Cold Chain Procedures and How to Know You Are Right

Why Measure Reefer Operations?

In complex systems, measurement is the basis of all control and development. You can't improve what you can't see, and you can't optimise what you don't understand. Without or with insufficient data-driven insights, companies are vulnerable to inefficiencies, delays, and missed opportunities.

Refrigerated containers transport sensitive, high-value cargo; their growth has been stable at around 5% per year for some time, outpacing overall container growth. (1) Why? Because it's no longer just about bananas, milk and frozen meat.

Freshly cut flowers, vaccines, seafood, premium chocolate and coffee beans, blood plasma and medicines such as insulin, certain cosmetics, chemicals and industrial materials such as adhesives, resins, or polymers, and even electronics, as well as works of art, now rely on temperature-controlled transport.

Improper handling of such cargo can have enormous financial and reputational consequences. Therefore, reliable performance is not only a technical but also a strategic concern. In a competitive port market, terminals that can guarantee better turnaround times, fewer disruptions, and better cargo protection are becoming preferred partners for shipping lines and shippers alike.

But it's not just about differentiating yourself from the competition. Measuring reefer container operations also improves processes within the company: it supports compliance, increases occupational safety, and enables smarter planning regarding energy consumption and sustainability (read more about reefer container temperature monitoring system).

The raw data is almost always already there—whether captured by sensors, scanned by employees, or stored in terminal operating systems. What's often missing is the ability to transform this data into meaningful insights. This is where key performance indicators (KPIs) come into play. When clearly defined, they transform confusing operational data into clear signals. They highlight trends, uncover bottlenecks, reveal blind spots, and point directly to areas where action is needed.

For refrigerated transport to keep pace with demand and ensure the reliability, safety, and quality that cold chain logistics depend on, we must first measure it. Accurately. Repeatedly. And strategically.

The Hidden Complexity of Reefer Operations

At first glance, reefer container operations follow the same rhythm as general container handling—lift, move, stack, repeat. However, behind this lies a web of interdependent processes that make handling reefer containers significantly more complex. The margin for error in cold chain procedures is small, and small inefficiencies can have serious consequences, both financially and in terms of reputational damage.

Reefer containers require continuous monitoring, highly trained personnel, and a constant power supply to maintain precise temperatures. Unlike most dry containers, they are time- and load-sensitive. Temperature deviations of even a few degrees, even for a short period, can render entire shipments unusable or unsafe.

If reefers are not constantly monitored in real time (reefer monitoring), threshold violations and locally displayed alarms can be overlooked. Even perceived alarms can sometimes be acknowledged but not resolved in a timely manner—especially during peak periods or when staff are understaffed.

This very bottleneck, the lack of availability of skilled workers, is devastating even during normal operations, as delays can have cascading effects. If experienced employees are overloaded or unavailable, the risk of errors or slower response times increases.

Energy management also adds further complexity: reefer containers require an uninterrupted power supply, and poor load planning can lead to unnecessary energy peaks.

What makes many of these problems particularly difficult is their invisibility to the naked eye: Energy waste is often invisible in the terminal. A delayed response to a minor temperature deviation may not cause a visible problem until the cargo reaches its destination and is rejected. Only with appropriate KPIs can the extent of the problems be measured.

These precisely targeted indicators reveal what standard productivity metrics often fail to show: inefficiencies that accumulate over time and undermine performance and trust. Whether it's using reefer port connections, technician availability, alarm response times, or the value of at-risk cargo, carefully selected KPIs provide early warnings, uncover systemic issues, and enable informed decision-making. They uncover vulnerabilities and enable terminals to proactively mitigate risks before inefficiencies become emergencies.

In short, reefer operations are complex because they operate under time, temperature, and trust constraints. And this complexity isn't intuitive to manage. It must be measured, tracked, and optimised.

From Gut Feeling to Precision in Cold Chain Procedures: The Rise of KPI-Driven Decision-Making

In the days of manual processes, operations had to rely heavily on experience, intuition, and informal knowledge to make decisions. Shift supervisors knew when something felt "off." Experienced operators could recognise patterns simply by walking the premises. While this gut feeling is still valuable, the complexity and scale of today's operations have outgrown it.

Global trade, in particular, no longer leaves room for educated guesswork. The sheer volume of refrigerated containers, rising expectations for freight quality, and stricter requirements for compliance, sustainability, and energy consumption require more than just instinct. All of these demands require data—structured, meaningful, and timely. This is precisely what today's systems deliver, combined with carefully selected key indicators.

Modern cold chain procedures require a shift from reactive problem-solving to proactive optimisation. Whether it's reducing connection delays, improving technician response times, or minimising energy waste, KPIs help identify not only what's happening but also why. They establish cross-departmental connections, enable more effective collaboration and more aligned goal setting.

Operational Impact

For operations teams, KPIs clarify key issues such as reefer turnaround time, connector utilisation, and handling accuracy. Instead of relying on anecdotal reports or weekly summaries, planners can see trends in real time and take action before issues escalate.

Safety and Compliance

Recording incidents, near misses, and temperature deviations not only comply with legal requirements but also fosters a culture of accountability. Complete records enable pattern recognition—an insight that can't necessarily be gained through gut feeling alone.

Energy and Sustainability

Energy metrics—such as peak load management or energy optimisation rates—are becoming increasingly important in light of stricter CO2 targets for ports. Understanding when and where energy is wasted enables smarter scheduling and long-term infrastructure planning.

Equipment and Maintenance

How well proactive measures such as pre-operational safety checks (POSC) or the identification of error trends are implemented can be clearly seen using performance indicators.

Workforce and HR

HR and personnel management also benefit from KPI tracking: Key figures such as certification rates, overtime and staff deployment show where training is needed or where staff are overworked.

Stakeholder Trust and Transparency

One benefit that should not be underestimated is the trust that KPIs can create among various external stakeholders. Shipping companies, cargo owners, customers, and regulators gain confidence in a terminal's performance when they see structured, meaningful data.

The transition from gut feeling to precision doesn't eliminate the human factor—it strengthens it. With the right KPIs, decisions become smarter, faster, and better aligned with a long-term strategy.

The KPI Map: 9 Areas That Matter

To optimise reefer container operations, performance must be measured across a network of interconnected areas—each with its own challenges, dependencies, and opportunities. Our framework divides performance into nine strategic categories. Together, they provide a comprehensive overview of efficiency, safety, resilience, and value creation.

[Illustration: Cold_Chain_Procedures_2.png]

1. Operational Efficiency

This category tracks the flow and handling of reefer containers. From reefer throughput to turnaround times, these KPIs monitor whether container handling keeps pace with demand—without bottlenecks or idle time.

2. Workforce Efficiency and Management

People remain indispensable in refrigerated transport operations. This area measures employee availability, productivity, training, and well-being, ensuring that human performance meets operational requirements while maintaining safety and employee retention.

3. Equipment Performance and Maintenance

Refrigerated containers rely on critical infrastructure, from plugs to power sources. These KPIs show how well equipment is maintained and how often it fails—minimising disruptions and extending the lifespan of the equipment.

4. Monitoring

Automated monitoring acts as the nervous system of cold chain logistics. It tracks how alarms are triggered, acknowledged, escalated, and resolved—ensuring transparency and responsiveness when time and temperature are critical.

5. Manual Monitoring

Where automation hasn't yet been implemented, manual controls remain essential. Appropriate KPIs allow you to determine whether frequency, accuracy, and effort are sufficient—while also identifying when manual monitoring becomes a limiting factor.

6. Compliance, Safety & Security

This category encompasses everything from cargo damage and accident rates to theft. It's not just about compliance—it's also about protecting employees, the environment, and reputation.

7. Sustainability

Sustainability KPIs link reefer operations to ports' overall decarbonisation goals. They measure energy sources, peak load reduction, and waste generation and translate environmental impact into actionable operational insights.

8. Cargo Quality

Temperature integrity and inspection performance determine whether goods arrive as intended. These KPIs support the protection of perishable cargo, reduce claims, and increase the value of a terminal.

9. Customer

This set of indicators ultimately assesses how well the reefer container operation serves the end customer. Whether satisfaction ratings, service utilisation, or flexibility metrics – these KPIs help terminals align operational excellence with commercial success.

What a Good KPI Looks Like (And What to Avoid)

Not all metrics are created equal. While many data points may seem useful at first glance, only a clearly defined, actionable KPI can lead to meaningful decisions.

So, what constitutes a "good" KPI? Most operations experts are familiar with the SMART acronym – Specific, Measurable, Achievable, Relevant, and Timely – and we've adapted these principles slightly for terminal logistics:

Strategic – A good KPI is aligned with a clear operational or business objective, such as increasing energy efficiency or reducing cargo risk. It should answer the question: "What do we want to improve – and why is it important?"

Monitorable – Data must be accessible, verifiable, and collected frequently enough to identify patterns or deviations. If it can't be reliably tracked, it can't be trusted.

Action-oriented – A useful KPI suggests a response. If performance deteriorates, the team should know what actions to take and who is responsible for them.

Role-relevant – A terminal planner needs KPIs that are different from those of a maintenance technician. Good KPIs are context-sensitive – they are not just used for analysing dashboards but for decision-making at all levels.

Time-critical – Whether hourly, daily, or monthly, a KPI requires a defined timeframe so that changes can be evaluated and trends identified.

Beware the Vanity Metrics

One of the most common pitfalls is overreliance on vanity metrics—numbers that seem impressive but don't provide real operational insights. Often, volume is confused with value.

In our case, for example, this would be a metric like "number of reefer containers on site." While this number alone may provide a sense of terminal activity, it is far from a performance indicator. It doesn't provide any information about whether reefer containers are being connected efficiently, dispatched on time, or monitored correctly. Worse still, a rising number can sometimes indicate congestion rather than growth.

This is now compared with the "Refrigerator Port Utilisation" KPI. This measures the efficiency of the port infrastructure and provides insights into capacity planning, investment needs, and network utilisation. High usage may indicate the need for additional ports or better planning, while low usage may indicate underutilisation or the opportunity to optimise port utilisation.

In short, a good KPI focuses less on how much is done and more on how well it is done.

The KPI Filter: Ask Before You Track

When evaluating whether to adopt a KPI, ask:

• Does this reflect a core operational goal?
• Can I monitor it reliably and frequently?
• Will it inform action or guide improvement?
• Who is accountable for this metric?

If the answer to any of these is no, reconsider. Good KPIs are not just numbers—they're levers of control, signals of risk, and compasses for progress.

How to Use the KPI List

A KPI is only valuable if it is used – if it stimulates discussion, uncovers weaknesses, and inspires action. That's precisely the purpose of our KPI list for reefer operations: to provide every container terminal with a practical tool for improvement.

The document is designed to help you explore the indicators that are important to you – now as well as in the future, when different aspects of operations may require more attention. Each KPI is broken down with clear descriptions, formulas, influencing factors, and scenarios. But that's just the basics. The real benefit lies in adapting the list to the context of your terminal.

Start with the High-Interest Filter

We recommend that you first review the list with your teams and highlight the most important or urgent metrics. These may be based on current challenges—such as energy consumption peaks, staffing shortages, or delayed alarm responses—or on strategic goals, such as increasing throughput or reducing cargo damage. Most terminals already track some of these metrics. However, others may be entirely new, opening up previously hidden perspectives.

Benchmark and Track Progress Over Time

Each indicator also includes fields for entering current values ​​and benchmarks. You can use them to:

• Compare performance with previous months or years
• Set internal goals for each department
• Coordinate key performance indicators with external partners or port authorities

Even simple KPI tracking can reveal important trends – where improvements are occurring, where risks are increasing, and where small interventions can have a big impact.

Different Teams, Different KPIs

The cold chain procedures of reefer container operations touch almost every area of ​​the terminal. Therefore, the list is structured by functional areas and highlights their relevance for the individual stakeholders at the port.

• Operations and planning teams might focus on lead times, turnaround rates, and plug efficiency.
• Technicians and maintenance teams benefit from availability, plug utilisation, and compliance with repair regulations.
• Customer service and sales teams can focus on freight quality, complaint rates, and service utilisation.
• Human resources and workforce managers can use labour metrics to address staffing shortages or training needs.
• Sustainability officers can establish direct links between operational behaviour and energy/emissions targets.

This is not a one-size-fits-all document—it is a common foundation from which departments can create targeted KPI sets that reflect their daily realities and individual responsibilities.

Printable, Discussion-Ready, and Made for Action

Whether you're using the KPIs at your desk or reviewing them in a workshop, the KPI document is available both digitally and on paper. The individual indicators are presented in a way that encourages meaningful discussion: What does this KPI tell us? Are we already measuring it? Should we be measuring it?

You can highlight, add annotations, and set goals directly in the document—making it a living tool rather than a static PDF file.

KPIs shouldn't just report—they should drive change, ensure alignment, and challenge assumptions. This list provides a concrete starting point for doing so.

What Are the Payoffs of KPI-Driven Reefer Management?

Every company talks about performance – but it has to be backed up with numbers. When implemented correctly, KPI-driven reefer container management doesn't just result in additional reports at the weekly meeting. It transforms how the terminal operates, reacts, and improves. Let's explore what's possible when performance indicators no longer exist in isolation but guide action.

More Uptime, Less Cargo Spoilage

A well-monitored refrigerated container is a safe refrigerated container. Key performance indicators for monitoring system performance, temperature deviation alerts, and problem resolution success rates indicate whether every connected device is monitored and whether deviations are quickly identified and resolved. When these KPIs are actively used, temperature deviations become less frequent – ​​and incidents that previously risked thousands of euros in spoilage are detected before they escalate. Whether it's seafood from Chile, vaccines bound for West Africa, or fresh berries from Morocco, the result is the same: less loss, fewer claims, and happier customers.

Better Resource Use, Reduced Energy Waste

Energy is a huge cost driver in cold chain processes. Key performance indicators such as the optimisation rate of cooling capacity, energy consumption per refrigerated container, or the efficiency of peak load management show not only how much electricity is consumed but also when, why, and whether this consumption is efficient.

Terminals that track these indicators often achieve significant savings. For example, shifting loading times or redistributing loads to avoid simultaneous peak loads can reduce energy costs without compromising service levels. Likewise, measuring waste generation or CO2 emissions per reefer TEU helps link operations to broader sustainability goals—an aspect that is becoming increasingly important in public procurement and investor reporting.

Sharper Decision-Making, Especially Under Pressure

Crises don't knock. They simply kick in the door. If the indicators for efficient and effective proactive action point in the right direction, and if patterns and trends are correctly identified and addressed, it indicates a terminal's healthy resilience.

Stronger Trust—Externally and Internally

Time and effort invested in selecting and tracking KPIs signal that performance and accountability are taken seriously. When a terminal can demonstrate concrete metrics on complaints about cargo quality, customer satisfaction, or security incidents, it doesn't just answer questions. It builds trust.

For the entire team, from the container handling equipment (CHE) operator to the management level, knowing what matters and how it's measured creates alignment and purpose. Teams are more engaged when they see progress – and more motivated when they know their work is part of a measurable process.

The benefits of KPI-driven reefer container management lie not in one thing but in everything: stability, savings, service, and credibility. And those who measure well lead best.

Looking Ahead: The Role of Automation and AI in Reefer KPI Tracking

The world of reefer container operations is already changing – rapidly and irreversibly. What once relied on clipboards and human walkthroughs is now increasingly being taken over by sensor networks, digital platforms, and integrated dashboards. KPI tracking is becoming a core function of intelligent reefer container management. At the heart of this transformation is automation – and soon, AI.

From Manual Checks to Real-Time Insights

While manual monitoring of reefer containers is still common practice in some ports, its significant limitations can no longer be ignored. It is time-consuming, error-prone, and highly dependent on staff availability. Even when well implemented, it rarely provides more than a snapshot of current conditions.

Modern systems have changed the game. By enabling terminals to track temperature, plug status, and alarm conditions in real-time—without manual intervention—these solutions generate not only data, but also continuous, accurate, and analysis-ready data. This transformation eliminates blind spots and reduces human error. More importantly, it lays the foundation for a truly data-driven strategy—where every container can be individually monitored, every alarm tracked, and every process optimised.

The Shift to Predictive Monitoring

The future of cold chain procedures lies not only in automation but also in prediction. The evolution continues, from measuring what has happened to predicting what is likely to happen next.

AI can analyse historical performance data to identify equipment failures, employee availability, or energy consumption patterns. The latter, for example, can be successfully influenced through peak load balancing and maintenance cycles. Intelligent systems could recommend early plug-ins during periods of low utilisation or flag refrigerated containers as likely to require repair based on performance trends. The result: less downtime, lower costs, and more stable operations.

The Evolution of KPIs

Instead of static reports, dashboards show contextual relationships between shipping schedules, weather conditions, and cargo profiles. Key performance indicators are becoming increasingly interconnected: Energy KPIs influence cost KPIs, which in turn feed into sustainability reports. Employee sentiment data could be combined with operational performance to better understand productivity.

AI can also help generate new KPIs, identifying useful indicators that humans might not have defined but that strongly correlate with success or failure.

The path is clear: from spreadsheets to intelligent systems, from retrospective to predictive, and from reactive management to proactive excellence. Terminals that invest early in automation and data intelligence will not only master refrigerated transport—they will lead the industry into a new chapter.

FAQ

What Types of Temperature Sensors are Used in Reefers and Why?

Reefer containers typically use three main types of temperature sensors: resistance temperature detectors (RTDs), thermocouples, and thermistors. Each offers distinct advantages suited to the demanding conditions of refrigerated transport.

RTDs (Resistance Temperature Detectors), for instance, platinum-based types, are widely used in reefers due to their high accuracy, stability, and linear response over a broad temperature range (typically -200°C to +600°C). Their resistance changes reliably with temperature, providing consistent readings over time.

Thermistors are also widely used, especially negative temperature coefficient (NTC) thermistors. They are valued for their high sensitivity to small temperature changes and relatively fast response times, making them effective for monitoring rapid temperature fluctuations within the limited range of most refrigeration applications. However, they have a narrower measuring range than RTDs (typically -50°C to +150°C), which does not cover all applications.

Thermocouples are less commonly used in refrigerated containers due to their lower accuracy. Their strengths lie in their robustness, low cost, and extremely wide temperature range (from below -200°C to over 1700°C, depending on the type).

In summary, RTDs are preferred in refrigerated containers due to their accuracy and stability, thermistors due to their sensitivity and speed within a limited range, and thermocouples due to their durability and wide temperature coverage when absolute precision is less critical.

Takeaway

Without reliable data and clear metrics, even the most modern infrastructure or the most experienced team can fail. With a structured, KPI-driven approach, terminals can proactively manage complexity, minimise risk, and strengthen their long-term competitiveness.

KPIs aren't just a collection of numbers—they're a benchmarking tool and a roadmap for continuous improvement. Designed across departments, they highlight strengths and weaknesses and grow with your terminal's evolving capabilities.

Whether you're just starting to formalise your reefer metrics or refining an existing strategy, our list is always at your fingertips. And the stakes are high. It's time to measure what matters and shape the future of reefer management based on performance data.

Delve deeper into one of our core topics: Reefer Monitoring

Glossary

Lagging indicators, on the other hand, measure the outcomes of past actions. Common examples include revenue, profit, or customer satisfaction scores. These indicators confirm whether goals have been achieved, but they don't offer early warnings or opportunities for course correction. (2)

Leading indicators are predictive- they signal future outcomes and trends. For example, the number of sales calls made or website visits is a leading indicator because it can forecast future sales or customer engagement. By monitoring these, businesses can take proactive steps to influence results before they happen.

References:

(1) https://www.proficientmarketinsights.com/market-reports/refrigerated-containers-market-1827

(2) Kaplan, R.S., & Norton, D.P. (1996): The Balanced Scorecard: Translating Strategy into Action. Harvard Business School Press.

(3) Karabell, Z. (2014): The Leading Indicators: A Short History of the Numbers That Rule Our World. Simon & Schuster

Author

Conny Stickler, Marketing Manager Logistics

Constance Stickler holds a master's degree in political science, German language and history. She spent most of her professional career as a project and marketing manager in different industries. Her passion is usability, and she's captivated by the potential of today's digital tools. They seem to unlock endless possibilities, each one more intriguing than the last. Constance writes about automation, sustainability and safety in maritime logistics.

Find here a selection of her articles