Smarter Week

AI and automation by role · frontline

How Warehouse associates / leads can use AI and automation

Below are 11 common tasks for Warehouse associates / leads, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Warehouse Associate, Picker, Packer, Forklift Operator, Receiver, Warehouse Lead, Shift Lead, Material Handler

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Task 1 · typically 30 min, every day

Work from paper pick lists and tick them off by hand

Software featureBest fix

Pick, receive and move stock with a scanner, not paper

Handheld or phone scanning linked to the WMS tells you where to go, checks you picked the right item and updates stock as you go. Fewer mistakes, fewer searches, and nothing to key in afterwards.

Typically saves about 45% of the time8 h to set up
  1. 1Check what your WMS supports on handhelds or phones (many work with Zebra or Honeywell scanners, or phone scanning apps like Scandit).
  2. 2Make sure every location and product has a readable barcode label.
  3. 3Start with receiving or picking in one area.
  4. 4Retire the paper pick list once the scanned process is steady.

Tools: Your WMS (Manhattan, Blue Yonder, NetSuite WMS, Fishbowl, ShipHero or similar) · Zebra or Honeywell handhelds · Scandit phone scanning

How to automate this task

Task 2 · typically 30 min, every day

Search for stock that is not where the system says

Software featureBest fix

Pick, receive and move stock with a scanner, not paper

Handheld or phone scanning linked to the WMS tells you where to go, checks you picked the right item and updates stock as you go. Fewer mistakes, fewer searches, and nothing to key in afterwards.

Typically saves about 45% of the time8 h to set up
  1. 1Check what your WMS supports on handhelds or phones (many work with Zebra or Honeywell scanners, or phone scanning apps like Scandit).
  2. 2Make sure every location and product has a readable barcode label.
  3. 3Start with receiving or picking in one area.
  4. 4Retire the paper pick list once the scanned process is steady.

Tools: Your WMS (Manhattan, Blue Yonder, NetSuite WMS, Fishbowl, ShipHero or similar) · Zebra or Honeywell handhelds · Scandit phone scanning

One more way to fix it
Process fix

Swap big stock counts for small daily cycle counts

Count a few locations every day, focusing on fast movers and problem items. Stock stays accurate, so people stop searching, and you avoid the big shutdown count.

Typically saves about 35% of the time2 h to set up
  1. 1Rank items A, B and C by value or how often they move.
  2. 2Count A items monthly, B quarterly, C twice a year, a few locations a day.
  3. 3Use the WMS cycle count tasks on a scanner if you have them.
  4. 4Fix the cause of each big difference, not just the number.

Tools: Your WMS (Manhattan, Blue Yonder, NetSuite WMS, Fishbowl, ShipHero or similar)

How to automate this task

Task 3 · typically 30 min, every day

Check deliveries against paperwork and key in receipts

Software featureBest fix

Pick, receive and move stock with a scanner, not paper

Handheld or phone scanning linked to the WMS tells you where to go, checks you picked the right item and updates stock as you go. Fewer mistakes, fewer searches, and nothing to key in afterwards.

Typically saves about 45% of the time8 h to set up
  1. 1Check what your WMS supports on handhelds or phones (many work with Zebra or Honeywell scanners, or phone scanning apps like Scandit).
  2. 2Make sure every location and product has a readable barcode label.
  3. 3Start with receiving or picking in one area.
  4. 4Retire the paper pick list once the scanned process is steady.

Tools: Your WMS (Manhattan, Blue Yonder, NetSuite WMS, Fishbowl, ShipHero or similar) · Zebra or Honeywell handhelds · Scandit phone scanning

One more way to fix it
AI

Photograph packing slips, delivery notes and invoices and let AI read them

AI can read a photo or PDF of a packing slip, bill of lading or invoice and turn it into lines you can check against the order. You compare instead of type.

Typically saves about 50% of the time10 min to set up
  1. 1Take a clear photo or use the PDF from the supplier.
  2. 2Upload it to an approved AI assistant with the prompt below, along with the PO lines.
  3. 3Check the differences it flags.
  4. 4Enter or import the confirmed lines into your system.
Prompt to copy
Read the attached [PACKING SLIP / BILL OF LADING / INVOICE]. Make a table with: item code, description, quantity, unit price (if shown), PO number. Then compare it with this purchase order and list any item that is missing, extra, or a different quantity or price: [PASTE PO LINES]. Mark anything you cannot read as [UNCLEAR]. Do not guess.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Microsoft Lens or phone camera

How to automate this task

Task 4 · typically 45 min, a few times a week

Count stock by hand

Process fixBest fix

Swap big stock counts for small daily cycle counts

Count a few locations every day, focusing on fast movers and problem items. Stock stays accurate, so people stop searching, and you avoid the big shutdown count.

Typically saves about 35% of the time2 h to set up
  1. 1Rank items A, B and C by value or how often they move.
  2. 2Count A items monthly, B quarterly, C twice a year, a few locations a day.
  3. 3Use the WMS cycle count tasks on a scanner if you have them.
  4. 4Fix the cause of each big difference, not just the number.

Tools: Your WMS (Manhattan, Blue Yonder, NetSuite WMS, Fishbowl, ShipHero or similar)

One more way to fix it
Software feature

Pick, receive and move stock with a scanner, not paper

Handheld or phone scanning linked to the WMS tells you where to go, checks you picked the right item and updates stock as you go. Fewer mistakes, fewer searches, and nothing to key in afterwards.

Typically saves about 45% of the time8 h to set up
  1. 1Check what your WMS supports on handhelds or phones (many work with Zebra or Honeywell scanners, or phone scanning apps like Scandit).
  2. 2Make sure every location and product has a readable barcode label.
  3. 3Start with receiving or picking in one area.
  4. 4Retire the paper pick list once the scanned process is steady.

Tools: Your WMS (Manhattan, Blue Yonder, NetSuite WMS, Fishbowl, ShipHero or similar) · Zebra or Honeywell handhelds · Scandit phone scanning

How to automate this task

Task 5 · typically 10 min, every day

Fill in forklift and equipment pre-use checks

Software featureBest fix

Do pre-use checks, damage and incident forms on a phone

Digital forms fill in the date, site and equipment for you, take photos, and send anything failed to the right person straight away. No paper to file or retype.

Typically saves about 40% of the time1 h to set up
  1. 1List the paper forms used most (forklift checks, damage reports, near misses).
  2. 2Rebuild them in SafetyCulture or your fleet or WMS app, or use ready templates.
  3. 3Put a QR code on each forklift that opens its check.
  4. 4Set failed items to alert the lead immediately.

Tools: SafetyCulture (iAuditor) · Samsara, Motive or Geotab · Forklift telematics pre-op checks

How to automate this task

Task 6 · typically 15 min, every day

Write up damages, shortages and returns

Software featureBest fix

Do pre-use checks, damage and incident forms on a phone

Digital forms fill in the date, site and equipment for you, take photos, and send anything failed to the right person straight away. No paper to file or retype.

Typically saves about 40% of the time1 h to set up
  1. 1List the paper forms used most (forklift checks, damage reports, near misses).
  2. 2Rebuild them in SafetyCulture or your fleet or WMS app, or use ready templates.
  3. 3Put a QR code on each forklift that opens its check.
  4. 4Set failed items to alert the lead immediately.

Tools: SafetyCulture (iAuditor) · Samsara, Motive or Geotab · Forklift telematics pre-op checks

One more way to fix it
AI

Talk your notes into the phone and let AI write them up

Say what happened in half a minute; AI turns it into a tidy handover, damage note or incident write-up. Faster than writing on a clipboard.

Typically saves about 45% of the time10 min to set up
  1. 1Use the voice button in your work app or an approved AI app on a company phone.
  2. 2Say what happened, where, when, what you did and what is still open.
  3. 3Use the prompt below to put it in the right format.
  4. 4Check it and paste it into the log, form or email.
Prompt to copy
Turn my spoken notes into a [SHIFT HANDOVER / DAMAGE REPORT / INCIDENT REPORT] with these headings: [HEADINGS]. Short bullet points. Keep times, locations, order numbers and quantities exactly as I said them. Do not add anything I did not say.

My notes: [DICTATE OR PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 7 · typically 15 min, every day

Write shift handover notes

AIBest fix

Talk your notes into the phone and let AI write them up

Say what happened in half a minute; AI turns it into a tidy handover, damage note or incident write-up. Faster than writing on a clipboard.

Typically saves about 45% of the time10 min to set up
  1. 1Use the voice button in your work app or an approved AI app on a company phone.
  2. 2Say what happened, where, when, what you did and what is still open.
  3. 3Use the prompt below to put it in the right format.
  4. 4Check it and paste it into the log, form or email.
Prompt to copy
Turn my spoken notes into a [SHIFT HANDOVER / DAMAGE REPORT / INCIDENT REPORT] with these headings: [HEADINGS]. Short bullet points. Keep times, locations, order numbers and quantities exactly as I said them. Do not add anything I did not say.

My notes: [DICTATE OR PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 8 · typically 30 min, every day

Plan who works where on the shift

Software featureBest fix

Let people swap shifts and pick up overtime in an app

With a shift app, workers see the rota on their phone, swap shifts and claim open hours. The lead approves with one tap instead of making phone calls and editing a spreadsheet.

Typically saves about 50% of the time2 h to set up
  1. 1Check if your company already has UKG, Deputy, When I Work, Homebase or Microsoft Teams Shifts.
  2. 2Load the rota and rules (skills, forklift licenses, max hours).
  3. 3Show the team how to swap and request time off on their phone.
  4. 4Post open shifts in the app before phoning round.

Tools: UKG · Deputy · When I Work · Homebase · Microsoft Teams Shifts

One more way to fix it
Process fix

Use a standard staffing plan for each volume level

Work out once how many people each area needs at low, normal and peak volume. Each shift you pick the right template instead of planning from scratch.

Typically saves about 35% of the time2 h to set up
  1. 1Pull a few weeks of volumes and how many people worked each area.
  2. 2Write three plans: low, normal, peak, with who goes where.
  3. 3Each morning, check expected volume and pick the plan.
  4. 4Adjust from there and review the templates monthly.

Tools: Whiteboard or shared sheet · WMS labour reports

How to automate this task

Task 9 · typically 30 min, every day

Book dock times and juggle late trucks

Software featureBest fix

Let carriers book dock times online

Dock scheduling software lets carriers book their own slot. You stop taking calls and emails, trucks wait less, and the floor knows what is coming.

Typically saves about 50% of the time2 h to set up
  1. 1Trial a dock scheduling tool (Opendock, C3 Reservations, DataDocks or your WMS module).
  2. 2Set doors, opening hours and slot lengths by load type.
  3. 3Send carriers and suppliers the booking link.
  4. 4Show the day's bookings on a screen at the dock.

Tools: Opendock · C3 Reservations · DataDocks · Your WMS (Manhattan, Blue Yonder, NetSuite WMS, Fishbowl, ShipHero or similar)

How to automate this task

Task 10 · typically 15 min, once a week

Ask for shift swaps, overtime or time off

Software featureBest fix

Let people swap shifts and pick up overtime in an app

With a shift app, workers see the rota on their phone, swap shifts and claim open hours. The lead approves with one tap instead of making phone calls and editing a spreadsheet.

Typically saves about 50% of the time2 h to set up
  1. 1Check if your company already has UKG, Deputy, When I Work, Homebase or Microsoft Teams Shifts.
  2. 2Load the rota and rules (skills, forklift licenses, max hours).
  3. 3Show the team how to swap and request time off on their phone.
  4. 4Post open shifts in the app before phoning round.

Tools: UKG · Deputy · When I Work · Homebase · Microsoft Teams Shifts

How to automate this task

Task 11 · typically 30 min, once a week

Write up incidents and near misses

AIBest fix

Talk your notes into the phone and let AI write them up

Say what happened in half a minute; AI turns it into a tidy handover, damage note or incident write-up. Faster than writing on a clipboard.

Typically saves about 45% of the time10 min to set up
  1. 1Use the voice button in your work app or an approved AI app on a company phone.
  2. 2Say what happened, where, when, what you did and what is still open.
  3. 3Use the prompt below to put it in the right format.
  4. 4Check it and paste it into the log, form or email.
Prompt to copy
Turn my spoken notes into a [SHIFT HANDOVER / DAMAGE REPORT / INCIDENT REPORT] with these headings: [HEADINGS]. Short bullet points. Keep times, locations, order numbers and quantities exactly as I said them. Do not add anything I did not say.

My notes: [DICTATE OR PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Software feature

Do pre-use checks, damage and incident forms on a phone

Digital forms fill in the date, site and equipment for you, take photos, and send anything failed to the right person straight away. No paper to file or retype.

Typically saves about 40% of the time1 h to set up
  1. 1List the paper forms used most (forklift checks, damage reports, near misses).
  2. 2Rebuild them in SafetyCulture or your fleet or WMS app, or use ready templates.
  3. 3Put a QR code on each forklift that opens its check.
  4. 4Set failed items to alert the lead immediately.

Tools: SafetyCulture (iAuditor) · Samsara, Motive or Geotab · Forklift telematics pre-op checks

How to automate this task

Quick wins

Have you tried…

Do you pick and receive with a scanner instead of paper lists?
A scanner linked to the warehouse system tells you where to go, checks you have the right item and updates stock as you go. Nothing to type in later.
Can you swap shifts and pick up overtime in an app?
Shift apps show the rota on your phone. You offer, swap or claim shifts yourself, and your lead approves with one tap.
Do carriers book their own dock times online?
Dock booking tools let carriers pick a free slot themselves. Fewer calls for you, and less waiting at the dock for drivers.
Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.

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