Considering Dispatch Training? 4 Best Practices For Documentation

If you’re venturing into the professional world of after-dispatch training, you’re stepping into a role that’s the backbone of the transportation and logistics industry. Dispatchers coordinate the movement of goods, ensuring they get from point A to point B efficiently and safely. 

But there’s more to it than telling drivers where to go; documentation plays a pivotal role. Whether you’re just starting or looking to refine your skills, here are four best practices for documentation that every truck dispatcher should know.

1. Standardize and Streamline

The world of dispatching is a whirlwind of information. From managing driver schedules to communicating critical shipment details, dispatchers often have their hands full. As you discovered in dispatch training, standardizing and streamlining your processes is an excellent way to manage your workload while ensuring accuracy. 

Remember, consistency is vital. Develop templates for commonly used documents like trip sheets, load confirmations, and delivery receipts. This ensures all vital information is captured consistently, making it easier for everyone to use and understand.

• Pre-Populate Where Possible: Use pre-populated templates with drop-down menus or fillable fields for standard information like customer names, addresses, and common load types. This minimizes manual data entry and reduces errors.
• Maintain a Style Guide: Establish a style guide for formatting, terminology, and abbreviations. This ensures clarity and consistency across all documentation.

2. Know Your Audience and Tailor Accordingly

As you learned in dispatch college, adequate documentation caters to its specific reader. In dispatch, you’ll be creating documents for various audiences:

• Drivers: Trip sheets should be clear, concise, and easy to understand while on the road. Highlight key details like pick-up and delivery locations, load specifics, and any special instructions. 
• Clients: Bill of ladings (BOLs) and other customer-facing documents must be professional and accurate. Ensure they include all relevant information like shipment details, costs, and terms of service.
• Internal Teams:  Warehouse personnel, mechanics, or other internal departments might require specific documentation for upcoming deliveries or potential delays. Tailor these documents to provide the necessary information without overloading them with extraneous details.

3. Embrace Clarity and Consistency

Jargon and ambiguity have no place in dispatch documentation. Here’s how to ensure your documents are crystal clear:

• Standardize Terminology:  Develop a company style guide that outlines the specific terms used for locations, equipment types, and any industry-specific acronyms. Consistency minimizes confusion for everyone involved.
• Use Active Voice: Use active voice to convey information directly. Instead of “The shipment may be delayed,” write “We anticipate a potential delay for this shipment.”
• Bullet Points and Numbering:  Break down complex information into easy-to-follow lists. This makes it easier for drivers and other readers to identify key details quickly.

4. Leverage Technology for Efficiency per Your Dispatch Training

In the age of technology, sticking to paper logs and manual entries is not only outdated but inefficient. Embrace digital tools and software designed specifically for truck dispatching. These platforms can help you keep track of shipments, routes, driver details, and much more in real time. 

They also reduce the risk of human error and make retrieving information a breeze. Plus, with features like cloud storage, you can access your data from anywhere, ensuring you’re always on top of things. Dispatch software offers powerful tools to streamline documentation:

• Digital Templates: Pre-designed templates for trip sheets, BOLs, and other documents ensure consistency and eliminate the need for manual data entry.
• Automated Updates: Integrate your dispatch software with other systems like warehouse management systems (WMS) to automatically populate shipment details and reduce errors.
• Electronic Signatures: Allow drivers and clients to electronically sign documents, saving time and ensuring a transparent chain of custody.

Are you interested in a dispatch career? 

Contact ATC Cambridge to learn more.