Workload in the Office in Urban Freight Transportation Operations

In urban trucking operations, the role of a secretary in an office is critical to ensure the smooth functioning of the logistics process. However, high volumes of 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, calls regarding delivery delays, route changes and accidents may be prioritized, while general inquiries and calls regarding routine matters may 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 manage calls while she is busy with other tasks. This allows callers to leave a message and ensures their queries are addressed in a timely manner.

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

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

Schedule Callbacks: The secretary can schedule callbacks for non-urgent calls, which can help manage workload and ensure all calls are handled in a timely manner.

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

With COREDINAT Transportation/Cargo, you can reduce the excessive burden on the secretariat by half and gain cost advantage. COREDINAT 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 end-to-end integration, the information of the customer calling the switchboard appears on the secretariat's screen. 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 listed according to the appropriate capacity and the right to choose is given. Load information and customer address are sent integrated to the map and navigation via notification, call and message to the selected vehicle driver. Telephone traffic with the driver is reduced to a minimum.

Control mechanisms created with Geofence start working as soon as the load is defined. The need to call the secretariat is eliminated by controlling excessive waiting in the cargo area, lingering on the road, and constant notifications to the customer about the status of the load on the road.

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