5 tips to save time and effort in dispatching
We all know how stressful the daily dispatching routine can be. While you are taking a well-deserved sip of coffee, the next trip already needs your full attention because something is not going as planned.
You are in constant contact with your drivers through a variety of communication channels: the phone is ringing and at the same time a new text message and WhatsApp message appear on your phone.
Your orders are well managed by the TMS (Transport Management System). But some of your drivers and subcontractors you work with are not using it. What now?
These tips will help you save time and energy in the stressful dispatching routine.
1. Quick translation of messages into different languages
As a dispatcher, you nowadays have to speak many languages. The right words for quick queries - e.g., where the driver currently is or whether everything worked at the unloading point - can now be spoken while asleep. However, for important queries and problems you have to dig deeper into your language toolkit.
For quick translations, Google Translate(translate.google.com) and DeepL(deepl.com) can help. With these two tools you can easily translate messages you receive. The language is automatically recognised and you can have your answer translated into many languages immediately.
Did you know?
With Heylog you can communicate directly to your drivers via WhatsApp, Facebook Messenger & Co. and have your messages automatically translated.
2. Text templates for repetitive messages
Do you write the same messages over and over again throughout the day?
- "Here is the pick-up address"
- "Here are the documents for customs."
- "Can you make the delivery to the customer by 3:00?"
For repetitive messages, you can write your own templates in a Word document and copy (CTRL + C) and paste (CTRL + V) them into the chat with the driver.
Did you know?
With Heylog you can select templates and communicate with your drivers quickly and easily in just two clicks.
3. The desktop version for WhatsApp, Facebook Messenger and Viber
Are you constantly jumping from one app to another on your smartphone to text your drivers? Did you know that you can access your chat apps on your computer to reply faster?
Here you can find the desktop versions of popular chat apps:
These desktop versions allow you to let go of your smartphone and use a big screen to communicate with your drivers.
Did you know?
Sometimes you might lose track of what's going on. Which conversation belongs to which order? What is the driver's name for the tour again? With Heylog you always have the best overview of all your orders and drivers.
4. Save all data and documents in one place
There are already many solutions for the central management of documents outside your TMS, such as your own file servers, OneDrive, Dropbox, Google Drive and many more. But sometimes it takes a while to find your way through the maze of folders. And sometimes you might not save it correctly under stress.
Unfortunately, it is not that easy to centrally store the conversations via WhatsApp & Co on a server. Even after work or when on holiday, you cannot simply hand over the chat with your drivers to a colleague. Therefore you often have be reachable yourself.
Did you know?
With Heylog you can manage all your conversations in a privacy-compliant way. What's more, if you're not available, you can hand over the conversations to a colleague who can take over for you while on holiday or after your shift.
5. Less communication effort with your customers through tracking links
How often does a customer write to you to ask where the shipment is or whether it will arrive on time? With tracking links, you can reduce many of your customers' questions, as the status of the order is always available.
In many cases, this is easy with your TMS, but it is often difficult with external drivers and subcontractors. In such a case, you can alternatively call your customer and let him know that everything is OK.
Did you know?
With Heylog your driver can easily let you know where they are via WhatsApp & Co. and Heylog automatically recognises the status of your order. You can then share this information with your customer so they know that everything is working as planned.
The daily dispatching routine is already chaotic enough. Therefore we have developed Heylog to save you time and stress.
With Heylog, you can easily communicate with your drivers via WhatsApp, Facebook Messenger and Viber, so you're always connected. Features such as automatic translation, text templates, central document management and tracking links save you valuable time in your day-to-day job.
