The logistics and warehousing industry depends on speed, precision, and efficiency to meet rising global demand. Traditional manual processes for managing devices such as handheld terminals, scanners, and laptops often lead to wasted time, lost productivity, and damaged or misplaced equipment.
Smart lockers address these challenges by automating manual processes, reducing inefficiencies, and streamlining operations. “Automating the distribution and return of devices like handheld terminals and scanners reduces employee waiting times by up to 68.5%,” says Jolene Castelyn, marketing executive at Ricoh South Africa. “This eliminates bottlenecks at shift changes and ensures employees spend more time on productive tasks.”
The impact is faster workflows, fewer operational interruptions, and greater overall efficiency. In addition, asset loss and damage – a common issue in manual processes –is significantly reduced. “Smart lockers have cut asset losses and damage by 50% over a year, delivering substantial cost savings and extending device lifespan,” Castelyn adds.
Boosting operational efficiency and security
Smart lockers enhance operational visibility and accountability through real-time monitoring. Every transaction is recorded, giving managers detailed insights into who accessed which device, when, and for how long. For facilities managing large inventories of tools and devices, this level of oversight is critical.
Real-time reporting also helps managers identify trends, anticipate shortages, and ensure compliance with operational protocols. Notifications can be sent if devices are not returned on time, enabling quick action to minimise disruptions. This automated control reduces the need for manual oversight, allowing management to focus on higher-value tasks.
“These lockers ensure secure access for sensitive or high-value items,” Castelyn explains. “Employees can use PIN codes, barcodes, or RFID-enabled ID cards, ensuring only authorised personnel can retrieve specific assets.” This added security is particularly valuable in environments where devices are shared among users or high-value shipments require secure handling, helping reduce theft or unauthorised use.
Streamlining internal processes
Internal efficiency is critical to profitability in logistics. Smart lockers simplify processes such as distributing internal packages, starter kits, and personal protective equipment (PPE). They act as central hubs, allowing employees to collect necessary items without requiring a dedicated administrator.
For onboarding, lockers streamline the distribution of laptops, training materials, and other essentials. Employees receive notifications with unique access codes, enabling them to collect items conveniently and start their roles without delays. This system not only reduces bottlenecks but also ensures a smooth onboarding experience.
Customisation options enhance the usability of smart lockers. “Lockers can include charging ports to keep devices like scanners and tablets ready for use at all times,” says Castelyn. “Features such as sensors and lighting also improve user experience and efficiency.”
Sustainability in logistics
Sustainability is a growing priority for logistics and warehousing. Smart lockers contribute by improving resource efficiency and reducing environmental impact. Their modular design allows businesses to scale systems to current needs, avoiding over-purchasing or under-utilisation.
Cloud-based monitoring reduces the need for on-site staff and limits unnecessary travel between facilities. Administrators can manage lockers remotely, cutting operational overhead and reducing carbon footprints. Energy-efficient features like low-energy lighting and optimised power usage align with sustainability initiatives and help organisations reduce energy consumption over time.
Real-world applications
DHL Supply Chain, a global leader in logistics, implemented smart lockers to manage its fleet of handheld scanners. Before adoption, DHL struggled with lost devices, inconsistent return processes, and frequent equipment damage. The lockers provided a solution by automating distribution and return, giving the company greater control over assets and reducing loss rates.
The system introduced standardised processes, extending the lifespan of devices and saving time for employees and managers. Transactions were logged in a central repository, providing 24/7 visibility into device usage. This transparency improved accountability and enabled DHL to further optimise its operations.
Empowering employees with personal lockers
Warehouse environments often leave little room for personal storage. Smart lockers offer a secure, flexible solution for employees to store personal belongings. These lockers can be reassigned electronically, eliminating issues like lost keys or manual reallocation.
This flexibility benefits organisations with high employee turnover or large numbers of temporary staff. Workers can book lockers for specific time slots, and administrators can reassign them after shifts. This system saves space and creates a more organised, efficient environment.
Optimising logistics through smart collection and return
Smart lockers excel in managing internal deliveries and returns. In warehouses, employees often need access to critical paperwork or IT equipment during shifts. Lockers provide a central, secure location for these items, ensuring they’re readily available.
This feature is especially useful for businesses with multiple shifts or high turnover. Employees are notified with pick-up instructions, minimising delays, reducing misplaced items, and maintaining a secure chain of custody for sensitive documents.
Tailored solutions for future readiness
Smart lockers are highly adaptable. They can be customised for IT asset management, personal storage, or internal deliveries, meeting the unique needs of different organisations. Integration with third-party platforms like ServiceNow ensures compatibility with existing digital systems.
These solutions are supported by extensive service networks and years of expertise. With over 25,000 lockers installed in Europe and a robust support framework, organisations can rely on smart lockers to deliver measurable results.
A future-driven perspective
In the face of growing demands for efficiency and sustainability, automating critical processes, enhancing operational oversight, and aligning with environmental goals helps businesses stay ahead in a competitive market. “In an industry that thrives on precision and innovation, streamlined workflows and empowered employees help to drive long-term success,” adds Castelyn.