What Is a Freight Dispatcher?

Have you ever wondered who handles all the behind-the-scenes work in a logistics firm? Freight dispatchers are the industry's unsung heroes. They’re the people who keep everything running smoothly with the operational side of things, from managing drivers to keeping customers updated and resolving any issues that pop up with loads.

Every successful freight dispatcher needs to be highly skilled, but one fundamental capability they all must have is to be able to relay information properly to all parties involved in an operation. Whether it’s updating drivers on the details of their loads or informing clients about potential delays, it's a tough gig. All it takes is one tiny mistake when communicating with one of the drivers, and it can mess up an entire operation, potentially costing a company thousands of dollars if things aren’t handled properly.

Negotiation also plays a massive role in the position, as freight dispatchers are often responsible for making deals on loads and evaluating whether taking them on is profitable for the company. Add in tight delivery deadlines and trying to find drivers available, and you've got one of the trickiest jobs within the sector.

What Does a Freight Dispatcher Do?

With a bunch of daily tasks to oversee, both truck and air freight dispatchers have a lot to stay on top of, including:

Striking Agreements on Loads

One of the primary purposes of hiring a freight dispatcher is to handle load negotiations and strike agreements with potential partners. This is primarily done using load boards, which are online tools that help dispatchers find potential companies to partner with for transporting their goods.

Coordinating Fleet Servicing

Regular maintenance is necessary to get the best out of the vehicles in a fleet. Without it, you risk finding yourself in a situation where you need to get constant expensive repairs done in the future. This responsibility will fall to the freight dispatcher, who has to monitor each vehicle's performance on the road. Part of their role is communicating with drivers about any problems a vehicle is having and, when necessary, scheduling them in for a servicing to keep everything running smoothly.

Overseeing Shipment Times

A logistics company's freight dispatcher is heavily involved in directing shipment delivery times. They assign shipments to the proper drivers to deliver the load on time and meet the customer’s specific requests.

If any issues arise while the load is on the road, it’s up to the dispatcher to quickly resolve them. They'll work closely with the driver, providing real-time solutions to make sure everything stays on track and the drop-off is successful.

Control the Reports for Management

Freight dispatchers are put in place to allow management to take a hands-off approach. As a result, dispatchers are in charge of keeping the company hierarchy briefed with up-to-date reports on significant deliveries and upcoming opportunities to allow them to make informed decisions.

Route Planning

It's up to the freight dispatcher to take appropriate steps so that drivers can deliver their loads on time. They do this by planning routes in line with the number of drop-offs each driver has to make during their shift. In addition, any events that may impact the process must be factored in, like traffic jams, poor weather, or poor infrastructure.

Keep Track of Driver Logs

Every driver at a freight company is required to maintain a driving log, which tracks critical information such as their time on the road, delivery numbers, and workdays. It’s the freight dispatcher’s job to keep a close eye on these logs so that all drivers are following the rules and fulfilling their duties. If not, the company could run into some serious issues.

Freight Brokers vs Freight Dispatchers: Differences Between the Two

It's easy to confuse freight brokers and dispatchers because they both play a major role in arranging shipments, but they're not the same thing. Several characteristics make them different, including:

The Role of a Freight Dispatcher

Freight dispatchers operate on behalf of carriers, unlike freight brokers, who are more like independent negotiators. Their primary responsibility is to focus on making sure a carrier's loads arrive where they need to go safely and on time, all while coordinating drivers.

On any given work day, dispatchers are always busy calling customers with updates, speaking with drivers on the road, and checking that everything is running smoothly and aligns with management's expectations.

So, How Do Freight Brokers Differ?

A big difference between freight brokers and dispatchers is that freight brokers operate independently and aren't employed by either party. They act as the middleman, connecting companies and freight shipping carriers to assist both sides in striking a deal that works in their favor and hopefully building a long-term business relationship. Unlike carriers, freight brokers don’t own a factory or office. Instead, they rely on the client base they've built over time to secure the best deals for their customers.

How Can a Freight Truck Dispatcher Help Your Company

Availing of a freight dispatcher service can significantly improve the day-to-day operations of your company in many ways, such as:

More Favorable Rates

When it comes to negotiation, independent freight dispatchers are experts at getting favorable deals over the line that will benefit companies. These people do this for a living; they know the markets well and have a wealth of connections that give you the best chance of securing a good financial arrangement. With someone like this working for your company, you can rest assured you'll earn additional profits on your loads.

Streamlined Day-To-Day Operations

There are a lot of day-to-day operations that need to be handled in a logistics company, and the owner just doesn't have enough time to take care of this side of things and grow the business at the same time. Hiring a freight dispatcher gives owners the chance to relieve themselves of these duties while they can focus their attention on more important things.

They Open the Door to Better Opportunities Through Their Connections

Anyone who becomes a freight dispatcher and gets their certification has a network of connections they can contact when making business arrangements. This enables the companies they're working with to expand their operations and secure high-value customers, ultimately increasing revenue and providing opportunities for further growth.

Potential to Save Money on Route Planning

Employing a freight dispatcher who knows the ins and outs of the geographic area where your business operates can come with a range of valuable advantages. One of the biggest is the savings you'll see on route planning. A dispatcher with local expertise will know the most efficient routes to get your vehicles where they need to go, cutting down on unnecessary mileage and fuel costs.

Imagine a situation where your dispatcher spots a route that's just a few miles shorter for a delivery. It might seem small at first, but those few miles shaved off can save a noticeable amount on fuel costs. Now, multiply that savings across multiple deliveries heading in the same direction every week, and suddenly, you’re looking at sizable cost reductions.

The Final Takeaway on Freight Dispatchers

Freight dispatchers are a key component of any successful logistics organization. They’re the backbone of the operation and the go-to between drivers and customers without requiring constant oversight from company owners. If you’re on the fence about hiring a freight dispatcher, we hope this article has provided the clarity you need. Now it’s time to take the next step and bring one on board!