Functions Of Dispatch Department

 Introduction And Definition

                          Dispatch is the standard process of resources allocation, be it people or vehicle, to handle transportation of goods efficiently. It form the primary stage of logistics and lays the foundation for the overall delivery experience. Dispatch is a procedure for assigning employees or vehicles to customers. Industries that dispatch include taxi cabs, couriers, logistics, transportation, as well as home and commercial services. such as maid services, plumbing, HVAC, pest control and electricians. 

                    In industries mostly finished goods are dispatched to client. In industries dispatch department is very important department, who is responsible for dispatch the goods to the clients as per their requirement. Dispatch department is responsible for selection of  transportation services, packaging of dispatch materials and preparation of dispatch invoices along with other supporting documents. 

Dispatch Manager

                           A dispatch manager is a person who is supervise the total dispatching activity. He is responsible to ensure all goods are accounted for each shipment, and to ensure each shipment arrives on time. Dispatch manager work directly on the warehouse or call center floor to make sure everything gets done. The role of dispatch manager requires a combination of hard and soft skills to be successful. This is a fast-paced position that involves a lot of moving parts, so it requires someone who has above average organisation and prioritization skills. This roll is also a managerial position, so it takes someone who thrives in a leadership position to be successful. They have to be able to evaluate and develop talent, and they also have to be able to motivate their employees to give their best each day in each task. 

Functions Of Dispatch Manager

                           The main functions of dispatch manager is to determine the priority, to set the best order, to make instructions and to control control the process. Proper storage of finished goods. Pack the materials as clients required standard. arrangement of vehicle for dispatch the finished goods. Prepared invoices and reports as per finished goods for dispatch. Review the stock levels of finished goods. Daily communicate with clients, production department, purchase department and sales department for scheduling and advance planning of dispatch goods. 

Documents Of Dispatch Department

                             To operate the dispatching activity, there are several documents are required for future reference and records and they are given below - 

1) Commercial Invoice

                              Commercial is the document in which finished goods as well as buyers and sellers detailed information is given. In this document dispatched goods total quantity, rate per quantity and total amount mentioned.

 

2) Pre Dispatch Inspection Report (PDIR)

                              PDIR is the document which is filled by quality quality manager in industries. In this document dispatch goods specifications and dimensions are given. 

3) Sales Order

                            Sales order is the buyer's document, in this buyer mentioned what he want to purchase, at what price purchase, delivery point, required vehicle type and payment terms. 

4) If the goods are subject to export dispatch , then below documents are mandatory for dispatching the goods. 

a) Certificate Of Origin

b) Dock Receipt And Warehouse Receipt

c) Insurance Certificate

d) Export License

e) Export Packing List

f) Proforma Invoice

g) Certificate Of Free Sale

h) Shipper's Letter Of Instructions

i) Inland Bill Of Lading

j) Ocean Bill Of Lading

k) Air Waybill

l) Dangerous Goods Forms

Rolls And Responsibilities Of Dispatch Manager

                           For operating effective and smoothly dispatching activity the dispatch manager must be follow below rolls and responsibilities - 

1) Recruit and train employees

2) Develop and maintain an efficient work flow

3) Keep records of employee productivity

4) Maintain relationships with suppliers and vendors

5) Prepare and deliver regular dispatch reports to senior management.

6) Develop delivery routes and maintain contact with drivers through out the day 

7) Collaborate with management to modify daily routes to accommodate the needs of client.

8) Cultivate strong relationships with drivers and customers to reduce the stress that comes with last minute schedule changes.

9) Monitor any sudden rate changes or road construction issues and work with drivers to establish new routes for timely delivery.

10) Maintain required stock levels of finished goods for timely delivery.

11) Arranges shipments by checking stocks to determine, inventory level anticipating delivery requirements and placing orders.

12) Utilize GPS tracking systems in order to manage, track and locate drivers within their assign.

13) to ensure that vehicles are load correctly.

14) Delegate and priorities duties to achieve objectives. 

15) Ensure all record electronic and paper are being maintained and recorded correctly.

16) Dispatch planning based on production planning.

17) Maintaining the discipline and monitoring of the department allotted areas as per 5-S methodology.

18) Monitoring and controlling of all the safety gears.

19) Order execution, coordination with marketing for clearances.

Conclusion 

                  The dispatch department focuses on improving the operational efficiency of the company by improving communications, and enhancing consumer clients satisfaction through delivery of excellent services. Dispatch managers have strong communication skills. They are adept at customer service and multitasking. A key task of the dispatch manager is to respond to client and worker questions and concerns. 

                   They must resolve problems and communicate in a friendly and efficient manner. Dispatch manager work in fast-paced environments where they must react and learn quickly.