When Kolby Robinson stepped into the logistics department at AutoSavvy in 2021, he didn’t just inherit a role; he inherited a challenge.
Tasked with restructuring the logistics operations of a fast-growing dealership group, Kolby transformed a fragmented system into a streamlined powerhouse.
His journey from a 3PL logistics background to an award-winning industry leader provides valuable insights into building efficient transport departments, leveraging technology, and driving cost savings. Today, we’ll unpack Kolby’s story, strategies, and lessons learned that contributed to saving over $1 million annually.
Identifying Pain Points and Laying the Groundwork
When Kolby first arrived, the logistics department was riddled with inefficiencies. A team of seven struggled with outdated tools, inconsistent communication, and fragmented processes.
“They didn’t have a proper Transportation Management System, and carrier information was scattered across different computers.”
Recognizing these challenges, Kolby adopted a systematic approach:
Observation and Research: He began by shadowing the team, identifying pain points, and gathering data. Kolby reached out to peers in the industry to understand best practices and learn what tools and processes worked for similar operations.
Focusing on Big Picture Issues: Rather than getting bogged down in minor details, Kolby prioritized high-impact areas like implementing a robust TMS, improving communication, and standardizing processes.
Leveraging Technology: One of Kolby’s key moves was adopting Super Dispatch to centralize carrier data, streamline communication, and improve operational visibility.
The Road to $1 Million in Savings
Kolby’s transformation efforts paid off quickly. By reducing the team from seven to three employees and leveraging technology to automate repetitive tasks, he significantly cut costs. Here are some of the key strategies Kolby employed:
- Streamlining Carrier Relationships
Kolby shifted away from relying on brokerage systems, instead building direct relationships with carriers. This allowed for real-time communication, faster problem resolution, and reduced costs. Negotiating contracts with “legacy carriers,” those who consistently performed well, allowed Kolby to establish a reliable and cost-effective network.
- Tracking and Analyzing Data
Using tools like Power BI, Kolby’s team tracked cycle times, cost per mile, and other KPIs, which enabled proactive decision-making, such as adjusting routes in response to fuel price spikes or carrier shortages.
- Implementing Centralized Systems
Before his arrival, carrier documents like W-9s and insurance forms were stored randomly across multiple systems. Super Dispatch’s centralized platforms eliminated this inefficiency, ensuring all carrier information was readily accessible and up to date.
- Reducing Cycle Times
By optimizing processes and improving carrier communication, Kolby’s team reduced cycle times from vehicle acquisition to delivery. Faster cycle times translated to vehicles being ready for sale sooner, boosting overall revenue.
When to Build In-House vs. Outsource
Kolby’s take? It depends on your organization’s needs, resources, and risk tolerance.
In-House Logistics:
- Best for companies with the resources to invest in technology and dedicated personnel
- Offers more control over processes and relationships
- Requires robust data tracking and tools to ensure efficiency
Outsourcing to Brokers:
- Ideal for companies without the capacity to manage logistics internally
- Reduces stress and liability by transferring responsibility to brokers
- It can lead to higher costs and less direct communication with carriers
For AutoSavvy, Kolby’s data-driven approach proved that in-house logistics were more cost-effective. However, he advises companies to test both methods to determine what works best for their specific situation.
Leadership Lessons and Core Values
Kolby’s success is rooted not just in technical expertise but in his leadership philosophy. He highlights adaptability, communication, and the courage to take calculated risks.
- Adaptability: “Change is inevitable. Being flexible and willing to adapt is crucial to progress.” This mindset allowed him to navigate the steep learning curve of transitioning from freight logistics to auto transport.
- Communication: Effective communication was key to building relationships with carriers and gaining buy-in from his team. Kolby believes in tailoring communication styles to different audiences, whether it’s frontline employees or senior executives.
- Data-Driven Decision-Making: Kolby’s resilience in data to guide decisions has been a cornerstone of his success. “If you’re not looking at your data, then I don’t know what the hell you’re doing.”
For those looking to emulate Kolby’s success, remember the following:
- Start with Research: Take the time to understand your department’s strengths and weaknesses. Don’t hesitate to reach out to industry peers for advice.
- Focus on High-Impact Changes: Address major pain points first, like outdated technology or inefficient processes.
- Leverage Technology: Invest in tools that centralize data and improve efficiency.
- Build Strong Relationships: Whether it’s with carriers or internal stakeholders, trust and collaboration are critical.
- Stay Flexible: Be prepared to pivot strategies as new challenges and opportunities arise.
Kolby believes you’ve got to be willing to take the next step, even if it’s risky. Progress stops when fear takes over. For AutoSavvy, that progress is just getting started.
Kolby’s Background
With a background in logistics from England Logistics, Colby transitioned into the auto transport industry in 2021, where he faced the challenge of building an in-house transport department from the ground up. His expertise lies in streamlining operations, enhancing communication, and leveraging data to improve efficiency and reduce costs. His recent recognition as a “40 Under 40” award winner by Auto Remarketing highlights his impactful contributions to the industry.
Kolby Robinson on LinkedIn
AutoSavvy Website
Listen to this episode of Auto Transport Co-Pilot podcast on:
👉 Apple Podcast: https://bit.ly/4hyREus
👉 Spotify: https://bit.ly/4hwJBhE
