A Day in the Life: 3PL Order Fulfilment Process in Peak Season

The holiday season brings excitement, anticipation, and a surge in product demand. As the countdown to Christmas begins, businesses are under pressure to deliver, quite literally. For third-party logistics (3PL) providers, this time of year transforms their already busy operations into a high-speed balancing act, managing everything from supply chain challenges to last-minute orders.

But what does that actually look like? How do 3PLs handle the deluge of shipments, coordinate with eCommerce brands, and keep customers happy without breaking a sweat—or at least without showing it?

In this piece, we’ll take you behind the scenes of a typical day in the life of a 3PL’s order fulfilment process during the holiday crunch. From juggling delivery schedules to managing client expectations, you’ll see just how much these logistics teams do to keep the season merry and bright—for businesses and their customers alike.

Early Morning: Planning and Coordination

In the quiet hours before the rush begins, 3PL warehouses are anything but calm. These early mornings are key to preparing operations to handle the surge during the holiday season. Every task, from prioritising orders to coordinating shipments, is geared toward ensuring the day flows smoothly, the order fulfilment process is completed, and clients can focus on their core activities.

Order management systems and logistics software are important in these preparations. Teams start by reviewing data on inventory, incoming shipments, and overnight orders. This gives them a clear sense of what needs immediate attention, helping them organise resources effectively. 

For example, a flagged shipment delay might require reassigning unloading teams or adjusting delivery schedules to avoid disruptions later in the day.

Once the data is reviewed, coordination takes centre stage. Staff assignments are finalised, with workers deployed to picking, packing, unloading, or returns management based on demand forecasts. Warehouse equipment—scanners, conveyor belts, and automated sorting systems—is checked to ensure everything is ready to handle peak activity.

Key steps to prepare for the day include:

• Data analysis: Teams assess orders, inventory, and shipping schedules to prioritise tasks.
• Staff allocation: Roles are assigned to cover essential areas of the operation.
• Equipment checks: Devices and systems are tested to ensure seamless operation.
• Staging orders: High-priority items are prepped for faster fulfilment.
• Client communication: Arrival times and updates are shared to align with client needs.

Taking the Pressure Off Clients

For businesses, the morning work done by their 3PL partner means they don’t have to scramble to track orders or coordinate deliveries during the busiest time of the year. Instead, they can focus on serving their customers, knowing the logistics are already handled.

Mid-Morning: Inventory Management and Order Fulfillment

By mid-morning, the warehouse is in full flow. Orders are rolling in, and earlier preparations are paying off. The focus now shifts to managing inventory and keeping the order fulfilment process on track, even as the pace picks up. Teams move purposefully, ensuring each task is completed quickly and accurately.

Warehouse management systems play a central role during this busy period. These systems help staff locate items quickly, track stock levels, and organise everything. High-demand products are stored near packing areas for easy access, while less frequently ordered items are carefully catalogued in other zones. This setup ensures picking and packing can happen without delays.

The morning is packed with activity:

• Order picking: Staff use WMS to locate items efficiently, minimising search times.
• Packing and labelling: Products are securely packed and labelled for shipping, ensuring they’re ready to go.
• Real-time updates: Inventory levels are updated as orders are processed, keeping stock counts accurate.
• Returns management: While the bulk of returns come after the holidays, a steady stream is already arriving. Each return is inspected, logged, restocked, or flagged for further processing.

These tasks are all interconnected, requiring smooth communication between teams. Whether the inventory team is restocking a popular item or packers are dealing with a high-priority shipment, the work is steady but organised. Any unexpected issues, like a delayed shipment or an order change, are dealt with quickly to keep the flow moving.

Giving Businesses Room to Focus 

For businesses, this level of coordination means they don’t have to manage the challenges of high inventory themselves. Storing, organising, and processing large volumes of stock takes space, time, and expertise—not to mention the stress of staying on top of it all. With a 3PL handling these demands, businesses can focus on what they do best, leaving the logistics to experienced teams and advanced technology.

By 2024, over 80% of 3PL providers are expected to adopt systems like WMS. These tools allow businesses like yours to process large volumes of orders quickly and accurately, helping them stay competitive during their busiest seasons.

Afternoon: Quality Control and Client Communication

By the afternoon, attention shifts to ensuring everything is running smoothly and meeting expectations. Quality control is a big part of this. Every order is double-checked—the right items, secure packaging, and nothing missing. 

It’s about getting it right the first time so that orders go out without a hitch, keeping things on track for clients during their busiest time of year.

What’s happening in the afternoon:

• Quality checks: Teams inspect packed orders for accuracy and any signs of damage, ensuring they’re ready to ship.
• Client updates: Real-time order progress is shared so clients know exactly what’s happening.
• Improving Workflows: Teams take a moment to review how things are running and discuss small changes to keep everything efficient.

This stage of the day is also an opportunity to reflect and adjust. Small changes to workflows—whether reassigning team members, reorganising staging areas, or improving the timing of tasks—can make a big difference. These incremental improvements keep the operation running at its best, ensuring the warehouse stays ahead of any issues that might arise later in the day. 

Client Communication: Scaling and Strategic Alignment

Afternoons are also when strategic conversations with clients take place. It’s a chance to focus on the bigger picture, ensuring operations are set up to handle demand while addressing specific needs.

Common topics include:

• Scaling for the holiday season: Planning for increased order volumes, extra shipping capacity, or longer operational hours.
• Platform integration: Linking client sales channels with the 3PL’s systems to ensure smooth, accurate processing.
• Customisation: Reviewing requirements like branded packaging or unique delivery instructions to enhance the client’s customer experience.

This mix of quality control and collaboration keeps operations steady while ensuring clients are prepared for the demands of the holiday period. With everything running smoothly, businesses can trust their 3PL partner to deliver, allowing them to focus on their customers and growth.

Evening: Handling Late-Night Orders and Same-Day Dispatch

As the day winds down, 3PL warehouses remain busy. The evening is essential for managing last-minute orders, coordinating shipments, and setting the stage for the next day. During the holiday season, these final hours ensure operations stay ahead of demand, even as order volumes peak.

Late-night orders and same-day dispatch are key priorities. Delivery partners are coordinated with precision, ensuring shipments meet tight cut-off times. Any delays or changes are swiftly addressed to keep schedules on track. At the same time, fast-moving inventory is replenished, preparing for the next morning’s rush.

What happens in the evening:

• Final dispatches: Orders are handed off to delivery partners, with routes and schedules confirmed for accuracy.
• Inventory restocking: High-demand items are replenished to maintain stock availability.
• System updates: OMS and WMS systems are updated to reflect the day’s activity, ensuring accurate inventory records.
• Quality checks: Remaining orders are inspected to guarantee accuracy and readiness for shipment.

While these operational tasks keep the warehouse humming, data review plays an important role. Using insights from the day’s performance, teams analyse trends such as fast-selling products or bottlenecks in the fulfilment process. Adjustments are made to improve efficiency, whether that’s reorganising inventory placement or reallocating staff.

Evenings also offer time to manage specific client requests. Custom packaging, unique shipping instructions, or other special requirements are addressed. These tailored services ensure businesses can deliver on their promises to customers, even during the busiest season.

By the time the warehouse quiets down, everything is prepared for the next day. Stock levels are replenished, workflows are reviewed, and schedules are confirmed. For clients, this attention to detail means less stress—they can focus on their customers, knowing their logistics are running smoothly.

How a 3PL Can Help Ease Holiday Season Stress

The holiday season is a challenging time for businesses, with rising customer expectations and unpredictable demand. Managing this alone can feel overwhelming. A 3PL steps in to handle the logistical pressure, allowing businesses to focus on their customers and sales.

Ways a 3PL can reduce holiday stress:

• Order fulfilment done right: Picking, packing, and shipping are handled efficiently, ensuring customers get their orders on time.
• Inventory that’s always in check: Warehouse management systems (WMS) keep stock updated and organised, avoiding overselling or missed orders.
• Scaling with ease: Need more staff or extended hours? A 3PL adapts quickly to seasonal peaks without missing a beat.
• Shipping made simple: Coordinating with delivery partners means timely dispatches, with same-day and next-day options to meet customer needs.

This support goes beyond basic logistics. A 3PL can customise packaging, manage platform integrations, and even handle returns—tasks that can easily bog down internal teams during busy periods. By taking on these responsibilities, they free businesses to focus on building relationships with their customers rather than juggling fulfilment.

For businesses that need flexibility and efficiency, a trusted 3PL is an extension of their team. They bring not just systems and technology but also experience in navigating the complexities of the holiday season.

With the right 3PL partner, businesses can stay competitive, meet customer expectations, and scale confidently during the busiest time of the year. Every task they take on lightens the load, helping businesses deliver results without the stress.

Closing Insights: 3PLs and the Order Fulfilment Process

Throughout the day, 3PL teams manage the complexities of the order fulfilment process with precision. From the early morning coordination of resources to late-night shipments and inventory updates, every stage is designed to keep operations running smoothly, even during the holiday rush. Their focus on planning, accuracy, and efficiency helps businesses meet customer expectations while easing the logistical burden.

As the holiday season pushes operations to their limits, the role of a 3PL extends beyond peak periods. Once the holidays are over, their expertise continues to support businesses through post-holiday returns and ongoing fulfilment demands. With systems in place and experienced teams managing every step, businesses can trust their 3PL partner to help them scale and succeed well into the new year.

Have We Convinced You to Partner with a 3PL?

At Core Fulfilment, we understand what it takes for eCommerce businesses to meet customer demand during the busiest seasons. Since 2014, we’ve been dedicated to finding innovative ways to serve our clients—streamlining processes for their benefit and for their customers’ satisfaction.

Our reputation is built on reliability and a commitment to continuously improving our internal systems. It’s how we ensure every order is fulfilled efficiently and every business we partner with gets the support they need.

Ready to take the stress out of logistics? Contact us today to learn how Core Fulfilment can help your business thrive.