Make Your Trucking Office Run More Smoothly – Expert Advice

Therefore, it is often stressful. It is stressful depending on the niche in the industry, for the company owners, the drivers etc.

However, being positive at your trucking company is always the best lesson you could give to your employees, especially to the new truck drivers.

trucking office Maintain a Positive Attitude

The optimism is normally leading to motivation and belief that a particular goal can be achieved.

In particular, it is always the mindset that matters. Correspondingly, it is your choice what will you do with it.

The thing is, you need to discover what motivates your employees. Thus, you will incentivize the dispatchers to do amazing things every day.

More importantly, the dispatchers will be more thoughtful when it comes to drivers and will help them instead of creating tough routes for them.

trucking office Positive Attitude

On the other hand, you can find a way to incentivize truck drivers. In this way, they will be more careful with the cargo securement, as well as the Hours of Service Regulations (HOS).

Continually, depending on the type of freight that drivers transport, they will respect more the following regulations:

  • Federal Motor Carrier Safety Administration (FMCSA)
  • National Highway Traffic Safety Administration (NHTSA)
  • Safety and Fitness Electronic Records System (SAFER)
  • Pipeline and Hazardous Materials Safety (PHMSA)

6. Make Business Planning a Priority

Same as it is important to maintain positive vibrations it is important to create the perfect business plan.

Once you start a trucking company, the next step is to make your business plan a priority.

trucking office business planning

What are the most important parts of one business plan?

  • Finances
  • Customer Target
  • Organization and Management
  • Marketing and Sales
  • Services

To begin with, you need to know your financial status. Having said this, you need to know what amount of funding you will actually need in order to achieve your goals.

Furthermore, a good business plan can never be written at once. Due to the possible evolution of one trucking business and the upcoming trends, your assumptions might not be achieved.

trucking office business plan

To emphasize, it is important that you know what you are actually selling, or what your services are, in particular.

Furthermore, you will need to be in good terms with the trucking associations as well.

This is important because it is beneficial for your trucking company to become a member of one or several of them.


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For example, the following are actually some of them:

  • American Trucking Associations (ATA)
  • The National Association of Small Trucking Companies (NASTC)

Continually, knowing the customers’ target will lead to better marketing and sales. This marketing will consequently lead to providing better services.

Furthermore, the quality services will get your company a reputation and a place among the member of the American associations in the trucking industry.

7. Take a Walk Through Your Office and Communicate with the Employees

Developing an effective communication with the employees in the trucking office can sometimes be a tricky task.

I say this because it is rather complicated. Having said this, it is always tougher to talk and manage people than manage paperwork.

On the subject of this, an effective employee-owner communication takes effort and thoughtfulness in order to be achieved.

trucking office communicate with the Employees

To continue with, the communication is something every company leader needs to possess in order to create a better work ethic in the trucking office.

Research of one trucking company’s work environment shows that every company owner needs to communicate with the employees.

More importantly, he needs to do this from the very beginning of their careers. In other words, the first day they step a foot in their trucking office.

trucking office employees

To put it in a different way, here are some strategies to put into practice for improved communication in the trucking office:

  • Sending weekly correspondence to all of the employees
  • Build comfort
  • Talk about what is not working
  • Hold meetings
  • Answer employees email within 24 hours

Notably, talking with employees will get you closer to them. In this way, they will get to know you as a person and will obey you more which actually is a huge plus for the company.

8. Replace Antiquated Equipment with Newer Technology

Due to the complexity of the trucking industry, it is always important to have the newest trucks and technology.

Having said this, it is crucial to pay attention to this for a better and smooth running of a trucking office and company in general.

To continue with, having the latest Volvo trucks, Freightliner, or Kenworth is really important for an OTR truck driver.

trucking office technology

Besides getting new trucks, there are other truck accessories that you need to have as a respected trucking company.

To put it in another way, there are also the technology accessories included. For instance, having the best GPS tracker or fuel optimizer is essential.

Why am I saying this?

Having better quality equipment improves the work of the truck drivers as well as a dispatcher.

Consequently, benefits the company’s success too. In this way, with the help of the GPS, your truck drivers will perform much better.

trucking office truck driver

Furthermore, the dispatchers will easily locate truck drivers and check where they are in specific, emergency situations.

Continually, the GPS tracker improves your trucking business by allowing your customers track their loads.

Thus, they will gain trust in your company and your services which will take your company’s reputation to a higher level.

9. Written Office Procedures Reduce Daily Tasks Confusion

When running a trucking business, procedures can sometimes be restrictive and sometimes they lack in detail.

If you have increased the number of tasks to do, written trucking office procedures can you through the tasks.

Notably, a well-written procedure has a great impact on an organization. In fact, they help people and companies function better.

trucking office tasks



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