Reducing Office Workload in Urban Freight Transportation Operations

The role of a secretary in an office in trucking operations is critical to ensuring the smooth running of the logistics process. However, high-volume phone calls can cause overload and create significant difficulties. Here are some possible strategies to alleviate this problem:

Prioritize Calls: The secretary can prioritize calls based on importance and urgency. For example, searches regarding delivery delays, route changes, and accidents can be prioritized, while general inquiries and calls regarding routine matters can be handled later.

Use Call Screening: The secretary can use call screening to identify the caller and the purpose of the call before answering the call. This can help prevent unnecessary calls and interruptions.

Use Voicemail: The secretary can use voicemail to handle calls while busy with other tasks. This allows callers to leave a message and ensures their queries are handled on time.

Use Automated Systems: Automated systems such as Interactive Voice Response (IVR) can help with routine inquiries such as shipment tracking, delivery times, and invoice inquiries. This reduces the workload on the secretary and allows them to focus on more critical tasks.

Use Call Forwarding: Calls can be forwarded to other members of the team or, depending on the nature of the call, to departments such as shipping, customer service, or sales. This helps distribute the workload and handle calls promptly.

Schedule Callbacks: The secretary can schedule callbacks for non-urgent calls, which can help manage the workload and ensure that all calls are handled on time.

Overall, effective communication and planning can help alleviate the problem of excessive phone calls for the secretary during urban trucking operations.

With COREDINAT Transport, you can reduce the overload on the secretariat in half and provide a cost advantage. COREDINAT Transport is an artificial intelligence-supported software that offers end-to-end solutions where you can manage all transportation/cargo switchboard, accounting, and vehicle tracking systems from a single screen.

Thanks to the end-to-end integration, the information of the customer calling the exchange falls on the screen of the secretariat. All past shipments, balance information, and all important information are on the screen. As soon as the shipment information is entered into the system, the vehicles closest to the cargo address are sorted according to the appropriate capacity and the right to choose is granted. Notification, call, message, load information, and customer address are integrated into the map and navigation of the selected vehicle driver. Telephone traffic with the driver is reduced to a minimum.

Control mechanisms created with Geofence start to work as soon as the load is defined. It eliminates the need to call the secretariat with constant notifications to the customer about the long wait in the cargo area, the delay control on the road, and the status of the cargo on the road.

COREDINAT Transport/Cargo is the key to digital transformation in operations. It both eases the workload and reduces costs by up to 35%.