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Fleet Management

Insights from the Field: Navigating Fleet Dispatch Effectively

Master fleet dispatching with real-world insights, essential tips, and the efficiency of eLogii. Elevate your operations for seamless success.

If you have drivers or technicians working in the field, you are engaged in fleet dispatching. Like an orchestra follows a conductor, your drivers follow the guidance given by a dispatcher. When executed effectively, fleet dispatching has the potential to boost your revenue. It can also help with the seamless expansion of your operations. Yet, as the number of vehicles and drivers increases, keeping up with timely deliveries becomes more complex. Managing a growing fleet poses an increasing challenge to maintaining punctuality.

Make sure your fleet dispatcher or manager is ready and well-prepared. Whether you're a small business owner handling fleet dispatching on your own, there are effective strategies. If you're hiring someone for the job, these strategies can also ensure smooth operations.

Now, let's explore the fundamental principles of fleet management. We'll draw insights from real drivers and dispatchers with firsthand experience. Furthermore, we'll showcase why eLogii is the go-to solution for every fleet dispatcher. Let's get started.

To find the section that captures your interest, click below:

Fleet Dispatch Explained: The Role of a Dispatcher

Fleet dispatching involves arranging and guiding drivers and vehicles to complete tasks. These tasks could be deliveries, pickups, and field services. Dispatching is crucial for businesses of any size.

Dispatchers are the go-to people for all your field drivers or technicians. They handle operations, ensure timely tasks, and actively address issues. You can group their duties into two main areas: handling logistics and managing people.

Managing Logistics

Logistics management means overseeing supply chains, workflows, and the progress of tasks to reach a goal. Dispatchers coordinate the movement of vehicles, equipment, people, and other assets. They do this to fulfill orders or service requests through different workflows. Depending on the fleet they handle, dispatchers may need to:

  • Plan delivery, pickup, or service schedules.
  • Map out driving routes for drivers.
  • Ensure drivers follow state and federal driving guidelines, including hours and breaks.
  • Handle and approve specific expenses.
  • Change work orders as needed.
  • Supervise fuel management and fleet maintenance.

Every fleet dispatcher's tasks depend on their industry. Public transit dispatchers usually don't approve driver expenses or adjust work orders. However, they must pay attention to traffic patterns. In contrast, HVAC dispatchers often need to change work orders and help schedule vehicle maintenance.

People Management

People management involves supervising employees to ensure they perform their duties efficiently. In the context of transportation dispatchers overseeing a team of drivers or technicians in the field, the following tasks may be necessary. These tasks aim to support the success of these field workers:

  • Ease the onboarding process for new drivers or technicians.
  • Aid field workers in troubleshooting challenges that may arise during their tasks.
  • Leadership reports when drivers or technicians encounter persistent difficulties or deviate from established guidelines.
  • Inform clients promptly if a driver is running behind schedule and provide help with customer support as needed.

Dispatchers must establish trust with their team and, often, with customers as well. The extent of people management responsibilities for dispatchers can vary based on the company's size. In larger organizations, there may be many fleet dispatchers forming a part of extensive operations teams. They would be collaborating with driver or technician managers in overseeing responsibilities. Conversely, small-business owners may find themselves handling all aspects of fleet dispatching, management, and various directorial tasks independently.

5 Tips for Successful Fleet Dispatching

Understanding the crucial role of a skilled dispatcher, we sought advice from experienced professionals in various industries. Here are key tips that can contribute to effective fleet dispatching, as shared by veteran dispatchers.

1. Show Empathy and Understanding

Fleet dispatchers serve as the primary contact for drivers and technicians. They often navigate extended periods alone in the field. It's crucial to step into the shoes of your drivers and technicians. This is especially true when assisting them in resolving challenging situations. Maintaining empathy and understanding in every interaction is key.

A driver could report a delay due to a flat tire, or a technician could encounter an unexpected issue. Your ability to help them stay composed is vital. Dispatchers in long-haul trucking should take into account the fundamental requirements of drivers when accepting and assigning loads. A proficient dispatcher ensures drivers have ample time for necessary breaks. This could include stopping to use the bathroom, without compromising delivery schedules.

Cindy Anderson, a paratransit dispatcher in Pennsylvania, emphasized the importance of dispatchers being fair. According to her, strong people management skills are a crucial aspect of the job. These ensure that drivers feel supported and have confidence in their dispatcher's backing.

2. Focus on Clear Communication and Regular Follow-ups

Choosing to overcommunicate is preferable to missing updates. Technicians may overlook notifying you when they complete a job. This is particularly true towards the end of a lengthy day. As a dispatcher, it is essential to take a proactive approach to regularly checking in with your team and obtaining status updates.

Effective communication is paramount for dispatchers to avoid missing crucial updates. Technicians may overlook reporting job completions, especially after long days. As a dispatcher, it's essential to be proactive in checking on the team and obtaining regular status updates.

Dave Femmer, the CEO of Affordable Comfort, manages service and installation specialists for energy-conservation projects. He emphasizes that even a slight delay in communication can have adverse effects on customers and overall operations. Femmer illustrates the repercussions of inadequate communication with an example. Namely, if a technician, like Oscar, finishes a job on Tuesday but needs an extra day, it can impact the subsequent job's scheduling and inconvenience the customer.

A dispatcher is often considered the conductor of operations. His responsibility lies in ensuring the most up-to-date information. This proactive approach maintains smooth operations. It also enhances customer satisfaction and contributes to increased revenue.

3. Master the Basics

To dispatch effectively, understand your field workers' tasks. For HVAC dispatchers, know the manpower, work hours, equipment, and skills needed for repairs. Dispatchers, like anyone in a job, must grasp the core elements, whether it's building a rocket ship or installing a door.

If you previously worked in a field-related role like driving or technical work, it can enhance your effectiveness as a dispatcher. Practical experience provides valuable insights. It fosters empathy for team challenges and offers a firsthand understanding of operational aspects. 

These aspects could be traffic patterns for route adjustments. It's not mandatory to have a prior field role. Yet, gaining a comprehensive understanding of your team's responsibilities is essential for effective dispatching.

4. Strategic Planning for Dispatching Success

To excel in dispatching, it's crucial to proactively plan routes and schedules. Many successful dispatchers, for instance, prepare routes up to two weeks ahead. This helps to facilitate the identification of staffing needs to cover shifts. Planning is essential to ensure adequate workforce availability. It also helps meet the demand effectively.


Dispatchers may need to distribute tasks involving specialized or heavy equipment strategically. Consider lawn care companies. These can only schedule jobs based on the availability of their mowers. Time must be allotted for loading, unloading, and travel between appointments. Additionally, dispatchers must factor in vehicle maintenance and tool repairs to ensure timely completion of jobs.

5. Embrace technology

The significance of technology is stressed by dispatchers. They use tools like multiple computer screens and cell phones to track drivers and stay connected with their teams. Modern technology, both hardware and software, is crucial for improving efficiency in their processes.

Consider a pizza-delivery business operating without internet, Wi-Fi, or cell phones—relying only on a landline and a fax machine. Though extreme, it underscores the necessity for businesses to embrace technological innovation. Companies that don't adapt may face challenges against competitors quick to adopt technological advances.

Enhance Fleet Dispatching Efficiency with eLogii

Several of the mentioned tips can be swiftly and effortlessly applied through eLogii. Our route optimization software is equipped with advanced features to assist fleet dispatchers in achieving the following:

Optimize Driver Routes

eLogii's Route Optimization lets users customize driver routes to meet specific business needs. Features such as overtime tolerance, route stop limit, travel time limit, route duration limit, route distance limit, and speed factor empower fleet dispatchers to efficiently manage tasks and streamline routes. 


These advanced features are exclusive to the Advanced eLogii engine. They allow precise customization for individual drivers or the entire workspace. They also ensure optimized routes aligned with business requirements.

Plan ahead

Schedule and route your field operations up to five weeks in advance.


Replan and Adjust

eLogii can go beyond the planned schedule for a set time to fit in more tasks.

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Simple driver setup

Using the driver form to prepare a driver for work (creating an account, setting their work schedule, and assigning a vehicle).

Plan breaks accordingly


Ensure compliance with state and federal regulations. Take care of your team by seamlessly scheduling breaks for drivers and technicians within the routes.

Account for vehicle capacity

You can specify the maximum percentage of capacity up to which the vehicle can be loaded.

Keep tabs on your team

Utilize real-time GPS tracking to observe your team's location wherever they are in the field.

Evaluate performance

Distinguish consistently punctual drivers and those with underperformance. Additionally, identify routing challenges that may necessitate adjustments to avoid rush-hour traffic, utilizing eLogii's advanced analytics.

We continually strive to enhance our software by incorporating additional features and refining it based on user feedback. Explore more about our distinctive features.

People-Centric Technology for Real-World Efficiency

Fleet dispatchers exert significant effort to maintain the seamless flow of dynamic field operations. eLogii empowers fleet dispatchers to engage with workers and oversee field assets. It's a technology designed for people in the practical realm of logistics, acknowledging the unpredictable nature of challenges and the necessity for swift responses.

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