How to become A Freight Dispatcher

As the backbone of the trucking industry, Freight Dispatchers work hard behind the scenes on a mix of support, operations and customer service tasks to guarantee a particular consignment reaches its destination at an appointed time.

• Truck Dispatcher
• Fleet Dispatcher

What do Freight Dispatchers do?

A Freight Dispatcher would typically need to:

• Work with vendors, end customers, drivers and other logistics personnel by phone, email or in-person to manage freight on behalf of a carrier
• Use load boards and personal connections to locate potential customers (shippers and brokers) and profitable freight that needs to be shipped
• Coordinate and manage the most efficient loads to ensure cost-effective operations
• Monitor and maximise mileage to minimise deadhead/empty-load hours and increase profitability
• Combine shipments based on their routes and timeline; use mapping and routing software to minimise the number of trucks and drivers in operation
• Contact drivers and schedule shipment deliveries and pickups 
• Communicate with customers and make a note of any shipment-handling requests; finalise all freight details and communicate them to the customer
• Ensure the deliveries and pickups are done as per schedule; make a note of any route-change requests; 
• Track a loaded truck from pick up to deliver; monitor and reroute drivers in case of emergencies or unforeseen risks; facilitate border crossings
• Generate and verify freight bills and invoices; maintain and review carrier contracts, rates and load confirmations
• Confirm the truck driver’s compliance with relevant transportation rules and regulations; monitor their health and safety
• Maintain, update and monitor drivers’ logs for errors or violations, working hours and equipment availability
• Update clients about the status of their loads; address customer shipment queries and complaints 
• Schedule and monitor truck repairs and maintenance; get the necessary documents and permits that drivers need when shipping chemicals or livestock
• Negotiate best delivery methods and freight charges with vendors, freight brokers, shippers and customers
• Analyse variables such as current weather and traffic conditions to optimise delivery routes and manage incoming customer requests
• Act as an emotionally intelligent central point of contact between drivers, vendors and end-clients; provide assistance, support and crisis management
• Use sophisticated software to map transport routes and keep drivers in the loop during transit

Freight Dispatchers may work in a centralised location within a company or from their home office. They spend long hours at a desk, either scanning multiple computer screens or managing multiple telephone calls simultaneously.

Often, Freight Dispatchers work full-time and are on-call 24/7 to deal with unforeseen events. The job is directly related to trucks which are not confined to the roads Monday through Friday, 9 a.m. to 5 p.m. Your workday is usually very busy with a consistent workload and begins around 6 a.m.

Finding a new job might seem challenging. Freight Dispatchers can boost their job search by asking their network for referrals, contacting companies directly, using job search platforms, going to job fairs, leveraging social media and inquiring at staffing agencies. Self-employemnt as an independent operator is a viable option.

Freight Dispatchers are generally employed by:

• Shipping Companies
• Large Freight Terminals
• Third-Party Warehousing Enterprises
• Government Organisations
• Construction Firms
• Resource Extractors
• Manufacturing Firms

Professional associations and organisations, such as The International Road Transport Union, are crucial for Freight Dispatchers interested in pursuing professional development or connecting with like-minded professionals in their industry or occupation. Membership in one or more adds value to your resume while bolstering your credentials and qualifications.

• Delayed routes
• Behind-schedule deliveries
• Inefficient routes that lead to wasted fuel, unhappy customers, frustrated drivers and unnecessary wear and tear
• Health issues arising out of sitting at a desk for extended periods

You can gain industry experience by working in a role related to trucking, freight hauling/shipping and receiving. Most Freight Dispatchers have previous work experience in cashier, courier, customer service representative, dispatcher or transport administrator roles. 

Trucking experience related to knowledge of driving and transportation rules and regulations will help. A freight internship offers valuable real-world experience on freight transportation laws, weight limits, and safety regulations. It will come in handy when handling scheduling and freight issues as a bonafide Freight Dispatcher.

Read about the profession and interview/job shadow experts working in freight dispatch to prove your commitment to course providers and prospective employers.

Although a high school diploma or GED (General Education Development) will suffice to get you an entry-level job, most employers prefer Freight Dispatchers with an associate or bachelor’s degree in transportation, supply chain management or logistics. A small percentage of applicants have a diploma or certificate.

Familiarity with transport management and logistics software, knowledge of relevant transportation regulations and requirements, and the ability to handle stressful situations and work under pressure is essential. An industry-oriented freight dispatch training course can help you learn all the above and more. You will become aware of the everyday challenges and the way to overcome them with ease.

Voluntary certification in the fundamentals of logistics, supply chain and customer service from an objective and reputed organisation can help you stand out in a competitive job market, carry a significant salary premium of up to 18 per cent and increase your chances of advancement.

A driver’s license is not mandatory but can prove beneficial in giving you a thorough knowledge of traffic laws and the road.

Performance, experience, and the acquisition of professional qualifications drive the career progression of Freight Dispatchers. They can move into management positions within the organisation after learning the ins and outs of the business.

You can also choose to become an Independent Operator after amassing adequate capital, helpful contacts and experience to set up your own company and offer your services to multiple shipping companies,

Candidates with relevant work experience, organisational skills and the ability to multitask under pressure will have the best job prospects.

Continuing professional development (CPD) will help an active Freight Dispatcher build personal skills and proficiency through work-based learning, a professional activity, formal education, or self-directed learning.

The Current Scenario

Freight Dispatchers will continue to be in demand to meet the growing foreign trade and the consequent need for transporting goods via trucks.

Digital Paths to Success

Digital routing tools offer unprecedented visibility into low and high-performing routes. They help Freight Dispatchers assess routes, identify inefficiencies and make wiser and more efficient data-driven decisions to adjust driver schedules and ensure on-time deliveries.

Geofencing technology uses GPS (Global Positioning System), RFID (radio-frequency identification), Wi-fi or cellular data to accurately measure estimated arrival times, completed stops, and when a truck is approaching its next stop. The real-time data allows Freight Dispatchers to make route updates and impromptu decisions.

Live Sharing can offer customers live vehicle locations and real-time ETAs. Increased knowledge of load locations decreases detention time at the destination and ensures seamless deliveries.

 AI dash cameras assist Freight Dispatchers in better identifying and dealing with unsafe driver behaviour while reinforcing perfect safety records. You can take care of continuously rising issues on the road from your office.

Using digital document capture can save drivers and dispatchers from tons of paperwork while customers save numerous hours spent processing those papers.

Potential Pros & Cons of Independent Operating vs Full-Time Employment

Freight Dispatchers who are independent operators working with multiple shipping companies take a cut of each load from those carriers. They have more flexible work schedules and locations. They have full ownership of the business and can select their projects and clients. However, they experience inconsistent work and cash flow, which means more responsibility, effort and risk.

On the other hand, a full-time Freight Dispatcher has company-sponsored health benefits, insurance, and retirement plans. They have job security with a fixed, reliable source of income and guidance from their bosses. Yet, they may experience boredom due to a lack of flexibility, ownership, and variety.

When deciding between operating independently or being a full-time employee, consider the pros and cons to see what works best for you.

The average Freight Dispatcher makes 240 calls per week and talks to 145 different persons.

Fast-paced, constantly changing and generally unending - that's the nature of a Freight Dispatcher’s job. It is rewarding and exciting, provided you have the requisite organisational and communication skills to ensure your driver makes his window time safely and efficiently.

Plan to minimise last-minute changes and improve general workflow and productivity. Set up geo zones, add subcontractors and create job templates. Spend 5-10 minutes at the end of each working day to confirm plans for the next one.