Dispatching Checklist: How to Assign the Closest Technician
Every mile your technicians drive between jobs costs you money and time. Efficient dispatching - assigning the right technician to the right job at the right time - can mean the difference between completing 4 jobs per day and completing 6. This comprehensive checklist will help you optimize your dispatching process.
The True Cost of Poor Dispatching
Before diving into the checklist, let's understand what inefficient dispatching actually costs your business:
Hidden Costs of Poor Dispatching
- $0.67/mile - Average cost per mile driven (fuel, wear, depreciation)
- $35-50/hour - Labor cost while technicians drive between jobs
- 1-2 jobs/day - Jobs lost due to excessive drive time
- 15-20% - Revenue lost from missed time windows
The Complete Dispatching Checklist
1Know Your Technicians' Real-Time Locations
You can't assign the closest technician if you don't know where your technicians are. GPS tracking is no longer optional for efficient dispatching.
Checklist Items:
- Implement GPS tracking for all service vehicles
- Use software that shows technician locations on a map in real-time
- Set up location updates that refresh at least every 5 minutes
2Track Current Job Status
Location alone isn't enough. A technician might be 5 miles away but in the middle of a 3-hour job. You need to know current job status and estimated completion time.
Checklist Items:
- Require technicians to update job status (en route, arrived, working, complete)
- Estimate job duration based on job type and historical data
- Display estimated completion time for each active job
3Match Skills to Job Requirements
The closest technician isn't always the right choice if they lack the skills or certifications for the job. Always check qualifications before dispatching.
Checklist Items:
- Maintain skills profiles for each technician
- Track certifications and expiration dates
- Tag jobs with required skills at booking time
- Filter technicians by skill when dispatching
4Consider Traffic and Travel Time
A technician 10 miles away on the highway might arrive faster than one 5 miles away in urban traffic. Use actual travel time estimates, not just distance.
Checklist Items:
- Use real-time traffic data for travel time estimates
- Account for time of day when estimating travel (rush hour vs. midday)
- Show ETA, not just distance, when selecting technicians
5Check Parts and Equipment Availability
Dispatching a technician who doesn't have the required parts means either a wasted trip or a trip to the supply house. Know what's on each truck.
Checklist Items:
- Track truck inventory for common parts
- Note special equipment requirements on jobs
- Match parts requirements to truck inventory when dispatching
6Respect Scheduled Appointments
When dispatching for a new call, don't forget about scheduled appointments. A technician might be "available" but have a 2 PM appointment that limits their availability window.
Checklist Items:
- View full daily schedule when dispatching
- Calculate if new job can be completed before next appointment
- Build in buffer time for unexpected delays
7Communicate Dispatch Instantly
Once you've made the dispatch decision, get that information to the technician immediately. Delays in communication waste everyone's time.
Checklist Items:
- Send dispatch notifications via push notification or SMS
- Include complete job details in the notification
- Provide one-tap navigation to the job site
- Require acknowledgment of dispatch
The Dispatching Decision Flow
When a new job needs to be dispatched, follow this decision process:
- 1
Identify qualified technicians
Filter by required skills, certifications, and equipment
- 2
Check availability windows
Review schedules and estimate current job completion
- 3
Calculate travel times
Use real-time locations and traffic data
- 4
Select the best match
Choose the technician who can arrive soonest while meeting all requirements
- 5
Dispatch and confirm
Send notification and verify acknowledgment
Tools That Make Dispatching Easier
Manual dispatching with phone calls and paper schedules simply can't keep up with modern service businesses. You need software that provides:
Real-Time Map View
See all technicians and jobs on a map
Skills Matrix
Filter technicians by qualifications
Schedule Integration
See availability at a glance
One-Click Dispatch
Assign and notify instantly
How JobWright Handles Dispatching
JobWright's dispatching features were built specifically for field service businesses. Here's what you get:
- Dispatch board: Visual board showing all technicians, their current jobs, and availability
- Map view: See technician locations and job sites on an interactive map
- Skills matching: Filter technicians by skills and certifications
- Instant notifications: Push notifications and SMS alerts for new dispatches
- Schedule integration: Dispatching automatically updates the calendar
Ready to Dispatch Smarter?
JobWright includes full dispatching capabilities for just $99/month. Start your free trial and see how much time you save with efficient dispatching.
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