How a company reduced its operating time by 40% with custom software

Reducing operational times doesn’t always require massive investments or drastic structural changes. What it does require is an intelligent, well-designed solution tailored to the real operational needs of each business. In this practical case, I’ll share how a logistics company managed to reduce its operational time by 40% through the implementation of custom software designed specifically to address the bottlenecks slowing down its efficiency.

I participated in this project from the diagnostic stage through to the final implementation, and what we learned confirms an important principle: the best results come from tailor-made solutions created with a deep understanding of daily operations.

1. Problem diagnosis

The first step was conducting a thorough diagnostic of the company’s operational flow. On the surface, everything seemed to work: deliveries were made, reports were produced, and customers received attention. But when we looked deeper, we uncovered multiple bottlenecks hidden within the daily workload.

The main problem was that most of the key processes were manual. Task assignments to drivers, delivery confirmations, and progress tracking all relied on human input, spreadsheets, or endless back-and-forth emails and phone calls. This situation generated:

• Constant delays due to poor coordination between departments

• Duplicate efforts, with the same data being recorded by multiple people in different formats

• Frequent errors in final reports

• Lack of real-time visibility over the status of each order

During the initial audit, we discovered that 60% of operational time was spent on repetitive tasks that could be automated easily. The potential for improvement was clear.

2. Designing custom software

Once the diagnosis was complete, we immediately discarded the idea of using off-the-shelf solutions. Why? Because generic systems don’t address the specific workflows of individual operations. We chose to develop custom software for several key reasons:

• Total adaptation to existing workflows, allowing employees to continue working without having to change their familiar routines

• Integration of specific features, like vehicle geolocation, automatic alerts for delays, and digital validations to prevent human error

• An intuitive interface, designed for non-technical users to learn quickly

One of the most important decisions was to involve the end users from the start. They participated in interviews, interface testing, and iterative adjustments throughout development. This made sure the software genuinely addressed real needs and helped guarantee fast adoption once implementation began.

3. Progressive implementation

To avoid disruption or resistance to change, we rolled out the system gradually. We defined three key phases:

Phase one: Automation of task assignment.
The system started by automatically assigning orders to drivers based on their location, availability, and current workload.

Phase two: Delivery tracking and digital confirmation.
Each delivery had to be confirmed via the mobile app, providing complete traceability and eliminating the need for manual records.

Phase three: Automated reporting for management.
What used to be consolidated manually now generated automatically through a live dashboard accessible to leadership and operations teams.

This phased approach allowed us to make adjustments in real time and ensured that operations continued uninterrupted throughout the implementation.

4. Results achieved

The results were quickly evident. Three months after completing the final phase, operational indicators showed major improvements:

• 40% reduction in total operational time

• 70% improvement in delivery punctuality

• Near-total elimination of data entry errors

• Real-time access to key metrics, enabling faster, data-driven decision-making

And the impact wasn’t just internal. Customers noticed the change too. Waiting times dropped, delivery notifications became more accurate, and operational incidents decreased significantly. Customer satisfaction improved almost immediately.

5. Keys to success

Several important lessons emerged from this project—lessons that are applicable to any company looking to improve operations through technology:

• Listening to end users from the start is essential to prevent resistance later on

• Prioritizing high-impact processes produces quick, visible results

• Practical, continuous training ensures a smooth transition to new systems

• Post-implementation follow-up allows for ongoing improvements and ensures the system stays aligned with the business’s needs as they evolve

Reducing operational times doesn’t always require technological revolution. Sometimes, it just takes a well-designed, personalized solution implemented by a committed team that understands the operation from the inside out.