There is approximately four weeks before peak season begins and we all realize everyone is extremely anxious for it to be upon us after such a cold and dismal winter. Having said that, all indications lead Planes and industry leaders to believe that it is going to be a very busy peak season with lots of opportunity. As they say “now is the time”, make yourself available to work as many days allowable and stretch yourself.
In an effort to help ensure you are all well prepared, we will be sending out various “business tips” to each of you via e-mail and posting on the “Van Operator Portal. In addition, your respective dispatcher will review these tips with you as they come out. We intend to send them every Wednesday leading up to peak season. There will be tips from Safety, Operations, Billing, Customer Service, and Claims. Again our objective is to ensure each of you are well prepared to have a most successful financial peak season. An example of these tips will include:
Safety - 30 Minute Break – Once you go on duty, you must take a 30 minute Rest Break within the next 8 hours. The ideal Rest Break Time is between the 6th and 8th Hour
Safety – Reminder to van operators not to carry prescription medication in those little seven day pill reminder cases. Some officers are counting them as illegal drugs unless they are in prescription bottles with the your on them. You also can not use your spouse’s prescription bottles or medication. Cough syrup with alcohol can not be in the truck if open at any times as it also can be considered open alcohol. One other thing that might help with the prescription medication: you can take pictures on your phone of the labels or make copies and attach them to the pill holders. The key is documentation.
Safety - Remind everyone to drive safe and wear their seat belt. Here's some statistics to support driving safely and wearing your seat belt, because if not the outcome may not be good. 2011 National Highway Traffic Safety Administration (NHTSA) Fatality Reporting Analysis System (FARS) data showed that 32,367 people lost their lives on America's roadways in motor vehicle crashes. Bringing it closer to home, 3,341 fatal large truck crashes involved 3,608 large trucks and resulted in 3,757 fatalities. In addition, 635 or 17% of the fatalities in large truck crashes were large truck occupants. 64% of fatal crashes involving a large truck occur on rural roads. And, out of all the fatalities 33.8% were not wearing their seat belt. Again, remind everyone to drive safe and wear their seat belt.
Operations – If you feel there is justification to “Challenge” any binding orders it must be done BEFORE you start loading.
Operations – Please remember to make a pre call to the customer the day before loading to the customer and the counselor. It is important to notify the customer of the correct time frame for your arrival and to get move information from the counselor.
Operations – Reminder all overflow items should be square, easily containerized items that can be handled by 1 person where possible.
Billing - Please be sure all paperwork being sent to the Billing Department has the required detailed information, dates and signatures. It is important that the Customer sign properly filled out AR23 forms- not have the customer sign blank forms. Without properly filled out paperwork we may not be able to bill or pay for services rendered.
Billing – It is extremely important to status your jobs in a timely and accurate manner. Mistakes or omissions will delay processing and your payment for services.
Billing – Reminder that 2 sets of weights are required in order to process a challenge on a COD relocation
Customer Service - Please be sure the “Notification of Loss or Damage Forms” are completed on Military deliveries. Failure to do so can result in delayed or non payment to Planes and could also result in delayed or non payment to the van operator.
Customer Service - Please remind all customers to return their van line survey. Make sure they know it is important to you do to so.
Customer Service - Unpacking must be performed on a Military shipment at the time of delivery unless waived by the shipper. If the shipper requests the unpack then it must be performed on delivery day. If there are extenuating circumstances, i.e large shipment or hours of service violation, and driver cannot unpack on delivery day then he must call the Booking Agent for make arrangements for the DA to come back at a later date to perform the unpack.
Claims – Please be sure the customer signs the High Value Inventory form whether they have contents or not.
Claims – Bingo sheets must be used for every residential interstate shipment delivering out of SIT. This excludes military shipments. The charge for missing if a bingo is not used can be up to $4000. Please help us keep claims costs low! Please use the Bingo.
Claims – Reminder to Please use the PROPERTY DAMAGE EVALUATION FORM to document pre-existing damage to the home and then after loading to note any new damage. Walk thru the house with the customer while making notations. This completed, signed and dated form has the potential to save $1000 at origin and $1000 at destination for property damage claims!
After receiving these tips, if you have any questions, please don’t hesitate to contact your dispatcher. Let’s all work together to make this peak season Safe and Successful for our Customers, Van Operators and Planes.