How to optimize your fleet scheduling and dispatch process

Scheduling conflicts, miscommunications and error-prone paperwork. These are just some of the administrative nightmares that can be prevented with fleet management software. 

According to one 2019 study, 59% of fleet managers say paperwork and forms processing is one of their biggest challenges. (Source: Peerless Research Group) Smart fleet management software lightens this burden so employees can focus on core business priorities.

Productive teams accomplish more and feel happier at work. Better efficiency also reduces fleet costs and helps SMEs grow. So how does fleet management software help managers optimize fleet scheduling and dispatch? 

Here are 7 tips on how to use software to run a tighter ship.

1. Review historical trip logs and real-time data to plan better schedules

Thanks to telematics, managers can monitor the location and activities of every driver and vehicle in the fleet at all times. They can also get reports automatically sent to them at their convenience. 

Want to see who worked at which sites last week and for how many hours? No problem. 

Want to check the total amount of idling time across all vehicles last year? Simple. 

Whether it’s information from this morning or last year, fleet management software like Logifleet keeps track of it all. Now all the information you need is always available and accessible.

Better visibility means better decisions. Stop wondering and guessing and start relying on data and facts to increase team efficiency.

Run a more profitable business with the power of data. Custom reports can show idling time, fuel usage, trip stops, working times and more. (Learn more about Logifleet’s advanced features.)

Using data, managers can get both a “big-picture” overview and a highly detailed report of driver and asset performance over time. This will help them build more accountable and productive teams.

2. More work, less paperwork

Unexpected disruptions happen - c’est la vie. 

Technicians may need to make adjustments on the go and even change their schedules. 

Jobs might take longer than anticipated, and drivers could run behind schedule.

Roadside breakdowns may require emergency repairs. These delays could cause disruptions that last hours or even weeks! 

In the past, workers may need to fill out forms, submit receipts and hand in paperwork in all of these situations.

Paperwork that could go missing or go unnoticed. Paperwork that requires extra time to file, organize and store.

Most internal delays are caused by inefficient work processes and miscommunications. Everyone is already busy - why add more work?

With fleet management software, most paperwork can be eliminated altogether or automated. This is less disruptive for staff and ensures work gets done faster.

3. Set up custom maintenance schedules

Never forget to do preventative maintenance again! 

With fleet management software, each vehicle in the fleet is entered into the system. You can set up custom alerts and maintenance schedules for each asset. This convenient tool saves fleet managers hours of work!

The software will automatically send out notifications when it’s time to service the vehicle. It will even remind you about overdue service. No need to jot down reminders or keep paper logbooks. Digital documentation keeps everything organized and all in one place.

By staying on top of maintenance, you can extend the lifespan of any vehicle and prevent more costly repairs down the road.

4. Accommodate last-minute scheduling changes faster with software

Last minute changes are very common in this business. Maybe a driver called in sick last minute. Perhaps a client made a sudden request that needs to be accommodated. Maybe a traffic accident shut down the highway and all the drivers suddenly need alternate routes. 

No matter the emergency, fleet management software can solve problems as fast as they arise. Managers can adjust routes and reschedule operations with a few clicks of a button. The software shows managers which employees are available, so it’s easy to reassign tasks or shift schedules and priorities according to business needs.

No more complicated Excel spreadsheets, disorganized word documents or wasted paper required.

5. Set up geozones for more productivity and better customer service

Do your vehicles often visit a certain location? For example, a specific client’s home or a construction site? Save that spot as a geozone and add a label. Every time one of your fleet vehicles stops at this location, it won’t just show GPS coordinates - it will actually show the name of the place and notes about it.

This makes it easier to keep track of who visits which locations and how often. Armed with this data, future scheduling and dispatch is a breeze.

6. Customize schedules according to business preferences

Does your business operate 24/7? Maybe you’re open during the holidays or closed during certain periods of the year. Perhaps your workers only have night shifts. You can customize every schedule according to your business preferences. 

This means data is always available when you need it, and collected at any time. Managers don’t need to be on-site or even at the office to review schedules and manage their team. Fleet managers can remotely manage workers with ease. This improves workforce mobility, too.

7. Improve route efficiency and customer service with route optimization

Say a delivery van needs to drop off packages to forty houses in one day. What’s the shortest and fastest route to take to ensure all deliveries are completed on time? 

If a fleet manager had to figure that out using Google Maps alone, it would take hours. Google Maps doesn’t have route optimization features. If routes had to be calculated manually for dozens of fleet vehicles, companies may need to hire a team of dispatchers just to work on planning!

Luckily, with fleet management software, the built-in algorithm automatically takes into consideration driver schedules, destinations, traffic data and more to determine the best route drivers should take. Every single time!

Fleet managers no longer need to waste time hunched over a map. With the help of technology, dispatch takes minutes, not hours. Information is calculated at the click of a button!

In Conclusion

User-friendly and powerful software like Logifleet replaces outdated fleet management systems. Fleet management doesn’t need to be a puzzle that only logistics experts can solve. Data no longer exists in silos - it can be easily shared and used to improve performance.

With software like Logifleet, even owner-operators and small business owners can take control over their operations. Everyone in the company benefits! By adopting new technology and digitizing operations, companies can continue to expand and outpace their competition.

Interested in learning more about Logifleet? Book a demo call today.