Sometimes freight shipping can look like a highly choreographed dance. Every successful shipment requires coordinated movements with all parties moving in sync. It’s no wonder that, when it all comes together, shippers reflect that the simple fact of “having things run smoothly is its own reward.”

Orchestrating a flawless routine is complex and full of challenges, but planning, flexibility, and technology can help shippers overcome obstacles to ensure their products get to where they are going securely and on time. Here are some of the top challenges shippers face and how to overcome them.

Shipping challenge 1: Finding a trailer

When capacity is tight, it can affect pick-ups, prices, and trailer availability. Follow the below tips to avoid scrambling for a trailer.

Understand seasonality: Transportation demand varies by season. Surges in demand, such as during harvest times or holidays, can strain capacity, drive prices higher, and make it harder to find carriers. It might not seem like citrus fruits moving out of Florida or evergreens coming out of the Northwest would affect shipments in other parts of the country, but they do. Knowing when surges will occur can help you plan. You may need to build in extra lead time, tap into a backup carrier, or increase your budget. “It is something to anticipate so you can be prepared,” says Patrick Sulzman, Senior Account Manager at Amazon Freight, who works closely with shippers.

Use a trailer pool: With trailer pools, shippers have the necessary equipment at their disposal when needed. They allow shippers to pre-load trailers for drop and hook so drivers can leave a trailer and immediately connect to one that's ready to go. Also, take time to check any dropped trailer before packing it to ensure it is ready to use. Issues, such as a flat tire or a trailer that still has dunnage inside, can create delays.

Create a contingency plan: If business surges or an existing carrier suddenly isn’t available, having a backup plan can help you find additional capacity. Your plan could involve tapping into a freight broker or partnering with a local carrier to move loads. You could also consider adjusting your schedules and offering flexible delivery windows, which can make shipments more attractive to carriers.

Shipping challenge 2: Loading goods properly

Shippers don't always know how to place their freight in a trailer, which can lead to inefficiencies, empty space, and challenges when unloading. Make the most of it with these helpful pointers.

Refer to load guides: Before starting, consult relevant guides specific to the type of cargo being transported and the receiving facility’s requirements. Guides provide information on weight distribution, stacking limitations, and proper handling procedures to keep people, equipment, and freight safe. Product manufacturers and distribution centers often provide guidance, and the Department of Transportation lists requirements. Seasoned dock workers and engineers can also help you create guides.

Follow packing best practices: You want to get the most bang for your buck and utilize all available space in the trailer. As general rules, you want to eliminate gaps, balance the weight across the trailer, and secure the cargo. It is also essential to consider how it will be unloaded. For example, not all pallets have openings on all four sides. The loader might place a pallet and then use the forklift to turn it. That’s fine for loading, but when it is time to unload, the person on the receiving end can’t get the forklift’s forks in to get it out. That means wasted time and potential damage.

Think through the entire process: Seeing unloading and stocking in action can give you a new appreciation for the process and how to prepare outbound freight. In other words, think about what the workers at your destination will have to do once your trailer is parked at their dock. Your shipment will be sorted based on various criteria such as facility and storage requirements and urgency of demand. Clear and visible labels play a critical role as freight is removed and stored. If you’re shipping inbound to Amazon, take a tour of an Amazon Fulfillment Center to see how the many moving parts come together.

Shipping challenge 3: Knowing where your loads are

Knowing the status of your trailer is critical, but you don't always have time to stop what you're doing to check on it. "As a shipper, you might be wearing multiple hats, so you don’t have time to contact operational support or your account manager throughout the day,” Sulzman says. To remedy this, he has a few recommendations.

Get automated updates: A proactive alert system can ensure you have visibility without seeking out updates. Technology can make that easy, giving you peace of mind that everything is running smoothly and notifications if it isn’t. Work with carriers that can provide regular, automated updates on pick-up, status, and delivery. Updates on when freight has been offloaded and processed and when it is available for purchase are also helpful. "In a lot of ways, that post-delivery information is just as important as delivery information," Sulzman says.

Know who to call: Time is critical in the supply chain, and there may be a small window where you can jump in and change the outcome when a disruption occurs. Having a point of contact you can call if a shipment doesn't arrive on time helps you resolve an issue quickly. Even minutes matter, so you don’t want to spend time trying to figure out your next step.

Shipping challenge 4: Staying on time and on track

In freight, timing is critical. Any delay can create a problem downstream that disrupts shipments. Here’s what you can do to stay ahead of the curve.

Utilize appointment times: Scheduling appointments adds structure, predictability, and efficiency to the loading and unloading processes. Appointments allow you to allocate resources more effectively, ensure that the right resources, labor, and equipment are in place, and prevent congestion at the loading docks and yards. To make sure you can uphold appointment windows, create a labor plan in case some staff isn’t available. Have a list of employees willing to work overtime and cross-train workers so they can fill in where needed.

Anticipate driver wait time: Understanding how long drivers will wait to load or unload and sticking to that plan is critical. “If drivers can’t wait any longer, they either have to drop the trailer, leave with it, or transload the goods to another trailer,” says Sulzman. Drivers must comply with federal hours-of-service requirements and can’t exceed legal driving limits. Delays could cause them to run out of hours. Additionally, drivers often serve multiple customers, and delays at one location create a ripple effect, leading to decreased service and frustration at subsequent stops.

Deliver an outstanding performance

Knowing what challenges to expect and having solutions ready to address them can help you execute seamless deliveries without missing a beat. Amazon Freight has implemented technology, tracking, and automated solutions to help its customers streamline their operations. Experience it yourself by creating an account and start getting quotes instantly.