Understanding Dispatching Errors And How Truckers Can Avoid Them

An Introduction To Dispatching

The first and most crucial phase in the hauling process is dispatch. The dispatcher must inform the driver of various factors to ensure delivery is completed on time. Errors are unavoidable in dispatching since so many small elements are involved, and it takes great skill to carry out this role effectively. Using a Transport Management System (TMS) for your trucking business can help avoid mistakes and ensure any potential oversight is caught early on. Early detection using a truck dispatch system can eliminate lost time and money.  Let’s start by looking at everything involved with dispatching trucks and see if a transport dispatch system could benefit your business.

What Are The Basic Responsibilities Of A Truck Dispatcher?

Dispatching trucks may require long, intense workdays. While working, dispatchers are in charge of scheduling all driver communications and trips. This communication type may include traffic delays, vehicle breakdowns, load alterations, or delivery problems.

Additionally, truck dispatchers keep track of transportation costs such as distances travelled, fuel consumption, and repairs. They must also retain a thorough record of all shipping and delivery information. 

Dispatchers plan routes and assist in overcoming challenges to transport systems that will ultimately save the drivers time, and the company money.

Finally, depending on the size of the organisation they work with, they might guarantee the correctness of finished timesheets, payroll, and other summaries. To meet the ever-increasing project demands, they may even be in charge of finding new drivers or external trucking businesses.

Qualities Of A Good Dispatcher

A good dispatcher will need the following qualities to succeed in a fast-paced work environment.

• Good Communication Skills

Drivers must give clear and easy-to-understand directions on details like destination times and locations of their cargo.

• Multi-Tasking Ability

Dealing with many different tasks and responsibilities, often simultaneously, is a daily expectation of a dispatcher.

• Focused And Organized

In a fast-paced environment such as this, accurate dispatch schedules must be ready and shared with truck drivers ahead of time.

• Attention To Detail

Information shared with different business areas needs to be correct and up to date to avoid confusion and further complications. 

• Confident

Good dispatchers must be confident in their abilities to oversee this important step in a trucking business. Any delays due to hesitation can be costly.

3 Of The Most Common Dispatching Errors

• Not Pre-Booking

Waiting until your driver has unloaded his delivery before organising the next dispatch is a costly waste of time and money. Dispatching errors like these will have your drivers waiting for further instructions instead of promptly moving on to the next load. 

• Focusing On Quantity Over Quality

The more dispatches you can make, the more financially beneficial your operation is, but adding too many trucks to a dispatcher’s schedule will lead to complications and frustrated customers. Truck drivers talk, and feedback concerning dispatch errors will get back to their managers, potentially harming your business.

• Not Checking Information In Rate Confirmation

When receiving an order, it is vital to double-check all the information provided for potential dispatch errors. An incorrect time, date or address could lead to lost hours for your driver and company. 

Selecting the best TMS for your business will help to prevent dispatch errors like these and keep your operation running smoothly.

Tips To Eliminate Dispatching Errors

Removing the potential for trucking dispatch errors is a valuable strategy for running an efficient business. Of course, unforeseen errors can always occur, but the following are excellent strategies to reduce the chances of that happening.

Build A Strong Relationship With Your Dispatchers

Developing a good, professional relationship with your dispatchers will make them less stressed. Someone is more likely to make better decisions when they are less stressed.

Additionally, it’s simpler for a dispatcher to gauge your capabilities if they are familiar with your operation, allowing for a more achievable schedule with fewer trucking errors.

Effective Communication Between Driver And A Dispatcher

Open and clear communication lines are essential between a driver and the dispatcher. The driver needs clear and concise information to complete his deliveries on time.

Try consolidating the communication streams into a single trustworthy manner rather than sending information over various channels (email, SMS, radio, etc.).

Confirm Load Details

Concluding each workday with 5–10 minutes spent finalising plans for the next day’s workload is a good idea.

Take the weather forecast as an example. Has it altered since you planned your trip? If so, should you change the schedule or anticipated delivery times?

Planning reduces last-minute trucking errors and increases overall efficiency and workflow.

Optimise Dispatching With Digital Solutions

Finding the most cost and time-effective routes is one of the features of a good Transport Management System. When implementing a TMS that eliminates trucking dispatch errors like this, time is freed up for other activities.

A TMS makes drivers more visible, and offers information on driver behaviour, fleet maintenance needs, paperless e-ticketing, customised reports, and more. 

Be Open To Feedback And Collaboration

Encourage drivers to give feedback. A helpful strategy for enhancing business flow and procedures is communication, which also makes everyone engaged, feel heard and valued.

Implementing feedback is the next step after receiving it. If a driver’s input isn’t listened to, what good is it? Take constructive criticism into account and apply it to the appropriate processes to prevent trucking dispatch errors.

Create A Trip Schedule That Works For All Parties

Gathering availability is the first step in developing a safe trip itinerary that is convenient for all drivers and avoids trucking errors. To ensure that all operators may input their availability, request or block time off, add preferences, and make sure to establish a clear route. 

End Dispatching Errors For Good With A Trucking Management System

Not only can you improve customer experience with TMS, but your company will also be running more efficiently without dispatching errors as a result. Your staff will now have more available time, allowing them to focus on other areas that may need attention.

Using a dispatch programme for truckers helps keep everyone connected and informs your drivers precisely where they should be and when. Using a TMS allows you to be better prepared for the following days, weeks and months.

Is it about time your company was reducing costs with TMS and taking the stress out of dispatching?  

Contact MyTrucking now to see how you can make dispatch stress a thing of the past.

External Links

For more information on the topics covered, go to;

• Tips to improve driver-dispatcher relationship