Logistics operators sometimes face the challenge of delivering valuable cargo, such as a machine for a production line in a factory where a breakdown has occurred, which needs to be delivered in the shortest possible time. Real Logistics experts have extensive experience in organizing “time-critical” air transport services. We asked how the execution of such special tasks looks.
Urgent orders for time-critical air transport are among the most demanding tasks that freight forwarders perform. Logistics companies typically receive such orders when breakdowns occur in factories located in various parts of the world, where spare parts or entire new machines need to be urgently delivered to fix the issue.
Time is Money
Downtime in production lines leads to significant losses for companies, so it is essential to deliver the component as quickly as possible to resume production. In such cases, plant management is often willing to pay more for freight to ensure fast and reliable delivery. In time-critical services, every minute counts, and in many cases, the cargo must be delivered to the client the day after the delivery order is placed. Executing these urgent deliveries requires logistics company employees to have high competencies and availability.
“Emergencies can happen at any time of the day or night. Sometimes, we receive orders late in the evening or on weekends when a client calls because their production line is at risk of halting due to a missing crucial part. Then, a conversation with the client is crucial to select the best delivery option and price the freight. The freight forwarder must ask the client questions to gather key information for designing the best solution. Access to trusted partners in various countries is also important, allowing for quick contact to establish a delivery plan,” says Paweł Markiewicz, Chief Sales Officer at Real Logistics.
Air Transport Options
In time-critical air transport, several logistical solutions are used. Chartering an entire plane is an option chosen for transporting a large number of shipments or when the cargo is large—in such cases, cargo planes are rented. If the cargo is smaller but needs to be delivered quickly to an airport without an extensive network of international flights, a small plane or sometimes a helicopter can be hired.
A more cost-effective solution is to transport cargo on scheduled passenger flights. If the size and specifications of the shipment allow, an on-board courier service is offered. The courier packs the shipment in their carry-on luggage and travels with the cargo as a passenger on the plane.
Another solution is using the “next flight out” service within standard air freight. The forwarder searches for an airline with the quickest flight that has available space in the cargo hold and orders priority transport, which usually incurs a higher fee than standard air freight.
Many carriers offer air freight services with varying levels of priority. In standard service, there is no guarantee that space will be available on the next flight. For an appropriately higher fee, the airline guarantees that the cargo will be transported on the first flight with available space. For the highest priority services, only unforeseen circumstances such as bad weather can prevent the shipment from being sent. If an airline receives a priority transport order, it will move lower-freight-rate shipments to the next flight.
Choosing an Airport
When using scheduled flights, cargo is usually sent to large international airports with extensive transcontinental connections. In Poland, this is the Chopin Airport in Warsaw, which has connections to Asian countries and North America. Sometimes, cargo for Polish clients is transported through major airports in neighboring countries such as Frankfurt, Vienna, or Berlin. The choice of air freight route and last-mile delivery options is individually determined for each order. When using charter planes, transshipment can also occur at smaller, local airports close to the client’s location, which is often faster but involves higher costs.
Information is Key to Business
Selecting the appropriate air transport solution, as well as first and last-mile transport forms, requires good communication between logistics company employees, clients, and suppliers of cargo and transport services.
“It is important to thoroughly understand the client’s needs and eliminate any risks that may prevent cargo delivery. This includes customs issues if the goods are imported from outside the EU. In such cases, we need to check for customs restrictions or embargos on the cargo. Our experts are trained in these matters and know how to communicate with clients to obtain all the necessary information for preparing the delivery plan. In these situations, we are always a partner to the client, proposing several time and cost options,” assures a Real Logistics expert.
After receiving several options, the client decides on the optimal solution based on factors such as the value of the cargo, potential downtime costs at the factory, or delays in order fulfillment. In time-critical transport services, monitoring the shipment and informing about unforeseen situations that may cause delays, such as bad weather conditions, is essential.
“Such situations most often occur in Asian countries where typhoons are common. The client must be assured that someone is taking care of the shipment and will immediately inform them in case of unexpected situations. Then, we can develop a contingency plan, and the client has time to prepare for a potential delay. In this business, good communication is fundamental. As a logistics operator, we bear responsibility for delivery execution. Therefore, good communication is crucial not only with the client but also with the manufacturer. It’s important that the client informs their contractor about the delivery,” explains Paweł Markiewicz.
Real Logistics carries out time-critical shipments for clients from Poland and around the world. It offers both air freight organization and first and last-mile deliveries. Urgent orders include importing devices or components, mostly produced in China or other Asian countries, as well as exporting products from factories located in Poland to customers worldwide.
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