Smarter Week

How to automate it

How to automate “phone back and forth between drivers and dispatch for updates”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

40 min
typically, every day
55%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Use the fleet app for location, logs, inspections and messages

Fleet apps show where every truck is, record driving hours and inspections electronically, and let dispatch message drivers. Fewer calls, and the paperwork fills itself in.

Typically saves about 45% of the time2 h to set up
  1. 1Check whether your fleet already has Samsara, Motive or Geotab.
  2. 2Turn on electronic inspections (eDVIR), hours-of-service logs and driver messaging.
  3. 3Have dispatch check the live map before phoning a driver.
  4. 4Use the fuel card and receipt capture so trip sheets build themselves.

Tools: Samsara, Motive or Geotab

Fix 2 of 2

Automation

Send customers automatic arrival texts with a live tracking link

Customers get a text the day before, another when the driver is on the way, and a live map link. Most "where is it?" calls stop, and fewer people are out when you arrive.

Typically saves about 60% of the time1 h to set up
  1. 1Turn on customer notifications in your delivery or route app.
  2. 2Write short templates: scheduled, on the way, delivered, missed.
  3. 3Let customers reply to confirm, leave instructions or reschedule.
  4. 4Track missed deliveries before and after.

Tools: Route4Me, OptimoRoute, Onfleet, Circuit or Samsara routing · Your TMS

Quick wins

Have you tried…

Do customers get automatic texts with a live tracking link?
Customers get a text when the driver is on the way, with a map link. It cuts "where is my delivery?" calls and missed deliveries.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Fleet / transport dispatcherDelivery driver

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

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Other common tasks for Fleet / transport dispatchers