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Pilot project for collection batching: checklist and KPIs
Actionable pilot plan for collection batching: start checklist, measurable KPIs, 4–8 week timeline and risk controls tailored to Swiss regions.
Quick answer
In short: A 4–8 week pilot for collection batching verifies processes, volumes and customer experience. Start with clear KPIs (pickup rate, vehicle utilisation, on-time), a weekly timeline, a defined test group and basic risk controls. Measure daily, adjust after two weeks and decide at the end using agreed success criteria.
Pilot objective and scope
Clarify what the pilot will test: consolidation of pickups in a Swiss region (e.g. Zurich, Basel or Bern), shipment sizes suitable for passenger cars, service windows and handover times. Define the test audience: 10–25 business customers or 100–400 shipments over 4–8 weeks.
Pre-start checklist
1) Align participation rules and packing standards with customers. 2) Document pickup windows, meeting points and contacts. 3) Run vehicle and driver briefing (load, securing). 4) Test IT connection or simple Excel/CSV imports. 5) Review internal liability and insurance basics. 6) Prepare customer communications (status updates, escalation contacts).
Key KPIs to track
Track daily and weekly: pickup rate (planned vs executed), utilisation per trip (volume/number of shipments), lead time pickup→handover, on-time pickup rate, customer satisfaction (short survey) and claim rate. Add cost KPIs: cost per pickup and cost per consolidated shipment.
4–8 week timeline (practical plan)
Week 0 (prepare): recruit customers, set up IT, train staff. Weeks 1–2 (launch): start at 30–50% target volume, run daily reports and early tweaks. Weeks 3–4 (scale): increase to 70–100% target, stabilise routes. Weeks 5–8 (validate): consolidate volumes, run cost analysis and collect final feedback for the go/no‑go decision. Hold short review meetings every 3 days in the first two weeks, then weekly.
Risk management and mitigations
Main risks: last-minute no-shows, over/under utilisation, incorrectly packed items, IT downtime. Mitigations: keep a reserve list for replacement pickups, build route buffers, use a clear packing checklist, keep a manual pickup receipt as backup. Assign escalation levels and responsible persons for quick fixes.
Reporting, decision rules and next steps
Create a weekly dashboard with the KPIs. Define clear success thresholds (e.g. pickup rate ≥ 92%, cost per shipment ≤ target, satisfaction ≥ 4/5). If thresholds are missed run root-cause analysis and a two-week remediation. Decisions: stop, adapt and extend, or scale the service.
Frequently asked questions
How many customers and shipments should we start with?
Begin with 10–25 business customers or 100–400 shipments depending on the region. This size reveals route effects without large exposure.
Which IT tools are necessary?
A pilot can work with Excel/CSV imports and a simple status tracker. If you plan to scale, consider TMS integration or API connectivity.
How to measure customer satisfaction quickly?
Send a 1–3 question survey after each pickup via SMS or email (e.g. 1–5 stars and an optional comment).
When should we decide to scale the pilot?
Use the agreed KPI thresholds at the end of the planned run. If targets are met consistently over two weeks, scaling is reasonable.