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Adaptation > Operational aspects of the company delivery department ENG > Flashcards

Operational aspects of the company delivery department ENG Flashcards

1
Q

What tasks does Kira handle?

A

Preparing shipments for packaging
Managing shipment batches
Checking packaging
Analyzing shipments and packaging
Analyzing each batch
Marking in CLIENTS that the package is packed
Handling returns

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2
Q

Who is responsible for checking packaging and managing shipment batches?

A

Kira

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3
Q

When does Kira process the “DELIVERY ISSUE NEW” group?

A

10:00-12:00
17:00-19:00

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4
Q

How long does it take Kira to check packaging?

A

Around 3 hours

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5
Q

What tasks does Alisa handle in the shipping department?

A

Managing the shipping team
Checking tracking numbers (TTN)
Handling returns
Tracking shipments and analytics
Resolving issues with TTNs and postal errors
Marking in CLIENTS that the package has been shipped

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6
Q

What shipments does Alisa manage?

A

Turkish, Ukrainian, and Polish shipments

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7
Q

When does Alisa handle Turkish shipments and internal shipping issues?

A

Turkish shipments: 11:10-12:30
Internal shipping issues: 14:35-17:00

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8
Q

How long does it take Alisa to check and resolve TTN issues?

A

3-4 hours

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9
Q

On what days are shipments sent to the post office?

A

Tuesdays and Thursdays

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10
Q

When can changes be made to shipment batches?

A

Monday and Wednesday until 16:00

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11
Q

How many shipment batches are usually in the queue?

A

nt batches are usually in the queue?
Answer:

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12
Q

When are shipment checks conducted?

A

1st round: 10:30-12:00
2nd round: 17:00-19:00

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13
Q

What is sent from Poland?

A

Entire Teslin
Residence card (depending on the situation)
DE driving license (depending on the situation)
Visa sticker (depending on the situation)
Code-95 plastic (depending on the situation)

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14
Q

What is sent from Ukraine?

A

Documents to Turkey (only after receiving the TTN)
Visa stickers (depending on the location)
Work contracts (depending on the location)
Additional papers

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15
Q

What is sent from Turkey?

A

Residence card
ID
Passports
Code-95
DE driving license

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16
Q

How many clients can be included in one shipment to Poland?

A

A maximum of 4 clients

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17
Q

How should client names be correctly filled out for shipment?

A

All names and surnames must be written in capital letters
Example of the correct format:
OLESHKO ANDREY
PRONIN SVYATOSLAV
SAMOILENKO ANTONINA

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18
Q

Which companies can be used for shipping within Poland?

A

GLS, DHL, UPS, FEDEX, InPOST (within Poland), DPD

19
Q

How should the cash on delivery amount be indicated?

A

Example: 9090 zlt (in Polish Zloty only)

20
Q

In what language should the shipping information be written?

A

In English only, without errors

21
Q

What must be included in the shipping information?

A

Recipient’s full name
You cannot include the name of a company/restaurant/store

22
Q

How should the phone number be correctly specified for shipping?

A

There should be only one phone number.
Always include the country code, otherwise, it may cause logistical issues.
The number must be accurate so the recipient can be contacted.

23
Q

Examples of how NOT to specify the phone number.

A

003859242238
611344018

24
Q

Which countries are shipments not possible to?

A

Belarus
Russia
Iran
Iraq
Syria
Somalia
England
Afghanistan
Israel
Tanzania

25
Q

How should the city be specified in the shipment?

A

f it’s a commune or municipality, first specify the commune, then the city, all in one line.

26
Q

How should the address be correctly specified for shipping?

A

Specify the street, house number, apartment, and clearly indicate what each part is.
For hotels/stores: specify the street and number, hotel/store name, and the apartment/store number.

27
Q

What problems arise when shipping to parcel lockers?

A

Parcel lockers increase the risk of returns and issues with delivery.

28
Q

What is the correct postal code format?

A

A postal code is a set of numbers with spaces or hyphens, sometimes with two letters. Example: 21405, 7630-584, 1104 MT, D07A9K4.

29
Q

How to recognize that it is NOT a postal code?

A

If the set of digits contains plus signs or is a geolocation pin. Example: 2Q79+2HC or 37.088344, 15.137338.

30
Q

How to fill out information for shipping documents?

A

List all documents accurately and correctly, following the provided list.
Polish documents: labeled as driving license, registration, medical certificate, exam sheet.
German documents: labeled as driving license-DE, etc.

31
Q

How to attach the folder link for shipping?

A

Insert a link to the team’s shipping folder so that everyone has access. Personal Google Drive links are prohibited.

32
Q

WHAT SHOULD BE IN THE SENDING FOLDER:

A

PHOTO OF DOCUMENTS (residence permit, driver’s license, passport, ID, etc.).
If there’s no photo, a video where the name, surname, dates, and client photo are clearly visible is acceptable.
PDF FILES OF ALL PAPER DOCUMENTS.
They are necessary to assemble your package. If they are not available, the shipment is skipped.
Photos of paper documents.
If you have 2 or more clients, you create separate folders for each, labeling them with the clients’ names.
IMPORTANT:

ONE LINK - MULTIPLE FOLDERS
Do not upload two different links in this window.

33
Q

CASH ON DELIVERY

A

NO REFUNDS FOR CASH ON DELIVERY.
If the recipient does not collect it, re-sending is at your expense.

IF YOU PROVIDED INCORRECT INFORMATION, THE CLIENT WILL NOT RECEIVE THEIR PACKAGE.
Cash on delivery applies only within Poland.

Packages for cash on delivery are sent on Fridays.

It will arrive at the destination 3-5 days after shipment.

The shipping receipt is added to the link.

The address for cash on delivery changes every 2-3 weeks in the header of the Google form for Polish shipments.

It’s better for the client to come for a few days; logistics may have issues.

I am not responsible for cash on delivery shipments; if something happens to it.

The package can stay at the post office for 6-7 days from the arrival at the final destination.

Changes in cash on delivery shipment are communicated in the group “Official Company” and in the header of the Poland shipping form.

34
Q

What are the rules for filling out the Turkey shipping form?

A

No more than 4 documents per shipment.
We do not ship to the following countries: Belarus, Russia, Iran, Iraq, Syria, Somalia, England, Afghanistan, Israel, Germany, Tanzania.
We start with the header, where you can see the current information.
Next, select your name from the list of managers.
Enter the client’s name and surname, whose documents you are sending.
Important: The name and surname must be written in ALL CAPS.

35
Q

How to properly indicate the name and surname of multiple clients?

A

If you have 2-5 clients for shipment, write all names and surnames in the following format:

OLESHKO ANDREY
PRONIN SVYATOSLAV
SAMOYLENKO ANTONINA
Unacceptable formats:

OLESHKO ANDREY/PRONIN SVYATOSLAV/SAMOYLENKO ANTONINA
OLESHKO ANDREY, PRONIN SVYATOSLAV, SAMOYLENKO ANTONINA
Oleshko Andrey, Pronin Svyatoslav, Samoylenko Antonina
OLESHKO ANDREY and PRONIN SVYATOSLAV
OLESHKO ANDREY & PRONIN SVYATOSLAV

36
Q

How will the shipment be sent?

A

We cannot influence which company will send your package.
Sometimes packages are sent by companies not listed in the form.

37
Q

What do you need to know when filling out shipment information?

A

The recipient’s name and surname must be indicated.
The phone number should be only one.
The country code must always be indicated.
Provide an accurate number to ensure contact with the recipient.
Examples of how not to fill it out:

003859242238
611344018

38
Q

How to properly indicate the country and city for shipment?

A

We do not send to the listed countries.
If it’s a commune, first indicate the commune, then the city in one line.

Address:

Provide it in the order: street, house number, apartment.
If it’s a hotel/store, indicate: street and number, hotel/store name, apartment/store number.

39
Q

Shipping Table and How to Navigate by Colors

A

Purple:

There is an additional payment, but it is not available yet. We cannot send the shipment.
White:

Not reviewed yet.
Possible issues:
Additional payment not confirmed in the order table.
Errors in the address or folder.
Further clarification required.
Yellow:

Checked and confirmed for packaging.
Green:

Packed and ready for shipment.
Packed at the post office, waiting for the tracking number (TTN).
Blue:

The tracking number (TTN) is available, sent to the “TTN” group, and added to the link. The shipment is moved to “DONE”.

40
Q

When Can You Change Shipment Information?

A

You can only change information if the shipment is marked white, purple, or yellow.

If the shipment is marked white, write comments or wait for a message in Telegram with clarifications.

41
Q

Delivery Issue New” Group

A

Important for significant shipments and information about cash on delivery (COD).
Messages in the group are processed twice a day:
Morning round: 10:30–12:00.
Evening round: 17:00–19:00.

42
Q

TTN

A

Tracking numbers (TTN) may appear 4-5 days after shipment.
They are immediately sent to the “TTN” group and uploaded to the link. If the TTN is available, the shipment is marked blue.
If the shipment is marked green, the TTN is not available yet.

43
Q

Returns

A

Polish shipments:

70% of returns are received back.
Wait for up to 1 month and 10 days for the return. If not received, we file for re-shipment.
If tracking shows a return, wait for up to 3 weeks. If not received, we file for re-shipment.
Ukrainian and Turkish shipments:

No returns.

44
Q

Frequently Asked Questions

A
  1. Why isn’t my shipment being sent?

There may be unpaid additional fees or address errors. Check the order table for details.
2. What should I do if the tracking shows a return?

Contact Alisa. She will notify you once the return is received.
3. What should I do if the return is received?

Create a new shipment and note “RETURN” in the comments.

Adaptation (24 decks)

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