In operations management, attention to detail is crucial. When managing a warehouse or distribution centre, the complexity of numerous small movements and transactions means that even the tiniest mistake can result in items being misplaced, incorrectly stored, or damaged. Over time, these errors can lead to significant financial and reputational consequences for your operations.
One often-overlooked aspect of warehouse management is improper and inefficient labelling. Many people tend to underestimate the importance of labelling, thinking it’s a simple task. However, at GSM Barcoding, we’ve found that investing time in getting labelling right can lead to substantial savings in both time and money for operations managers.
To help you improve your warehouse labelling, we have created this blog, which provides a basic overview of efficient labelling practices. If you have any questions about warehouse labels or need assistance, please don’t hesitate to reach out to our dedicated labelling team at GSM Barcoding. We’re here to help!
What Can You Achieve with Efficient Labelling
Label efficiency is about ensuring you have the right labelling solution to effectively communicate the data encoded on the label for accurate and fast processing of items and assets within your operations workflow and throughout your supply chain. We try to achieve this, though:
- Understanding the workflow processes.
- Specifying the right label media.
- Designing the label correctly.
- Encoding the correct data.
- Ensuring system compatibility.
Let’s look more deeply at each in turn and see how we can improve our labelling efficiency.
Understanding the Workflow Processes
Taking some time to reflect on your current labelling processes can help you identify ways to improve efficiency. A good starting point is to walk through the item journey, which includes receiving, put-away, picking, and dispatch. At each stage, take note of the labels you use, the information they require, and be particularly aware of any repetitions or unnecessary duplication in the labelling process.
Understanding the label printing process is essential not only for tracking the number of labels used but also for assessing the distance that operatives must walk to print them. In large warehouses, the distance to the printer can hinder efficiency and waste valuable time. Therefore, it’s important to explore options such as adding more printers or even considering mobile printers to speed up the process.
Choosing the Right Label Media
Investigating the labelling process can provide valuable insights into the environments that labels will encounter. For instance, labels intended for cold storage and distribution require specific adhesives to ensure they remain securely attached to products in low-temperature conditions. Additionally, factors such as high heat, humidity, and UV exposure must also be taken into consideration.
It is advisable to seek expert guidance when selecting labels, as there is a wide variety of label materials, adhesives, and coatings available. These choices must align with your printer, ribbon – if printing in-house, and specific usage requirements and environments. Getting the label right is essential, if a label fails to adhere properly or cannot be scanned, it can result in frequent label replacements, lost items, and wasted time in the warehouse.
Designing the Label Correctly
Designing labels for warehouses requires an understanding of supply chain compliance requirements. For example, Rolls-Royce Sabre labels have specific design and data criteria that must be followed. Once the compliance requirements and barcode symbology are determined, it’s important to choose the right options based on logistics, internal stock control, and supply chain guidelines, such as those outlined by GS1.
There are various tools and software available to assist with the design, management, and printing of labels, with Bartender software being a market leader in this area. After these steps are completed, the actual label can be specified and designed. Barcodes should be sized correctly and printed at high resolution to ensure scanning from the required distance and angle, i.e., from forklift or racked items.
Encoding the Correct Data
Encoding the correct data on warehouse labels is essential for ensuring speed, accuracy, and traceability throughout the entire supply chain. Using standards such as GS1 guarantees that key identifiers—like Global Trade Item Numbers (GTIN), Serial Shipping Container Codes (SSCC), and batch and lot numbers—are formatted in a consistent and machine-readable way. This practice reduces scanning errors, improves interoperability among partners, and facilitates automation.
Important fields include product ID, quantity, location, expiration dates, and serial numbers, which together enable real-time visibility. Poorly encoded or incomplete data can lead to picking errors, delays, and costly disruptions. In contrast, well-structured and comprehensive labels support compliance, effective recall management, data analytics, and ultimately enhance customer satisfaction.
Ensuring System Compatibility
Ensure your warehouse labels are compatible with your systems by aligning data structure, barcode standards and systems set-up across the warehouse management system (WMS), ERP, scanners and printers.
- Match the label data to the WMS/ERP system data requirements.
- Use standard barcode formats – code 128 – for general warehouse, GS1-128 ideal for fields like batch and expiry, QR codes for small sizes with high data encoding.
- Align scanner configuration – make sure the scanner is enabled for the right symbology’s, configure the action prefixes for scanning.
- Validate print quality & size – correct DPI, proper barcode size and good contrast- particularly important for shelving labels.
Compatibility is about the entire data chain system from label to scanner, ensuring to test end-to-end critical steps in the workflow to ensure systems quality and reliability.
Conclusion – Take labelling further
Efficient warehouse labelling is far more than a routine administrative task—it’s a foundation for operational accuracy, speed, and long‑term reliability. By taking the time to understand your workflow, selecting the right label materials, designing labels with compliance and usability in mind, encoding accurate and standards‑aligned data, and ensuring full system compatibility, you create a labelling environment that actively supports productivity rather than hindering it.
Small improvements in labelling can remove unnecessary manual effort, reduce scanning errors, prevent misplacements, and streamline your entire supply chain. As technology and customer expectations continue to evolve, investing in robust labelling processes today will help safeguard efficiency, reduce costs, and improve traceability for years to come.
If you’re unsure where to start or want expert support in reviewing or upgrading your current labelling system, our team at GSM Barcoding is here to help. Whether you need advice on label media, design, printing systems, or compliance, we’re committed to helping you achieve a smoother, more efficient warehouse operation.
