The Value of Simplicity in Logistics Management: “Crayon Logistics”

In today’s world of complex, collaborative supply chains, it’s easy to be captivated by automation, data aggregation, and optimization algorithms. However, the fundamentals—what I call “crayon logistics”—remain essential to effective logistics management.

Recently, I met with a colleague to review our progress two weeks into the transition for a medium-sized furniture importer. This early stage is ideal for identifying issues before processes become entrenched. As a customs broker, our primary responsibility is to clear cargo into U.S. commerce by submitting accurate information to Customs & Border Protection (CBP). This requires collecting commercial and transportation details from various sources, often received piecemeal rather than in a single, consolidated communication.

Our challenge is organizational: tracking which documents we have, which are missing, and what is still needed to make entry as soon as legally possible. The goal is always to clear and release cargo before it arrives at its final destination.

During our discussion, my colleague proposed a high-tech solution: integrating purchase orders directly with our system for complete visibility and expedited processing. While such solutions are often implemented, I believe that simplicity should precede complexity. Complex systems are only effective when the basic processes—“crayon logistics”—are firmly in place.

In this case, the core issue was unclear responsibility for expediting imports. Should the importer or the customs broker manage document flow? While we are happy to provide this service, it is crucial to establish clear roles. If the importer manages documentation, they should send all required documents in a single email. More commonly, documents arrive individually as the importer receives them, requiring us to organize and track each piece.

To address this, I advocate for four simple “Crayon Logistics” rules:

The Four Rules of Crayon Logistics

1. Unique Identifier: Assign a unique identifier to every shipment, referenced in all communications.

2. Consistent Reference: Always use the unique identifier when discussing a shipment to avoid confusion.

3. Separate Communications: Do not co-mingle documents for multiple shipments. Send separate emails for each, always referencing the unique identifier.

4. Enforce the Rules: If any rule is not followed, pause and use the opportunity for training to reinforce these practices.

This week, we will meet with the importer and the steamship line—not to discuss system integration or the latest logistics trends, but to focus on these basic rules. While this may not seem groundbreaking, it will lay the foundation for a predictable, efficient process and strong long-term relationships among all parties.

Only after these basics are mastered should we consider more advanced solutions. In our next meeting, we can revisit potential enhancements, but always with a renewed commitment to the fundamentals of “crayon logistics.”