Why it happens:
Most logistics work is shared between several people and teams. Problems often start when responsibility moves from one person to another, and information does not transfer cleanly.
What it is:
A handoff happens whenever a shipment passes from one role to another, for example, from sales to operations, from documentation to customs, or from port operations to inland delivery. Each handoff creates a point where information can be misunderstood, incomplete, or outdated. Handoffs are normal in logistics, but without clear structure they become a common source of errors.
How it works:
Logistics execution involves many steps that happen in sequence. Each person usually works on their part and assumes earlier steps were handled correctly.
Issues appear when:
- information is shared informally through emails or messages,
- task ownership is unclear,
- updates are made in one place but not reflected elsewhere,
- timelines change but not everyone adjusts their plan.
These gaps often go unnoticed at first. They surface later as missed cut-offs, delayed releases, or last-minute corrections.
Examples:
- A booking is confirmed, but documentation details discussed with the customer are not fully passed to the operations team.
- A vessel's schedule changes, but the inland team continues planning based on the old ETA.
- A port change is made, but cut-off times are not updated for all parties involved.
Facts:
- Many delays are coordination problems rather than transportation failures. In many cases, vessels, trucks, and terminals are operating as planned, but shipments are delayed because information or tasks are not aligned. Examples include documents not being ready when the container arrives, cut-offs not being tracked consistently, or inland transport not being arranged in time. The delay is caused by how work is coordinated, not by the physical movement of cargo.
- Errors often appear late, even though the root cause happened earlier during a handoff. Small gaps introduced when responsibility shifts, such as missing data, unclear ownership, or assumptions about completed tasks, may not cause immediate issues. These gaps usually surface later, when a deadline is missed or a release is blocked. By that point, options are limited, and the problem looks sudden, even though it developed earlier.
- As more people are involved, the risk increases unless responsibilities are clearly defined. Each additional person or team increases the number of handoffs and decision points. Without clear ownership of each step, tasks may be duplicated, delayed, or overlooked. Clear responsibility helps ensure that someone is actively checking progress and addressing issues before they escalate.
Misinterpretations:
- Errors are often attributed to individuals, but in many cases the process does not clearly define steps, ownership, or checkpoints, which makes mistakes more likely.
- Increasing the number of emails or follow-ups does not necessarily reduce errors. When information is spread across messages without a clear structure, it can be difficult to confirm what has been completed and what still requires action.
- Experience reduces risk, but it does not eliminate the need for clear handoffs. Even experienced teams can encounter issues when responsibilities are not clearly assigned or documented.
Who solves it:
Skypace structures execution steps, so each part of a shipment shows what is completed, what is still pending, and who is responsible next. This reduces reliance on informal communication and makes handoffs clearer, especially when shipment volume increases or team members change.
