then can your WMS be configured to amplify efficiency and deliver measurable results.

Why Optimization Comes Before Technology

Every warehouse is unique, from its layout and labor flow to its order types and SKU profiles. Flows can be incredibly specific, and lines of business can vary. And a Warehouse Management System (WMS) is essentially a blank canvas.

Steve Shebuski: “If you start out trying to fit your warehouse to a global standard software template in WMS created by the software company, you will fail.”

Process-led optimization ensures that when technology is introduced, it amplifies efficiency, supports the right automations, and delivers measurable results. Essentially, the tool will only be as strong — or as effective — as the processes behind it.

And the key to optimization lies in data.

Jay Feldman: “I like to say, ‘data will set you free.’”

By digging into flow, velocity, labor needs, and cost effectiveness, distributors can decide what success looks like, whether that’s faster throughput, fewer people, or the right kind of automation. For example, certain products and order types lend themselves to specific automation strategies, but you can’t make any of those calls without the upfront analysis.

To sum it up, in our experience, the benefits of optimizing strategy before implementing software include:

• Reduced rework and saved time
• Faster execution and throughput
• More efficient, data-informed workflows
• Smoother, easier operations
• Cost savings
• Clearer communication and execution
• Stronger sense of employee ownership and involvement
• Improved morale and engagement
• Easier ROI measurement
• More efficient use of labor
• Faster realization of benefits

Pitfalls of Skipping the Optimization Step

So, what are the common pitfalls of jumping straight into software configuration without a solid operational blueprint?

Without analyzing order profiles, workflows, and labor requirements, distributors often end up hard-coding inefficiencies into the system. Instead of solving problems, the WMS just digitizes bad processes.

There can also be severe mismatches between process design and system capability. For example, industrial engineers may create an idealized workflow that the WMS can’t actually manage, or the software can be set up in ways that don’t reflect the real flow of goods on the floor.

As a result, users become frustrated, adoption dips, and managers are left thinking that the software simply “doesn’t work.”

Fixing these problems after the system goes live is both costly and time-consuming. Reworking a misconfigured WMS in a live warehouse disrupts operations, drains resources, and erodes trust with staff.

Essentially, the best approach is to determine the optimal way for goods to flow through the building and then implement software to facilitate these processes.

Steve Shebuski: “Doing it in reverse will almost always fail.”

Building the Blueprint for Distribution and Future Operations

Optimizing operations doesn’t happen accidentally. You’ll need a clear action plan to get there. That’s why building an initial blueprint is one of our top WMS best practices.

Your blueprint for manufacturing operations should practically capture how goods should flow, where processes can be improved, and how technology will support those improvements.

A partner with deep industry expertise will be critical in developing a strong blueprint, and their process will typically include a few key steps:

What are Some Success Stories of Clients Who Benefited from This Approach?

Clients who have taken this approach have seen powerful results.

The MCA Connect team previously worked with a leading distributor of musical instruments, where budget limitations prevented physical changes and new automations. Through on-site process mining, it was revealed that top products were managed by third-party logistics distribution (3PL) while the slowest, lowest-moving product was housed in an ideal picking space.

Jay Feldman: “We just needed to flip the script and change where the product was — not a huge amount of change — for large-scale improvements in efficiency.”

Without the process mining work at the front-end, those suboptimal flows would have simply been migrated to the WMS.

Another client in the wine and spirits industry uncovered massive efficiency gains when order data revealed a large volume of single-SKU orders at certain times of the year that were being fulfilled one by one. Implementing a batch-picking process allowed them to facilitate those orders much faster with less labor involved.

Steve Shebuski: “Their process became massively more efficient. But it wasn’t obvious what was happening until we did the study.”

Essentially, by aligning process design with software configuration, distributors can ensure their WMS becomes a tool for amplifying efficiency instead of simply hard-coding inefficiencies.

MCA Connect’s Strategy for Future Success

MCA Connect combines deep distribution expertise and business applications services to help companies design smarter, more scalable operations.

Jay Feldman: “Unlike firms that focus only on industrial engineering or only on software, MCA Connect knits both together.”

Consultants understand the realities of warehouse flow, and technical experts know exactly how to configure your WMS to support the core strategy. Companies gain a single partner who can walk the floor, build the blueprint, and configure the WMS to bring it to life.

Plus, MCA Connect is the only 100% manufacturing and distribution-focused, 100% Microsoft partner. This means deep expertise with Microsoft Dynamics 365 WMS, the most advanced WMS platform on the market.

Unlike other platforms that require costly replacements every few years, D365 WMS is designed for agility. With continuous updates, the system is never out of date. In other words, a company that implemented D365 WMS in 2017 has access to the very same features, AI capabilities, and Copilot integrations as a company implementing it today.

Steve Shebuski: “And the rate of innovation is a game-changer. New features and AI capabilities are constantly being developed and can be implemented instantly.”

It also integrates seamlessly with ERPs, APIs, robotics, and automation tools, providing a single source of truth across your enterprise. And powerful, real-time reporting is seamless through Power BI.

Essentially, with MCA Connect, distributors can start with a cutting-edge strategy and then layer on leading-edge tech. Two powerful competencies, one leading partner.

Partner with MCA Connect to build a future-focused blueprint that ensures your WMS implementation drives real business value.