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The One-Page SOP Every Owner Operator Should Be Using
Let's say this upfront: if your dispatcher doesn't have a one-page SOP taped to the wall, you're already behind. I've walked into hundreds of dispatch offices—some as clean as a cockpit, others looking like a paperwork tornado touched down. But there's one thing that separates a dispatcher who owns the day from one who reacts to it: a crystal-clear, one-page standard operating procedure. Not a novel. Not a flowchart only IT can read. One page. Clear steps. Non-negotiables. No fluff. You don't need more software. You don't need another dispatch meeting. You need structure. And this SOP is the playbook for running your dispatch like a machine. Most dispatchers are juggling a thousand things—load boards, driver calls, check calls, broker follow-ups, detention fights, fuel stops, the list goes on. Without a system, things fall through the cracks. Loads get double-booked. Drivers sit too long. Communication gets sloppy. And when that happens, profit walks out the door. The SOP isn't about control—it's about clarity. When the phones ring and the ELD pings, your dispatcher can't guess. They need a guide that says: 'Here's how we handle it. Every time.' This one-page SOP keeps your team aligned, focused, and fast. And when you're trying to scale, that's everything. What Goes in the One-Page Dispatcher SOP Here's the exact structure I recommend. Keep it simple. Print it. Post it. Live it. Before they take a call or assign a load, your dispatcher should run through this every single day: Review all driver ELD statuses and Hours of Service Verify truck locations using the live GPS map and driver confirmations Check upcoming scheduled loads for the day and next 48 hours Confirm equipment readiness (reefer temps, securement tools, etc.) Send check-in messages to all active drivers Monitor weather or lane-specific alerts that could impact loads Starting the day with full visibility avoids mistakes, reduces surprises, and puts your dispatcher in control from the jump. Whether you're going direct or brokering through a load board, the SOP must lay out a repeatable process: Step 1: Check your priority lanes and repeat shipper networkStep 2: Evaluate the rate per mile and rate per hourStep 3: Confirm accurate shipper and consignee locationsStep 4: Verify driver availability, HOS, and equipment typeStep 5: Dispatch with full instructions—written, not verbal onlyStep 6: Log appointments and delivery time windows in the TMS Too many dispatchers skip steps to save time—and it always costs more later. This SOP removes the guesswork and cuts down on errors that wreck your margins. This section sets the tone for your dispatch professionalism. Your team isn't just managing trucks—they're managing trust. Your SOP should include: The preferred method of driver communication (call, text, or app-based) Expected response times (no longer than 15 minutes for check-ins) Load update expectations (pickup, en route, delivered) When to document, when to escalate Example:All check-in messages must be logged in the TMS within 5 minutes. If a driver is unresponsive for 30 minutes during a load, escalate to Operations Manager. A dispatcher without communication standards is just winging it—and that leads to driver turnover, missed updates, and operational chaos. Profit disappears when delays get ignored or handled reactively. This section of the SOP is your line of defense. Here's what it should include: Time threshold for detention eligibility (usually 2 hours) Broker or shipper contact info for escalation What documentation is required—time-stamped texts, BOL, driver notes Who submits the detention invoice and within what timeframe Example:If detention exceeds 2 hours, the dispatcher must alert the broker via email and phone, document timestamps in TMS, and submit the claim within 24 hours. Don't wait until Friday to chase detention from Tuesday. You either run a business or you chase scraps. This SOP makes sure you protect your time and your money. The job isn't done at delivery—it's done when the loop is closed clean. Your dispatcher should: Confirm POD is uploaded to TMS and billing platform Verify all accessorials are documented (lumpers, scale tickets, etc.) Mark actual delivery time and any delays in the system Notify billing team that load is ready for invoicing Schedule the driver's next load or reset A single missed POD can delay payment for days. A sloppy post-load process delays growth. You can't scale chaos. You scale what's clear and repeatable. Build it with your team Sit down with your dispatcher and build the SOP together. Don't surprise them with it—collaborate on it. The goal is ownership, not just compliance. Print it and post it One page. Big font. Laminated. Hang it up where they see it every day. This isn't a PDF that collects dust—this is a playbook that runs the day. Review it weekly Every week, take five minutes and review one part of the SOP in your check-ins. Are we sticking to it? Are we skipping steps? This keeps the SOP alive and evolving. Use it to train new dispatchers Your SOP becomes your onboarding tool. Instead of explaining everything from scratch, you now have a baseline system that sets expectations from day one. Dispatch stops being reactive and starts being strategic Drivers stay longer because communication is clear Loads get booked and delivered with fewer issues Cash flow improves because billing doesn't get delayed You stop firefighting and start scaling All from one page. Simple doesn't mean small—it means smart. Too many small carriers think dispatch is just about putting freight on trucks. It's not. Dispatch is the heartbeat of your operation—and if that beat skips, your business suffers. This SOP isn't just a document. It's how you create discipline. It's how you get your time back. It's how you build a business that doesn't fall apart when you add trucks, drivers, or freight. And if you don't have one yet? You already know what to do. If you want help building your dispatch system the right way, we teach this step-by-step inside the Playbook. Let's build the foundation that actually scales. The post The One-Page SOP Every Owner Operator Should Be Using appeared first on FreightWaves. Sign in to access your portfolio
