Ground forwarders are key players in rail freight logistics, yet coordinating with terminals often presents operational difficulties. Issues such as securing time slots, receiving timely train status updates, slow responses to operational disruptions, and inconsistent communication protocols complicate their ability to plan effectively and maintain efficient operations.
Coordination of Time Slots
Forwarders throughout Europe often find it difficult to coordinate convenient time slots with rail operators. This is mainly because terminals prioritize passenger trains which are seen as essential services for commuters and long-distance travelers. Thus, freight trains are frequently scheduled during less optimal times such as late at night or early in the morning.
Communication of Train Status
Terminal operators may not provide timely information on train arrivals, departures, or delays to freight forwarders. The reason for this is the complex process involved in gathering and confirming data. For each train, information needs to be collected from various sources such as onboard sensors and GPS tracking systems as well as data from rail network control centers and dispatch units. Additionally, further information is collected from communication records from train crews, station logs confirming arrivals and departures, and terminal records documenting train movements. As this information must be verified and consolidated which takes time, it may reach forwarders delayed or outdated. This can complicate their ability to schedule timely pick-ups and deliveries effectively within the supply chain.
Slow Response to Operational Disruptions
When unexpected issues arise such as train breakdowns or congestion, terminal operators may not provide forwarders with solutions quickly enough. This is because multiple departments are involved in resolving the issue at hand. For instance, in the case of a breakdown, the maintenance team must review system logs, analyze onboard diagnostic data, and perform a physical inspection to diagnose the issue. Then, the operations department must assess this information to determine whether the train can be repaired quickly or alternative measures such as rescheduling, rerouting, or deploying a substitute train are necessary. Next, the scheduling team steps in to identify available time slots for a replacement service or to reschedule the affected train. Since each step must comply with safety protocols and regulatory guidelines, the process may further delay the implementation of a solution for forwarders.
Lack of Standardized Communication Channels
Inconsistent communication protocols between terminal operators and forwarders often complicate data exchange and coordination. Some terminals, for example, rely on proprietary software systems for internal workflow management which are not configured to provide direct access to external partners. As a result, information must be extracted from these systems and relayed through emails, phone calls, or manual data entry which can cause delays in communication.
Forwarders, meanwhile, often use transport management systems designed primarily for road freight operations, as their core business focuses on coordinating truck deliveries. These systems are built to optimize route planning, fleet tracking, and customer communication but may lack direct integration with rail terminal software. In such cases, forwarders must rely on manual updates from terminal staff which increases the risk of delays and miscommunication.