Latest news with #dispatch
Yahoo
3 days ago
- Automotive
- Yahoo
Dispatch Handoffs That Don't Drop the Ball
When dispatch handoffs get sloppy, mistakes multiply and money slips through the cracks. Drivers get left in the dark, loads fall through the cracks, and your business starts to bleed in places you can't afford. Whether you're running two trucks or twenty, this article will show you how to build a clean, repeatable dispatch handoff system that keeps your team aligned, your drivers confident, and your operation tight from shift to shift. This isn't about fancy tools—it's about discipline, process, and ownership. Because if you're growing your fleet, you can't scale chaos. You need clarity. If your dispatch handoffs are inconsistent—or worse, nonexistent—then your business is leaking money and losing trust somewhere, guaranteed. Don't blame the driver. Don't blame the broker. Don't blame the freight. Blame the system—or the lack of one. It doesn't matter if you're new to delegation or trying to build a second shift for the first time. What matters is whether your people can pass the baton without fumbling. Because when they can't, things break. And in trucking, every mistake has a cost—lost time, lost trust, or lost revenue. This article is for the owner-operator turning into a small fleet. It's for the dispatcher stretched thin trying to manage multiple shifts. It's for the business owner finally stepping back from the day-to-day but tired of getting pulled in every time something slips. No matter your stage, one truth applies: handoffs aren't optional. They're not a luxury for big companies. They are the backbone of a professional operation. You want to scale? Then start here. Dispatch isn't just about booking freight and checking ETAs. It's about managing critical information in real time, making decisions with incomplete data, and coordinating moving pieces across time zones, driver personalities, and shifting customer expectations. It's fast, it's stressful, and it leaves zero room for ambiguity. That's why when information doesn't transfer cleanly between dispatchers, shifts, or departments, everything downstream gets shaky. Think about it like a relay race. The fastest runner in the world won't win if they drop the baton. That's dispatch. Your team could be made up of smart, hard-working people—but if they can't pass critical information from one shift to the next without missing a step, you'll always be reactive. You'll always be fixing problems that were avoidable. Handoffs are where good freight turns into bad experiences. They're where a driver starts doubting your operation. They're where a broker decides they can't rely on you anymore. And most importantly, they're where you, the owner, get dragged back into the weeds. Not because you want to—but because you have to. And that's a sign of system failure. Let's get tactical and call out the real symptoms of bad dispatch transitions. These aren't hypotheticals. These are the pain points that carriers bring up to me week after week: 1. Drivers Left in the Dark There's nothing worse for a driver than calling dispatch and realizing the person on the line has no clue what's going on. 'Who dispatched this load?' 'Did anyone update the appointment time?' 'Why wasn't I told I needed a TWIC card for this pickup?' It's exhausting—and it kills morale. When drivers don't feel supported, they stop trusting dispatch. And once that trust breaks, retention gets shaky. 2. Double-Booked Trucks One dispatcher thinks Truck 02 is free. Another hasn't updated the system. Now you've got two loads scheduled for the same asset—and no good way to cover both. Canceling means disappointing a broker. Delivering late means upsetting a shipper. Either way, you lose ground. All of it is avoidable with proper coordination. 3. Missed Appointments and Avoidable Fees Some deliveries are drop-and-hook. Others are strict appointments with late fees if you miss by 15 minutes. If one shift doesn't flag that for the next, you're going to pay—literally. Worse, the customer will label you unreliable. It doesn't take many of those errors to damage your credibility. 4. Paperwork Gaps That Delay Pay If nobody logs the rate con, scans the signed BOL, or updates delivery notes in your TMS or system of record, you've got a mess. Now accounting can't invoice, you can't prove delivery, and you're left chasing paperwork two weeks later with nothing but confusion in the thread. 5. The Owner Gets Dragged Back Into Ops Let's call it what it is. When handoffs fail, it's usually the owner who gets the late call. The angry broker. The missed check call. The confused driver. The lost document. The entire purpose of building a team is to offload that weight. But when your team isn't aligned, you don't gain leverage—you just multiply stress. A smooth dispatch handoff doesn't require a six-figure TMS or a massive back office. What it does require is clarity. Everyone needs to know what gets communicated, how it gets documented, and when it must be passed on. This isn't about micromanaging—it's about standards. 1. Create Solid SOPs If you don't have documented procedures, you're playing the telephone game. SOPs (Standard Operating Procedures) turn tribal knowledge into institutional knowledge. Document how your team transitions shifts. Include what info gets captured, how it's stored, and what must be communicated—every time, no exceptions. 2. Centralize Information in One Hub Text threads, sticky notes, and verbal updates don't scale. Use one centralized system—whether it's a TMS, a shared spreadsheet, or a project management tool. The goal is simple: one source of truth that every dispatcher can rely on. Real-time updates, driver notes, broker expectations—all in one place. 3. Use an End-of-Shift Checklist Before a dispatcher clocks out, they should complete a simple but critical checklist. Things like: Load status updated Driver ETAs confirmed Shipper and receiver instructions clarified All documents uploaded Any problems flagged for the next shift Think of it like a pilot's pre-flight check. Boring? Maybe. But it prevents catastrophe. 4. Formalize the Handoff Communication Don't assume someone will figure it out. Require a formal signoff—voice note, Slack message, or brief huddle. The next person should start their shift with total visibility, not detective work. 5. Keep Drivers in the Loop Your dispatch shifts might change—but from a driver's view, it should feel seamless. If a driver needs to re-explain their situation every shift change, you don't have a dispatch team—you have a liability. Drivers are your field team. They need to feel continuity. Build trust by making transitions invisible to them. Maria handles dispatch during the day. James works nights. Simple enough. One night, James gets a call—the driver's truck won't start. There's a 5am appointment on the books. But guess what? No one noted whether the appointment was strict or flexible. No backup plan was in place. The second truck's location is outdated. James can't act fast enough. By morning, the load is missed, the broker's calling furious, and the driver's been sitting for hours without a solution. Maria's frustrated. James feels set up to fail. And the owner is back in the hot seat, once again, cleaning up something that should've never happened. All of it? 100% preventable—with the right handoff system. Don't wait until you 'need' one. Build it before the cracks start to show. Here's how: 1. Define Your Workflow in Writing Map out your dispatch schedule and identify every handoff point—shift changes, role changes, or dispatch-to-driver communication chains. Write out the flow of data: where it starts, where it goes, and who owns each step. 2. Set Clear Non-Negotiables Make handoffs mandatory. If you don't complete the checklist and sign off to the next dispatcher, you don't clock out. Make it part of your SOPs and performance expectations. 3. Train With Real Scenarios Walk your team through what great (and poor) handoffs look like. Role-play scenarios. Don't just train people once—review performance weekly. Call out breakdowns. If someone's dropping the ball repeatedly, it's not a system issue. It's a discipline issue. 4. Choose Tools That Fit Your Operation You don't need to go buy a top-tier TMS tomorrow. Start with what fits. A well-structured Google Sheet, Trello board, or Slack channel can be enough if your process is clean. Tools don't fix broken systems—but systems make tools more effective. 5. Make Drivers Part of the Process Drivers are your best auditors. Empower them to speak up when something falls through the cracks. If they're left in the dark during shift changes, make it easy for them to report it. That feedback loop is how you refine and improve. In trucking, every load is a promise. Every mile is an opportunity—or a liability. And every handoff is a chance to either build momentum or introduce risk. Dispatch is the glue holding it all together, and when that glue starts to crack, your entire operation gets shaky. A clean handoff process keeps your team aligned, your drivers supported, and your customers satisfied. More importantly, it keeps you—yes, you, the business owner—from getting pulled back into the chaos every time someone forgets to update a note or relay a message. So don't wait for another breakdown. Build your handoff system now. Document it. Train it. Enforce it. Because in this industry, operational discipline is what separates the amateurs from the professionals. Let's tighten it up and run it like a business. Let's get to work. The post Dispatch Handoffs That Don't Drop the Ball appeared first on FreightWaves. 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CNN
5 days ago
- Climate
- CNN
New audio reveals desperate calls for water rescues amid Texas flooding
Dispatch audio from some of the areas hit hardest by deadly flooding in Texas are shedding new light on the situation emergency workers faced as the water quickly rose.
CNN
5 days ago
- Climate
- CNN
New audio reveals desperate calls for water rescues amid Texas flooding
Dispatch audio from some of the areas hit hardest by deadly flooding in Texas are shedding new light on the situation emergency workers faced as the water quickly rose.
Yahoo
08-07-2025
- General
- Yahoo
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
Yahoo
07-07-2025
- Business
- Yahoo
How to Calculate Your Cost Per Hour Not Just Per Mile
Everyone in trucking talks about cost per mile. And yes, it matters. But if that's the only metric you're tracking, you're missing a major part of the profitability picture. Because time—not just distance—is what really determines if you're winning or bleeding in this business. Cost per hour gives you a real-world, down-to-the-minute view of how productive your operation actually is. It's how you measure delays, detention, traffic, breakdowns, and inefficient routing in terms that hit your bottom line. You can't fix what you can't measure. And too many small carriers are watching the clock but not calculating its cost. Let's break it all the way down—what cost per hour is, why it matters more than most think, and how to calculate it the right way so you can make better dispatch decisions and price your service like a real business, not a rolling guess. Look at two carriers: Carrier A runs 2,400 miles/week at $2.25 per mile. Sounds good, right? Carrier B runs 1,600 miles/week at $2.85 per mile. Now factor in time: Carrier A took 70 hours to run those miles—lots of wait time, traffic, slow delivery windows. Carrier B only took 45 hours—tight scheduling, fewer delays, better planning. Who made more money per hour? Who used their time more efficiently? Who paid less overtime or wore out their drivers less? This is the level of understanding that separates a hustling operator from a true business owner. And it starts with calculating your cost per hour. It's exactly what it sounds like: what it costs you to operate each truck per hour—regardless of whether the wheels are turning or not. And just like cost per mile, it includes: Fixed costs (truck payment, insurance, permits, etc.) Variable costs (fuel, maintenance, driver pay, tolls, etc.) But the difference is in the denominator. Instead of dividing those costs by miles, you divide them by engine hours, or total time spent operating. This includes: Driving hours Loading/unloading time Detention time Traffic delays Any time that truck is on duty and costing you money How to Calculate Your Cost Per Hour Let's build this out with a real example using round numbers. For one truck: Truck payment: $800/week Insurance: $250/week Maintenance/reserves: $150/week Fuel: $1,200/week Driver pay: $1,500/week Tolls, ELD, miscellaneous: $100/week Total = $4,000 per week Say the truck was active 60 hours that week: 40 hours driving 10 hours loading/unloading 10 hours waiting/detention These are all 'on-duty' hours—meaning the truck and driver were working and costs were accruing. $4,000 ÷ 60 hours = $66.67 per hour That's your true cost per hour to run that truck. So if a broker or shipper books you for a load that's going to tie up your truck for 8 hours and only pays $400? That's $50/hour. You're already $16.67/hour in the hole. Here's when this number becomes a decision-maker: If your cost per hour is $66.67 and a customer only wants to pay $30/hour after the first two hours, you've got hard math to back up your counter. 'Mr. Shipper, every hour my truck is tied up is costing me $66.67. I can't afford to sit for less than $75/hour. That's our standard detention rate.' It's not emotional—it's business. You're staring at two loads: Load A: 300 miles, pays $2.25/mile, but requires 2 stops and heavy city traffic Load B: 250 miles, pays $2.00/mile, but is drop and hook, rural highway Don't just look at revenue. Estimate hours: Load A: 10 total hours = $675 revenue ÷ 10 = $67.50/hour Load B: 6 total hours = $500 ÷ 6 = $83.33/hour You just made more per hour on the lower-paying load. And your truck's back sooner, ready to run again. If your drivers are paid hourly or salaried, knowing cost per hour helps you coach them better: 'Last week you averaged 72 hours on duty. Our cost per hour is $66.67. That means your route last Tuesday, where you sat at the receiver for 5 hours, ate $333 in cost. Let's talk about how to tighten up that route.' When negotiating with a direct shipper, you can say: 'We don't just look at miles. We look at the total time to service your freight. That includes appointment windows, wait times, and dock time. For us to provide top-tier, consistent service, our hourly cost to operate is $66.67. That's the baseline we build from.' It positions you as professional and prepared—not just another trucker with a hand out. You don't need to overcomplicate this. A few simple tools can make it easy: TMS or ELD time tracking – log hours on each load Weekly cost reports – QuickBooks, spreadsheet, or TMS-based Google Sheets calculator – build a simple model to plug in hours and costs weekly What matters most is consistency. Calculate it every week, just like you do miles. Then use it to guide every pricing and dispatch decision. What You Might Discover That 'good paying' load that ties up your truck for 12 hours might actually be dragging your average down You may be undercharging for short-haul loads when you factor in traffic and dwell Your best driver might be your most efficient—not just the one with the most miles Weekend loads that pay a little more per mile might not be worth burning 18 hours of driver time The most dangerous number in your business is the one you're not tracking. And in trucking, that number is often your cost per hour. Because time—not just miles—is your real currency. Start tracking it weekly. Use it in every load decision. Teach it to your team. When you understand how much your business costs per hour to run, you stop guessing and start leading. You'll stop saying yes to loads that keep your wheels turning but burn your profit to the ground. And that's when you finally move from truck driver… to business owner. The post How to Calculate Your Cost Per Hour Not Just Per Mile appeared first on FreightWaves.
