5 Dispatching Strategies to Elevate Your Contracting Business

Maximize Efficiency in Your Dispatch Process with These Key Strategies

If you’re a contractor in the trenches of managing a growing business, keeping your dispatch board organized can be as crucial as finding the right tool for a tough bolt. This guide provides five expert dispatching strategies for contractors, designed to tighten up your workflow and quell the daily storm in your office.

1. Block Scheduling Meets Fluid Dispatching

Locking in blocks of time for service calls has always been an excellent strategy to keep your technicians productive but not overbooked. Yet, block scheduling has its challenges. One significant issue arises when a call extends unexpectedly due to multiple repairs or if the customer chooses a higher option (see Menu Pricing), causing delays for subsequent appointments.

As I’m sure you know, customers typically don’t like delays. Combat this by shifting the focus from rigid scheduling to understanding customer lead times. Engage with customers to determine their preferred notice period for a service visit by asking, “Mr./Ms. Customer, how much advance notice do you need before we arrive?”

This strategy enhances customer satisfaction and ensures a more efficient use of your technicians’ time. Online courses, like Fluid Dispatching, can train your office staff to become pros at effectively scheduling customers and placing techs right on the money every time.

2. Call Prioritization Crash Course

 Every call is a job, but not every job is urgent. Here’s the lowdown:

• New Customers: VIP treatment. If they tick the right boxes—location, multiple systems, ready to pay—they jump the queue.
• Service Agreements: They’ve got a contract and loyalty counts. But if it’s not urgent, schedule smart—don’t disrupt a potential new regular.
• Recent Converts: They’re testing you. Deliver on your promise, and they’ll stick around.
• The Old Guard: They’ve been with you. If they hit a crisis, you’re their go-to—make it count.
• The Bargain Hunters: Time is money. If they’re shopping around and you’re busy, feel free to send them to a competitor if they’re not your target customer.

Incorporating this system streamlines operations and readies your team to deliver top-notch service with precision timing. You can learn more about prioritizing correctly in The New Flat Rate’s Dispatching and Creative Call-Taking Workshop and Fluid Dispatching Course.

3. Knowledge Base for Quick Decisions

Your front line—CSRs—need fast access to info. Whether it’s pricing, FAQs, or tech specs, a solid knowledge base cuts down on call time and improves customer satisfaction.

4. Clear-Cut Communication Systems

Techs in the field shouldn’t be playing phone tag. Invest in reliable communication technology that keeps everyone on the same page, reducing errors and saving precious time.

5. Smart Tech for Smart Teams 

Ditch the paper. Modern CRMs and dispatch softwares, customized for the contracting industry, can revolutionize your operations. Automation isn’t just a trendy term—it’s your secret weapon for peak efficiency.

By implementing these strategic dispatching tactics, you’ll do more than smooth out the daily grind; you’ll carve out more time to concentrate on what’s pivotal—expanding your business and profit margins. Remember, in contracting, every moment saved is a penny earned. Start applying these contractor scheduling solutions now to revolutionize your business operations.

Have questions? Call us or email us at 706.259.8892 | info@thenewflatrate.com