The Top 10 Root Causes of Damages and Miss-Picks in Logistics & How to Fix Them

In the logistics industry, precision is the primary metric of success. For warehouses and distribution centers, a single miss-picked item or a damaged pallet is rarely just an isolated incident; it is a symptom of a breakdown in the underlying process. These errors create a ripple effect that results in costly returns, administrative headaches, and a gradual erosion of customer trust.

Reducing these errors requires moving beyond surface-level fixes. To achieve long-term operational excellence, facilities must identify the root causes of friction in the supply chain.

Here are the top 10 causes of damages and miss-picks, along with the structural changes needed to resolve them.

1. Inefficient Warehouse Slotting

When a warehouse is organized haphazardly, pickers are often forced to travel excessive distances or retrieve heavy items from awkward heights. This leads to physical fatigue, which is the leading driver of human error. Furthermore, if high-velocity items are stored in "deep" locations, the constant shuffling of pallets to reach them increases the risk of forklift strikes and punctured packaging.

To fix this, management should implement a strategic slotting playbook based on SKU velocity. By placing the most frequently ordered items at "golden zone" heights (between the shoulder and waist) and near the shipping docks, you reduce both travel time and the physical strain on staff. Regularly auditing and re-slotting based on seasonal demand ensures the warehouse remains intuitive and safe.

2. Reliance on Manual Data Entry

Paper-based picking systems and manual data entry are inherently prone to error. A picker working at high speed can easily transpose numbers, misread a SKU, or overlook a small suffix on a label. Once a manual error is made at the start of the pick process, it typically remains undetected until the product reaches the end consumer.

The solution lies in the transition to barcode scanning and a robust Warehouse Management System (WMS). By requiring a digital "handshake" between the picker’s handheld device and the product’s barcode, the system provides instant feedback. If the wrong item is scanned, the system prevents the worker from moving to the next task, effectively catching errors at the source before they leave the aisle.

3. Subpar Packaging and Palletization

A significant percentage of product damage occurs during transit, but the root cause is often found on the warehouse floor. Using boxes with insufficient "crush test" ratings or failing to use proper dunnage (void fill) allows products to shift inside their packaging. Similarly, pallets that are poorly stacked or "pyramided" lack the structural integrity to withstand the vibrations of a long-haul truck.

Fixing this requires standardizing the palletization process. Warehouse teams should be trained on "interlocking" stacking patterns and the proper use of edge protectors and high-gauge stretch wrap. Establishing clear SOPs for how different types of goods should be secured ensures that every load is "road-ready," regardless of which team member prepared it.

4. Lack of Specialized Handling Equipment

Using a standard forklift for every task is a recipe for damaged goods. For example, using forks to move cylindrical items without a proper attachment can lead to drops, while attempting to move oversized crates in narrow aisles increases the likelihood of rack collisions. When employees don't have the right tools, they are forced to improvise, which almost always compromises safety and accuracy.

The remedy is to invest in a diverse fleet of Material Handling Equipment (MHE). This includes reach trucks for high-density racking, slip-sheet attachments for specialized loads, and order pickers for small-item fulfillment. Matching the equipment to the specific physical characteristics of the inventory significantly reduces the "struggle factor" that leads to accidental damage.

5. Inadequate Training and High Turnover

Logistics facilities often face high seasonal turnover, leading to a "revolving door" of staff who may not fully understand the nuances of the inventory. If training is rushed or limited to "shadowing" an existing employee, vital safety protocols and QC checks are often lost in translation. New hires who feel pressured to meet speed quotas without a foundation in accuracy are the most likely to commit miss-picks.

Organizations must prioritize a formal, multi-day onboarding program that emphasizes quality over speed in the initial weeks. By implementing a "certification" process for different warehouse zones and equipment, management can ensure that only qualified personnel are handling sensitive tasks. Investing in staff retention also pays dividends, as experienced pickers develop the "tribal knowledge" necessary to spot SKU irregularities at a glance.

6. Poor Lighting and Signage

The physical environment of the warehouse plays a massive role in accuracy. Dimly lit aisles make it difficult to distinguish between similar-looking SKUs or to read small-print lot numbers. When a picker is squinting to verify a location or a label, their cognitive load increases, making them more susceptible to grabbing the wrong item nearby.

The fix involves a two-pronged approach: upgrading to high-output LED lighting and improving visual cues. Clearly marked, color-coded bin locations and large-font signage help workers navigate the facility with confidence. Better visibility not only reduces miss-picks but also improves general safety by ensuring that forklift operators can see pedestrians and obstacles more clearly.

7. Bypassing Quality Control Stations

In an effort to maximize throughput, some warehouses treat the pick-and-pack process as a single, uninterrupted flow. Without a dedicated "check-point" between picking and shipping, there is no safety net to catch errors. A miss-pick made in the aisle goes directly into a box, onto a truck, and into the customer's hands.

Establishing a dedicated QC or "packing station" creates a necessary redundancy. At this stage, a second worker (or a specialized scanning system) verifies the contents of the order against the packing slip. This "double-scan" method—scanning once at the shelf and once at the packing desk—is the most effective way to drive miss-picks toward zero.

8. Equipment Maintenance Neglect

Mechanical failure is a frequent but overlooked cause of inventory damage. A forklift with a jerky hydraulic system can cause a load to tilt unexpectedly, while a conveyor belt with a misaligned roller can snag or crush individual packages. When equipment is not running smoothly, the operator has less control over the movement of the goods.

Management should enforce a strict Preventative Maintenance (PM) schedule for all MHE and automated systems. Implementing a "pre-shift inspection" checklist for operators ensures that issues like fluid leaks, worn tires, or frayed cables are identified and fixed before they lead to an accident. Reliable equipment leads to predictable, damage-free handling.

9. Disorganized Reverse Logistics

When returned items are integrated back into the warehouse, they are often the source of future damages and miss-picks. If a returned item is placed back on a "pickable" shelf without a rigorous inspection, the next customer may receive a product that is dented, missing parts, or incorrectly labeled.

To resolve this, warehouses should maintain a physically separate area for reverse logistics. Every returned item must go through a formal "disposition" process—where it is inspected, tested, and potentially repackaged—before being marked as "A-stock" inventory. This prevents damaged goods from contaminating the supply chain and ensures that pickers only handle "like-new" products.

10. Communication Gaps Between Tech Systems

Miss-picks often occur when the Warehouse Management System (WMS) is out of sync with the company’s ERP or the customer’s ordering platform. If a customer changes an order or a SKU is updated, but that information doesn't reach the picker’s handheld device in real-time, the worker will pick based on outdated data.

The solution is to ensure full system integration through EDI (Electronic Data Interchange) or APIs. When data flows seamlessly between the front-end sales team and the back-end warehouse floor, errors caused by manual "re-keying" of orders are eliminated. Real-time inventory visibility ensures that what the customer sees on their screen is exactly what the picker sees on theirs.

Set Yourself Up For Logistics Success

Operational excellence in logistics isn't achieved through a single grand gesture, but through the consistent elimination of small points of friction.

By addressing these ten root causes, companies can transform their warehouse from a cost center prone to errors into a high-performance engine of growth. 

Based in Vancouver, British Columbia, Canada, 18 Wheels relies on experience and integrity to make customers happy and remain on the cutting edge of shipping and logistics management.

If you have any questions about this article or you would like to talk to us about your shipping needs, please call us at (604) 439-8938.