Four Questions for Fleet Dispatchers to Solve


What exactly is fleet dispatching?


Fleet dispatching is a job where someone communicates with drivers and customers in order to schedule driving assignments. Dispatchers have a hectic workload between managing drivers, customers, forms, and everything in between.

What are some questions that fleet dispatchers must solve in order to create a smooth communication process? In order to adapt, dispatchers are increasingly relying on dispatching software to solve the following questions:


Question 1: What is the best way to communicate with my drivers?


One of the biggest responsibilities for fleet dispatchers is to communicate with their drivers. Dispatchers need to talk with drivers to figure out their location, get a job status, and to send drivers on their next job.

For a long time, the best way to communicate is through phone calls. Unfortunately, this could turn into a game of phone tag. One business we worked with shared a list of different excuses on why dispatchers could not reach their drivers through phone including:

  • “Sorry m’aam, I didn’t hear your call. My phone was on silent.”
  • “Sorry sir, my phone battery was low.”
  • “Sorry m’aam, I had to turn my phone off.”

Not very impressive for their dispatchers! The dispatchers now rely on a two-way communication tool. This allows dispatchers to locate drivers without calling them. The dispatcher can also send messages back and forth through pop-up chats instead of playing phone tag.

fleet dispatchers 2-way communication


Question 2: How can I work through language barriers?


Trucking is becoming more diverse. There are a lot more foreign-born drivers and as a result, a lot more language barriers. In states such as California and New Jersey, foreign-born drivers make up of more than 40% of total drivers.

For fleet dispatchers who might not share the same language as drivers, how can they communicate? A lot of these dispatchers are turning to auto-translating dispatching software solutions.

These solutions support different languages which allows dispatchers to send instructions in English, while the driver receives the same instructions in their native language. The driver can then respond back while having that response translated back into English for the dispatcher.

fleet dispatching translation


Question 3: What’s the easiest way to plan routes?


Dispatchers are responsible for finding the most profitable loads and for assigning drivers to these jobs. Other than simply finding the closest driver, dispatchers need to consider other factors such as available hours of service, weather conditions, and road traffic.

Thankfully, dispatchers do not need to plan all of these factors in their head. The easiest way to plan routes is using a Route Optimization tool.

Route optimization is a program that plans the best route for dispatchers. The system finds available drivers and plots them to the most efficient route. It also allows dispatchers to give drivers the best route to take while accounting for variables such as weather and road conditions.

dispatching solutions


Question 4: Are forms properly completed?


Dispatchers are responsible for completing forms – a lot of forms. As with any data entry job, errors can occur. Some of the common errors range from typos & calculation errors to misreading clumsy handwriting.

Many dispatchers are moving away from clumsy data entry with an automated billing system.

Here’s how the system works. Drivers can electronically upload information such as signatures when the job is complete. The system then fills in other data such as vehicle information, driver information, and time stamps. From there, the necessary information is printed and stored in the accounting system. This system, as a result, saves administration work and prevents errors.


Click here for more information on Dispatching and Routing.


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Route Optimization Software Increases Fleet Efficiency

Increase Fleet Efficiency With Route Optimization Software

Automated route optimization software can be used to reduce operating costs with fleet tracking and performance reporting. There are many advanced tools to help companies schedule the most efficient routes, track performance and analyze their fleet operations.

Route optimization software is available as an add-on to the GoFleet GPS fleet tracking solution. It allows you to deliver a higher level of customer service because you can receive automatic alerts, visual notifications as well as advanced operational reporting. The tools can be used to help you schedule efficient routes, increase fleet effciency and keep your drivers productivity up. Your customers will notice a big difference with accurate estimated times of arrivals, short service windows and quick dispute resolution.

Optimized routing also reduces the amount of miles your drivers travel. Driving less miles is actually the most effective way to reduce your fuel costs. Since your routes will be automatically planned out for your drivers, they will actually have more time to visit more customers. The more customers you are able to provide service to, the more money your business is able to make.

Route optimization software allows you to monitor your drivers’ progress and identify any drivers who are incurring an excessive amount of miles. If a driver travels out of an authorized area, you will be immediately notified via email or dashboard message. You will immediately gain control over whether your drivers are going where they are supposed to when you add-on the route optimization software.

In addition, you will also be able to identify any drivers that have inefficient fuel usage behaviors such as excessive idling for climate control. You can also set up instant notifications if your driver idles excessively so you can immediately correct the behavior. A driver’s behavior is actually the key to how much fuel is used. Other driving behaviors that affect fuel consumption include speeding, shift patterns and excessive rpm. Route optimization software provides a better insight into your drivers’ habits so that you can work with them to improve their behaviors over time.

Computerized Maintenance Management Software Features

Features of GoFleet’s Computerized Maintenance Management Software

Businesses face many challenges trying to manage their fleet’s maintenance. Handling the process manually can prove time consuming and complicated. It is not difficult to overlook the scheduling of preventative maintenance. In addition, unexpected repair costs, scheduling issues and inefficient fuel usage can increase the operating costs for each vehicle and hurt the business’ bottom line.

Fleet managers can improve their operations with GoFleet’s computerized maintenance management software add-on. This software lets managers gain control of their operations and manage maintenance costs. GoFleet’s computerized maintenance management software is easy to use and fully customizable to meet each business’ individual needs.

Fleet managers are able to quickly resolve their fleet maintenance issues and anticipate maintenance requirements in the future. GoFleet provides a wide variety of computerized maintenance management software tools to handle vehicle service issues, preventative maintenance and scheduling repairs.

The computerized maintenance management software is fully integrated with GoFleet’s GPS fleet tracking system allowing managers to track, capture and analyze all of the fleet’s metrics including vehicle usage, engine hours, fuel consumption, vehicle data and fleet operation costs. This data allows fleet managers and business owners to make informed business decisions to optimize their fleet operations, reduce maintenance costs, and increase the bottom line.

Advantages of Computerized Maintenance Management System

Fleet managers can easily schedule maintenance activities and reminders for all necessary maintenance including oil changes, tune-ups, tire rotation, license renewal and lease expiry. Customized reminders can be set up for any other maintenance activities. Reminders can be set up as a one-time event or recurring events based on vehicle mileage, vehicle engine hours or a set time frame.

Fleet managers can define as many triggers for preventative maintenance as necessary. These triggers can automatically complete vehicle maintenance work orders and other maintenance tasks. Meter readings are also monitored automatically.

With GoFleet’s computerized maintenance management software, fleet managers will be able to manage their vehicle’s full life-cycle with a complete view of all mobile assets and equipment. For more information about the computerized maintenance management software, Contact Us.

Automated Fleet Routing Software Can Reduce Your Operating Costs


Reduce Your Operating
Costs With Automated Fleet Routing Software

When you add-on automated fleet
routing software to your
GoFleet GPS tracking system, you will be able to track your performance
reduce operating costs. You will be able to deliver excellent customer
service because you will receive automatic messages, visual
notifications and operational
reporting. Advanced tools can be used to help companies schedule more
efficient routes, track fleet performance and analyze their fleet operations.

Fleet Routing Software Features

There are many valuable features to
using automated fleet
routing software including:

  • Fleet
    The planning tool allows you to plan, optimize
    and analyze your fleet. You will also be able to plan your driver
    resources and
    fleet sizing requirements.
  • Intelligent
    Automated fleet routing software
    provides you with intelligent mapping, automatic notifications and
  • Builds
    Detailed Routes:
    The software also builds routes for
    your business. It can build dynamic daily routes or fixed routes. It
    also has capabilities
    for multi-day, single day and one-way routes.
  • Customer
    Service Reporting:
    You will be able to provide superior
    customer service because you can track orders for your customers and
    customer service reporting.

Of Automated Fleet Routing Software

  • Reduces
    Operating Costs:
    Better route planning and driver
    will lower your operating costs. You will be able to generate a return
    investment in a matter of months instead of waiting years.
  • Increased
    Fleet Efficiency:
    Your fleet will be operating at
    maximum efficiency with effective driver tracking and route planning.
  • Real-Time
    Estimated Times Of Arrivals:
    You will know exactly
    when your drivers should arrive on a job location with real-time ETAs.
    Automatic notifications will be sent to the fleet manager to provide
    Drivers can also get turn-by-turn directions if they need assistance
    finding a
    job site.
  • Competitive
    Using intelligent automated fleet
    routing software, your business can use performance reporting to gain a
    competitive advantage. Customer satisfaction will increase because
    drivers will
    arrive at the given ETA and they will be able to track orders.

More information: Automated Fleet Routing Software


Better Route Optimization With A Fleet Management System

Fleet Management System & Route Optimization

Original Article Written by: Thomas Jiang, Geotab Senior Developer

It wasn’t that long ago drivers of fleet were using paper maps with directions on paper. They would rely on their own memory to come up with the best route for reaching the destination. With the introduction of advanced fleet management technology, organizations and companies with large fleets have recognized the significance of route optimization for improving the efficiency of an entire fleet.

Routing has proven to be one of the most important parts of fleet management, especially in an economy with rising fuel prices. Routing can significantly increase productivity and efficiency of the fleet while reducing costs at the same time. Route planning is especially important to fleet managers; for example, a fleet manager at a delivery company would be responsible for setting a delivery plan each day for every driver using the best possible route. The driver would then be required to follow this route. While this may have proven to be somewhat efficient there was room for improvement and simplification to further increase productivity. With the integration of routing into the always advancing fleet management systems, drivers now follow pre-scheduled routes that have been put into the system and directly sent to the driver. The fleet managers can then review at the end of the day whether the driver followed the provided route and can determine the productivity of each individual.

Users can easily create a route consisting of multiple zones on a map in the My Geotab fleet management system. Drivers can then see the routes from their GPS device.

The fleet management system also provides an easy way to compare actual routes versus planned routes, as well as other important information such as:

  • Expected Arrival Time
  • Actual Arrival Time
  • Stopped Zone
  • Duration of Idling

Managers can also access the Route Summary Report to find out the number of routes that have been followed over any specific time period. This will allow them to see a summary of the entire fleet. Through the Route Summary Report, users also can access:

  • Route Name
  • First Departure
  • Last Arrival Time
  • Office Duration
  • Home Duration
  • Driving Distance

fleet management system fleet route optimization
fleet management system fleet route optimization

The routing calculation itself can be quite complicated.
Many larger corporations have developed their own route calculation system over the years based on their own requirements. Creating thousands of routes one by one, however, is a huge task – especially when routes change over time. In order for users to be able to integrate their routing calculation into the MyGeotab fleet management system and make the best use of the other fleet management features, MyGeotab provides a comprehensive solution where users are able to import their routes using the Software Development Kit (SDK).

In a typical case, with the help of the SDK users are given the options to import vehicles, zones, routes and drivers in just a few API calls, and MyGeotab will automatically pick up the defined route. The fleet manager can then go to MyGeotab to view and dispatch the routes as well as run different reports on these routes. Because of the powerful SDK from Geotab, users can update their routes regularly.

To learn more about our fleet management systems, MyGeotab, or about route optimization, contact one of our fleet consultants today!

Original Article Written by: Thomas Jiang, Geotab Senior Developer