Coffee with Dana Klištincová: Sophisticated systems control operations in real time and based on data

In logistics today, data, precise planning and the ability to react in real time are crucial. Chaos on ramps, unnecessary waiting for trucks or confusing communication with carriers still costs companies time and money. We talked to Dana Klištincová, Sales Director of Lotraco, about how to gain full control over logistics processes, what are the main benefits of digitizing yard management and why it is worth not postponing changes. This company focuses on optimizing the movement of vehicles and goods through the Time Slot Control (TSC) solution.

What logistics processes can be managed, planned and evaluated through TSC solutions?

Time Slot Control is an interactive online platform that helps optimize logistics processes and provides full control over every link in the supply chain.  It covers the complete management of vehicle arrivals and departures, from the creation of time slot reservations through loading and unloading management to the actual handling of loading or unloading at ramps. It allows you to coordinate the movement of trucks, plan and manage the capacities of the warehouse, personnel and handling equipment, and at the same time ensures transparent communication with carriers.

Time Slot Control is more than just a tool for booking time slots. It is a complete yard management solution that connects planning, on-site processes, and automation. Our platform organizes the operation of a warehouse, production or other area using self-service kiosks for carriers and visitors, where users are trained in OHS, verify their phone number and verify the accuracy of other data, for example, name, surname, company, etc. Kiosks can also be equipped with a document reader (ID cards, passports). This significantly reduces the risk of phantom transports, which are a resonant topic these days. Communication with the drivers themselves takes place via the Call to gate SMS module. Time Slot Control automates the process of arrival and departure of carriers through yard management – automatic gatehouses, where the camera system recognizes the license plate of the vehicle, systematically evaluates the legitimacy of entry into the area and LED panels navigate the driver to the appropriate station – ramps, scales, etc.

In addition to operational management, the key part is also the analysis of historical data on ramp utilization, waiting times, punctuality of carriers or the course of manipulations. This gives companies an accurate overview of the performance of logistics processes and can systematically optimize them.

What are the specific benefits of TSC, even for different types of companies?

The main benefit lies in the elimination of chaos on ramps and a significant reduction in waiting times, as well as obtaining data for analytics and then setting up processes, resources, KPIs and more. Thanks to TSC, companies make better use of warehouse and human resource capacity, which leads to an effective reduction of operating and investment costs and higher operational productivity. Equally important is the higher reliability of the supply chain and transparent relations with carriers. Benefits vary by segment. Automotive will especially appreciate the punctuality of deliveries in the just-in-time mode, which is crucial for the uninterrupted operation of production. In particular, adherence to delivery times with regard to the freshness of goods, minimizing downtime and efficient management of receipt and dispatch are essential in the food industry. Manufacturing firms value supply stability and production continuity, while retail and distribution centers emphasize turnaround speed and the ability to handle operational peaks. Transparency towards customers is especially crucial for logistics operators – information about individual steps and booking statuses is available online in real time. Equally important is the ability to scale operations without the need to increase capacity. Another important and nowadays often mentioned benefit is the increase in the safety of both the operation of the premises and the set processes, as well as security against phantom transports.

How long does it typically take to implement TSC from initial analysis to full operation?

The availability of our solution is standard from 24 to 48 hours for clients, which means that users will receive access to our software solution within a maximum of two days. We try to simplify the implementation phase as much as possible for companies and help them – either by setting up the application or by initial training. We are often part of the processes within the company, where our salesperson acts as an external consultant.

The length of implementation depends on the size of the operation and the degree of integration with the surrounding systems, but typically we are in the range of two to six months. An initial analysis of the processes is crucial, which will allow us to set the system exactly tailored to a specific customer. An important factor is also the approach of the customer's internal team to the TSC implementation project itself. Insufficient involvement or unwillingness to change can unnecessarily prolong the whole process. On the contrary, a proactive approach and willingness to optimize existing processes significantly accelerate implementation, increase its efficiency, reduce overall costs – whether financial or in the form of resource savings – and are then noticeable in a shorter time. Thanks to our modular architecture and cloud solution, we are able to significantly accelerate deployment. In addition, clients often start with a pilot operation, where we harmonize the customer's expectations with the TSC settings for the given operation. It is also necessary to involve carriers so that they actively use the system. Consistent involvement of all stakeholders leads to rapid adoption of the system, and the positive impacts of TSC implementation are felt very quickly in operation.

In how many countries is the solution currently deployed? Is deployment in other countries being prepared?

Today, TSC is deployed in almost twenty European countries and we are gradually expanding its use not only within Europe, but also in markets around the world. Our solution is designed to be international from the start, including 11 language mutations and support for various operational specifics. We are currently preparing further implementations, both for existing customers in new locations and for new clients abroad. We see a growing demand, especially from multinational companies that want to unify logistics management across regions.

Are you planning to further expand the functionalities of this system in the near future? If so, what will it concern?

Certainly, we are constantly developing the product. We rely a lot on what our customers themselves tell us – their feedback and specific needs are a key source of inspiration for us. Some functions are created directly tailored to the requirements of a particular client, others we develop across the board for everyone.

In the near future, we will focus mainly on predictive analytics, planning automation and closer integration with WMS, TMS and ERP systems. We also care a lot about the system being easy to use – whether it's a dispatcher at the monitor or a driver with a phone in hand. We want everyone to have exactly the information they need at hand. At the same time, we are expanding the configuration options so that customers can increasingly adapt the system to their own processes. We also involve other technologies – such as the Internet of Things (IoT) for tracking the movement of vehicles, whether on the premises or on the road, or automated communication with carriers. All of this results in more accurate data, faster decision-making, and smoother operations.

What do you see as more general current trends in the field of yard management and time window management, whether in the Czech Republic or abroad?

A clear trend is the digitization and automation of logistics operations management. Businesses are moving away from manual spreadsheet scheduling and moving to sophisticated systems that allow for real-time and data-driven traffic management.

At the same time, there is growing pressure for transparency and collaboration across the supply chain. Yard management thus becomes a key element of overall logistics management, not an isolated function. This shift is even more pronounced abroad, but it is also gaining ground very quickly in the Czech Republic.

Why do you think a relatively large number of companies are still hesitant to digitize these processes? What advice would you give them? For example, how and where should they start?

It is often a combination of fear of change, underestimation of benefits and lack of capacity to implement the project. Many companies still do not realize how much loss is caused by inefficient logistics management, which is hidden in everyday operations.

I would recommend starting with thorough preparation – that is, analyzing the current state and identifying the biggest operational pain points and bottlenecks. Based on this, choose a solution that will enable rapid deployment and scalability according to future growth and business needs. It is very important not to see digitization as a one-off project, but as a strategic step towards long-term efficiency and competitiveness. This is also related to the need to phase the project and clearly define the responsible team that will manage and bring it to completion. The lack of clear ownership of the project is a common reason for unsuccessful implementation. A detailed understanding of the chosen solution is also essential. The digitization and automation of logistics often overlaps into other areas, such as production, warehouse or security. Therefore, companies should take into account that the implementation of a single system may require process adjustments across multiple departments – and prepare for this change already in the analysis phase.