Discussions about a shipment often touch on little more than pick-up and delivery times, details about the freight, and ultimate destinations. The related scheduling efforts?

These are limited to calculating distances, assuming an average speed of 70-80 km/h, and asking about the status of logbooks.

Drivers are left to manage every hour of service along the way.

But fleet operations teams who search for a little more information can help drivers establish the detailed trip plans that create a better balance between customer demands, hours-of-service regulations, and the need to rest.

It is a process that begins with open conversations between dispatchers and drivers.

After all, a surprising number of challenges emerge because of simple misunderstandings.

A driver who is told to return to a fleet yard “as soon as possible” after delivering a load may assume he is being told to make the trip at all costs – even if that means bending hours-of-service rules or driving when fatigued. Clearly stated company policies can tell him otherwise.

Meanwhile, a dispatcher who assumes that an experienced driver will recognize an approaching limit on driving time may forget that the driver’s last training session was based on an old version of the regulations. Specific information will leave nothing to chance.

Ongoing conversations can also help to uncover bad habits like the extended coffee breaks or delayed departures that conspire against the most reasonable delivery schedules.

Consider the length of every lunch break as an example. Hours-of-service rules clearly define minimum rest periods, but drivers are responsible for deciding how long a break might last.

Someone who chooses to spend three hours at a truck stop might technically be leaving enough time to reach a destination, but they may also be consuming the time that was built into the schedule to offset unexpected traffic jams, delays related to road construction, bad weather, or the need for an extended rest when feeling truly fatigued.

Suggestions about specific departure times can make a difference, too.

A trucker who tries to cross the Canada-US border when there is less than an hour of available driving time could certainly be squeezed into an hours-of-service violation if there is an unexpected delay.

And any hopes of staying at a particular truck stop will involve looking beyond the hours it will take to reach the destination, and consider the time of day when the related parking spaces tend to be filled. Otherwise, the off-duty time may need to be spent on the shoulder of a road, far away from the environment that can ensure a more restful sleep.

Dispatchers who are informed about ongoing construction delays, collisions, or other time-crunching factors will even be able to share the details with other drivers in the fleet, and plan future routes accordingly.

Of course, shippers and receivers have a role in the trip planning process as well.

Operations personnel who commit to working with their customers can often address a number of challenges, ensuring that freight continues to arrive safely and on time.

Yes, this may be the era of just-in-time deliveries, but there is no secret that delays continue to be a fact of life. A few small changes can make a big difference in the impact these delays can have at any loading dock.

Drivers are often expected to sit close to a radio during any delay, waiting for instructions on when to head to the next available loading bay.

Receivers who become true partners in a trip planning process might be able to find a way to allow delayed drivers to climb into the sleeper for a defined period of time, creating an opportunity for some real rest.

And clear directions to secure parking areas could certainly offer a better alternative to situations in which drivers are told to move their equipment when the lines of a logbook dictate that it is time to park for a rest.

Trucking is a business, and freight must continue to move. Refined schedules or delivery procedures can also require changes to a corporate culture. But those who embrace the idea of trip planning will be able to help ensure that freight is protected, drivers are rested, and every highway becomes a little safer.

They are the plans that should help everyone to sleep a little bit easier.

– This month’s expert is Kevin Dutchak, risk services specialist with Northbridge Insurance. Kevin has served the trucking industry for more than 25 years as a driver, in operations, safety, training and risk management services. Northbridge Insurance is a leading Canadian commercial insurer built on the strength of four companies with a longstanding history in the marketplace and has been serving the trucking industry for more than 60 years. You can visit them at
www.nbfc.com.