10 Proven Tips for Dispatchers
Master the art of dispatching with proven strategies for load selection, driver management, and profit optimization. From smart filtering to facility communication, learn the tactics that separate great dispatchers from the rest.
1) Load Strategy & Filtering
🔥 Tip: Use Smart Filters to exclude weak states like Florida, Maine, and Vermont.
Why: These regions often have low outbound rates and poor reload options.
How:
- In Loadex, open the Load Board
- Use the "Exclude States" filter
- Save as a preset: "Strong Zones Only"
✅ Result: Fewer junk loads, faster booking decisions
2) Driver Matching & Psychology
🔥 Tip: Ask drivers about their weekly mileage goals.
Why: Matching loads to driver expectations reduces cancellations and burnout.
How: Ask: "How many miles do you want to run weekly?"
- Tag drivers in Loadex (e.g. "2500 mi/week")
- Match loads accordingly
✅ Result: Happier drivers, smoother dispatching
3) Facility Communication & Scripts
🔥 Tip: Always confirm appointment, product, and parking before dispatch.
Script: "Hi, I'm calling to confirm a pickup for [Driver Name] with pickup number [XXXX]. Can the driver arrive early? Is overnight parking available?"
✅ Result: Prevents missed appointments and wasted trips
4) Trailer-Specific Dispatching
🔥 Tip: Use Stepdeck trailers for tall freight exceeding 8'6" height.
Why: Stepdecks allow legal transport of oversized loads without permits in many states.
How: Filter loads by height
- Match with Stepdeck-equipped drivers
✅ Result: Access to premium freight with fewer restrictions
5) Time Management & Planning
🔥 Tip: End each day with a 5-minute plan review.
Why: Prevents last-minute chaos and improves next-day performance.
Checklist:
- Check weather
- Confirm appointments
- Review driver availability
✅ Result: Fewer surprises, better control
6) Rate Optimization & Profit Protection
🔥 Tip: Use Loadex's Profit Calculator before booking.
Why: Gross rate doesn't show true profit.
How:
- Open load
- Click "Profit Calculator"
- Enter fuel, tolls, driver pay
✅ Result: Smarter quoting, protected margins
7) Loadex Feature Hacks
🔥 Tip: Save filter presets for each trailer type.
Why: One-click access to your ideal load list.
How:
- Set filters (e.g. Reefer, $2.50+/mi, Midwest)
- Click "Save Preset"
✅ Result: 10x faster load search
8) Market Awareness & News Tracking
🔥 Tip: Use DAT News and Loadex Hot Market Map to spot demand zones.
Why: Market shifts daily — stay ahead.
How:
- Check DAT News for rate trends
- Use Loadex map to find hot lanes
✅ Result: Better rates, smarter routing
9) Risk Prevention & Emergency Planning
🔥 Tip: Avoid loads with excessive deadhead (>100 miles).
Why: Empty miles = wasted fuel and time.
How:
- Check "Miles to Pickup" in Loadex
- If >100 miles, look for reloads nearby
✅ Result: Efficient routing, better ROI
10) Daily Dispatcher Wisdom & Mindset
🔥 Tip: Always plan twice — wise dispatchers leave room for error.
Why: Freight is unpredictable.
How:
- Add buffer time to tight schedules
- Confirm everything twice
✅ Result: Calm dispatching, fewer emergencies
📞 How to Call a Facility: Step-by-Step
When calling a facility (warehouse, shipper, receiver), your goal is to verify, prepare, and protect your driver.
What is a Facility?
- A facility is the pickup or delivery location listed on the Rate Confirmation.
- You'll find it in Loadex or DAT under the load details.
☎️ What to Ask When You Call
1. Appointment & Load Match
- "Hi, I'm calling to confirm a pickup for [Driver Name] with pickup number [XXXX]."
- Ask:
- Is the appointment confirmed?
- What product is expected?
- Does it match what the broker sent?
2. Parking Availability
- "Can the driver arrive early? Is overnight parking allowed?"
- Ask:
- Is there a staging area?
- Can the driver sleep there if needed?
3. Operating Hours & Grace Periods
- "What are your hours? Do you accept early or late arrivals?"
- Ask:
- Until what time do you accept check-ins?
- What happens if the driver is 30 minutes early or late?
Why This Call Matters
- Prevents missed appointments
- Avoids wasted trips
- Helps you cancel or reschedule loads that don't match reality
- Builds trust with drivers by giving them accurate info
The True Value is in the System, Not the Hack
True success in modern logistics doesn't come from chasing quick fixes or "hacks." It's built on the foundational certainty that a learning AI system provides. By adopting tools like Loadex AI, you aren't just implementing better routing; you are investing in a resilient business model that consistently delivers lower costs and higher client satisfaction. Move beyond daily firefighting and commit to the data-driven future of your fleet.