Truck Dispatching: Complete Guide for 2024

A truck dispatcher organizes trucks and drivers to plan the best routes for deliveries and pickups.

Dispatchers oversee the loading process and ensure deliveries reach their destination on time. They also monitor trucks on the road and guide drivers as needed to meet deadlines.

Strong communication skills are a must for this job. Here’s why:

• Dispatchers tell customers when their deliveries will arrive.
• They inform customers about delays and provide a new delivery time.
• Dispatchers handle complaints calmly when customers call about late deliveries.
• They stay in contact with drivers and reroute trucks if any issues come up on the road.

Truck dispatchers deal with many challenges in today’s logistics world. Because of this, they need strong management skills, quick problem-solving abilities, and the ability to stay calm under pressure.

The rise of e-commerce has led to a huge demand for delivery services. This has caused a global shortage of skilled drivers. According to the International Road Transport Union (IRU), over 50% of transport companies struggle to find experienced drivers.

Customers also expect more these days. Many want same-day delivery, while others prefer no-contact delivery. This makes it even harder to manage delivery schedules.

What does a truck dispatcher do?

Truck dispatching involves managing the transportation of goods. This includes loading trucks, assigning drivers, and planning the best delivery routes.

It’s more than just loading a truck and sending it off. Dispatchers organize routes, coordinate drivers, and track trucks while they’re on the road. They stay in touch with both drivers and customers. Once deliveries are complete, they make sure all the paperwork is in order.

Why truck dispatching matters in logistics

Truck dispatchers play a vital role in logistics operations.

• They act as the company’s representatives, working with everyone involved in the supply chain.
• They are in charge of ensuring goods are delivered and picked up safely.

Dispatchers organize drivers and trucks, monitor their progress, and handle issues when they come up. They stay in touch with drivers and customers, fix delivery problems, and offer support when needed.

Simply put, logistics operations rely heavily on truck dispatchers.

How Truck Dispatching Works

Truck dispatchers need to stay organized and manage pressure well. Here’s what a typical day looks like:

• Planning routes with a focus on saving fuel and cutting costs.
• Scheduling drivers and trucks for their delivery routes.
• Supervising vehicle loading and updating inventory records.
• Tracking trucks to ensure safety and smooth operations.
• Managing drivers by assigning routes that match their skills and making sure they drive safely.
• Monitoring routes and staying in touch with drivers for updates or feedback.
• Improving routes using past experience and data insights.
• Informing customers about delivery times or delays.
• Handling paperwork, including stock receipts and proof of delivery (POD) documents.

Step-by-step guide to truck dispatching

Route planning

When setting up delivery routes for the day, dispatchers consider several factors:

• Fuel efficiency.
• Road conditions to ensure driver and vehicle safety.
• Weather that could affect driving.
• The area where deliveries are happening.
• How much the truck can carry.
• The size of the cargo.
• Rules about drivers’ working hours.
• The driver’s experience level.

Trucks can be assigned based on the delivery area, load size, or truck capacity.

Planning routes manually takes a lot of time. Dispatchers need to plot each destination using GPS coordinates. These locations are then mapped to decide the delivery order. Calculating delivery times manually means figuring out the distance between each stop. Dispatchers also need to estimate how many trucks will be needed.

You can make this process much faster by using route planning software. It can also pull customer addresses directly from your database. This helps avoid duplicate data and reduces the chance of errors.

With just a few clicks, eLogii’s route optimization tool helps you find the quickest and most efficient delivery routes. The software calculates how many trucks you need and balances the weight across vehicles. This can even free up one or two trucks and drivers for other tasks.

Vehicle tracking and driver management

Tracking software has significantly evolved over the past few years. At its core, these trackers monitor speed and mileage. Thanks to the Internet of Things (IoT), trackers can now connect with other systems using satellite technology. They send information to your on-site server, where the data is saved for later review and analysis.

Monitoring delivery routes

Truck dispatchers use technology to check weather conditions and traffic reports. Dashboards allow them to monitor multiple routes in real-time. This helps dispatchers redirect trucks before they reach any problem areas.

Communication with drivers

Truck dispatchers need to stay in touch with their drivers at all times. Likewise, drivers should be able to call for help whenever they need it. Dispatchers can provide updates on traffic issues and inform drivers of any schedule changes.

Equipping drivers with modern mobile phones is one effective way to maintain communication. eLogii’s Driver app improves communication significantly. With this app, drivers can:

• Receive instructions easily.
• Capture customer signatures at delivery and upload proof of delivery (POD) to the cloud.
• Record geotags and timestamps as proof of delivery.
• Scan QR codes and barcodes.
• Take photos of deliveries and collections.

The app also allows drivers to collect many signatures for different deliveries. They can note reasons for any rejected deliveries and gather customer feedback.

Sometimes, connectivity issues with specific drivers or mobile devices can prevent the app from sending data updates promptly before the operating system cuts it off. To address this, we’ve added manual sync buttons. This allows drivers to start the data sync themselves and wait for it to finish.

Administration

Administration is an important part of truck dispatching. Dispatchers oversee the documentation process and make sure inventory records are updated when stock is loaded onto trucks.

Ideally, the proof of delivery (POD) should be uploaded to an ERP or inventory system, and an invoice should be created for the customer’s account.

How to Become a Truck Dispatcher

Typically, a high school diploma or equivalent, like a GED, is required to become a truck dispatcher.

You can start at entry-level positions, such as loading trucks or driving.

Another option is to take a course in truck or freight dispatching.

These courses can last anywhere from a few days to a couple of weeks. It’s a good idea to look for the most comprehensive course that fits your budget.

You should have an interest in logistics and a few soft skills to succeed in this fast-paced environment:

• Strong people skills and organizational abilities.
• A keen attention to detail.
• The ability to multitask.
• The ability to work under pressure.

Having basic computer skills is also helpful since many dispatcher tasks are now automated. Truck dispatchers analyze delivery routes and customer data, making improvements whenever possible.

How to Land a Truck Dispatching Job

To get a truck dispatching position, consider taking a course and networking with instructors or fellow students. Try to connect with people in the industry to learn more about the job and work environment.

Many logistics companies share valuable insights through blogs and newsletters online. If you can, join a local logistics forum to stay informed.

And, of course, apply for jobs. Don't lose hope if you’re having trouble finding a truck dispatcher position. You might have better luck starting as a driver or in customer service. This experience can make you more attractive as a dispatcher later on.

How to Start Your Own Truck Dispatching Business

If you have the right experience, you can offer your services as an independent truck dispatcher. Here’s a simple step-by-step guide to help you establish your own dispatching business.

1. Research the market. Look into current trends and job availability. In this field, you can work from anywhere you choose.
   
   
2. Register your business. Choose a short and relevant name for your business. Decide on the type of business structure you want to use, such as a sole proprietorship, LLC, or corporation.
   
   
3. Create a business plan. This is an important step that will help you make key decisions. Your plan should outline where you’ll operate and what type of dispatching services you want to offer. Financial institutions and potential business partners will want to see your business plan.

Add your short-term and long-term goals to your plan. Check it regularly to make sure you’re on track.

1. Open a bank account for your business.
2. Seek financing. You'll need a solid business plan when approaching a financial institution.
3. Register your business with the tax office.
4. Purchase vehicles for your business.
5. Get insurance coverage. Make sure you have accident, third-party, and public liability insurance. Also, insure all vehicles, buildings, and office equipment.
6. Hire a lawyer to help you create contracts for customers and employees.
7. Recruit staff for your business.

In Summary

Truck dispatchers are energetic professionals who are dedicated to logistics and making sure everything runs smoothly.

To succeed in this field, it's crucial to stay organized and use the latest technology available. eLogii provides a range of solutions, including individual modules for route planning and driver management apps. Their user-friendly platform simplifies dispatching tasks and enhances overall efficiency, helping businesses streamline their operations. With eLogii, dispatchers can focus on what they do best while relying on powerful tools to support their efforts.