A practical guide to Outsourcing the dispatching function

Start with the work, not the label

For business owners and managers, truck dispatch support is a decision that benefits from a clear scope and realistic assumptions. This guide considers truck dispatch support through the responsibilities, review points and practical questions that shape the work.

Dispatch support should be matched to the carrier’s operating requirements. Equipment type, operating hours, workload and the experience required all affect the appropriate arrangement. Define the responsibilities before comparing headline prices.

What the support can include

Remote Digits can assist with load sourcing, rate negotiation, broker communication, driver coordination, tracking, appointments, paperwork, detention documentation, invoicing support and payment follow-up. The tasks included depend on the agreed engagement and the carrier’s instructions.

Compare the arrangements

Remote Digits offers a fixed-cost model based on the salary of a dedicated person, as well as a commission-based model. For dedicated support, confirm the person’s experience, availability and assigned duties. For commission-based support, agree the percentage, the amounts used to calculate it, payment timing and exclusions. Confirm any additional costs in either arrangement.

A practical planning checklist

• Clarify equipment, preferred operating areas and working hours.
• Document who can negotiate and approve a booking.
• Agree how broker and driver updates will be communicated.
• Define document handling and accessorial follow-up responsibilities.
• Confirm the pricing basis, exclusions and escalation process.

An illustrative scenario

Illustrative scenario: a carrier compares a dedicated dispatcher with a commission arrangement. It lists its expected workload and calculates the potential fee under several operating scenarios. Before choosing, it also checks hours, communication responsibilities and the work included in each quote.

Price the actual scope

Ask for a quotation that reflects the work, required experience, volume and working arrangements. Identify what is included and what would be treated as a change. When comparing options, use the same assumptions for each and account for your own review time, systems and any third-party costs.

Protect information and decision-making

Agree who needs access to which systems and information. Use approved channels and permissions appropriate to the responsibilities. Identify who approves sensitive changes and how access will be reviewed when duties or an engagement change. Avoid placing confidential customer, patient, financial or account information in public discussions.

Review the work and refine the process

Review communication, document completeness, unresolved exceptions and the responsibilities actually performed. Results also depend on carrier operations and market conditions. Dispatch support does not guarantee loads, revenue, profit or a particular cost reduction.

Questions to discuss before starting

• What specific responsibilities are included in the proposed scope?
• What experience, availability and systems does the work require?
• Who reviews the output and handles exceptions?
• How will changes in workload, cost or responsibilities be agreed?

A considered next step

Remote Digits can discuss your requirements and the support appropriate to the engagement. Fees, scope and outcomes vary with the nature and level of the work. Use the discussion to clarify responsibilities and assumptions before deciding how to proceed.

Discuss your requirements with Remote Digits