Dispatch Boards: What They Are, How They Work, and How to Use Them in Your Business

The field service management market is expected to reach $7.84 billion in 2028, growing at a historic pace of 14% CAGR from 2024.

This rapid expansion is no accident — many field companies are struggling to balance workloads, optimize resources, and track manpower effectively. Without streamlined processes and tailored solutions, these challenges can lead to missed appointments, communication breakdowns, and inefficient task assignments.

Dispatch boards have emerged as a powerful solution, offering a centralized platform for managers to organize schedules, assign tasks, track real-time progress, and facilitate clear communication among teams. Dispatch boards work exactly as they sound- overseeing and helping dispatch activities within a field company.

Whether you’re a field manager or business owner, understanding how to select and implement the right dispatch board could be a game-changer for your operational efficiency and customer satisfaction. In this article, we offer an in-depth look into all aspects of dispatch boards and their integration into field business.

First, let’s answer an important question:

What Is A Dispatch Board?

A dispatch board, or dispatch software, is a centralized tool that helps businesses manage and coordinate field operations, providing real-time visibility into ongoing tasks and available resources.

This technology is crucial for optimizing efficiency, ensuring timely service, and improving customer satisfaction in businesses where fieldwork is essential.

In field service operations, where every second counts, uncoordinated efforts can lead to missed appointments, customer dissatisfaction, and increased costs. Investing in an effective dispatch board is vital for preventing these issues, streamlining task management, and supporting business growth through better coordination and resource management.

The Anatomy of a Dispatch Board

A dispatch board is a comprehensive software solution that plays a crucial role in coordinating and scheduling field operations. It integrates various key components that work together seamlessly, ensuring smooth task management, real-time updates, and efficient resource allocation in field service businesses.

Key components of a dispatch board includes:

Benefits of a Dispatch Board

Using a dispatch board offers multiple benefits to field service companies:

• Enhanced Efficiency
  By efficiently assigning tasks and quickly addressing issues as they arise, dispatch boards help prevent missed appointments and overlapping schedules. They ensure that resources are allocated effectively, saving time and improving productivity in the field.

• Customer Satisfaction
  Timely job completion and proactive communication with customers are crucial for satisfaction. Dispatch programs improve both by ensuring workers meet deadlines and by keeping customers informed of project progress, leading to better reviews and increased loyalty.

• Streamlined Operations
  Dispatch boards enhance communication between managers, technicians, dispatchers, and clients, minimizing information gaps and operational mishaps. This smooth flow of information ensures tasks are coordinated seamlessly, leading to a more organized and efficient work environment.

Evaluating Dispatch Board Software Solutions

When choosing a dispatch board to serve your business, there are several factors you need to consider. Doing this will help you make an informed decision that suits your field service management requirements.

Dispatch boards, like many software technologies, do not come as a one-size-fits-all solution for all businesses. What works for one business might be detrimental to the success of another. As such, it’s essential to ensure that the dispatch board solution you choose aligns with your business needs.

Some key factors to keep in mind when choosing a dispatch board include:

User-Friendliness and Ease of Use

A dispatch board that you can’t easily understand is more of a problem than a solution. When choosing a software solution, it’s vital to choose intuitive options. Don’t choose dispatch board options that feature complex or complicated layouts or require technical knowledge to be used.

Ask yourself:

• Can dispatchers, managers, and field technicians easily know how to use this software interface?
• Will dispatchers and field employees need additional training to use this software?
• More importantly, does the software provide support like training and customer care assistance to help your team learn the ropes?

Integration Capabilities

The dispatch board software you choose should be able to work seamlessly with other management tools you use. This ensures you have a centralized network with all your tools in one place.

Ask yourself:

• Can the dispatch board integrate seamlessly with existing management tools and software systems?
• Will thedispatch systemresult in a segmented operation?
• Are there additional hidden fees for integrating the dispatch board with your existing software tools?
• Will the dispatch board software support the integration process?

Real-Time Updating Capabilities

Real-time updates are a crucial feature in any dispatch board. They ensure timeliness in task execution and are an essential element in the coordinative function of dispatch boards.

When choosing a dispatch board solution, it is vital to choose one that offers real-time updating capabilities.

Ask yourself:

• Will this software option provide real-time updates on task statuses and locations?
• How does the software relay real-time information between field workers and dispatchers or managers?
• Can you make real-time tasks or scheduling adjustments if necessary?

Mobile Compatibility

Some software solutions are only compatible with specific devices. This means not all dispatch boards are fully functional on mobile phones, smartphones, and tablets. For field experts, like delivery drivers, who are constantly on the go, a fully functional dispatch board is necessary.

Ask yourself:

• Is the software accessible to field technicians with mobile devices?
• Does it support both iOS and Android software platforms?
• Can you integrate this dispatch board on both mobile and computer devices?

Reporting and Analytics Features

The dispatch board you choose should be able to report custom reports effectively.

This includes adequately labeling tasks as overdue, unassigned, in progress, incomplete, and on hold while offering other vital updates. The dispatch board should also be able to track performance and key point indicators (KPIs) to measure task success.

Ask yourself:

• What reporting and analytics feature does the dispatch board software offer?
• Can you easily and quickly generate custom reports and track performance metrics?

Still curious about the best ways to choose dispatch software for your field business? Check out this short video guide for selecting the right dispatch software:

Questions to Ask Potential Software Vendors or Providers

It is equally important to do a little research before choosing your dispatch board software. Dispatch boards are often a long-term investment, so it is essential to ensure your service provider is the best option.

Some questions you can ask your potential software vendor before making a choice include:

1. Can you provide an easy-to-understand demonstration of how to use the software’s interface and key features?

Why: This will help you determine if the software is easy to use or not.

2. Can you provide a walk-through for the process of integrating the software with other tools and Customer Relationship Management software?

Why: This makes it easy to integrate your workstation seamlessly.

3. Have similar businesses used your dispatch board software solution?

Why: It helps determine if a software solution is the best option for your business type and structure.

4. What payment plans do you have?

Why: Many dispatch boards function on a subscription plan basis. It is vital to ensure that the software’s payment or pricing structure suits your business budget. This question will help you clarify details about subscription fees, setup costs, maintenance charges, and any additional costs.

5. Can you scale the software as your business grows?

Why: Many businesses operate to grow. This growth often comes with increasing workloads, a bigger workforce, and an expanded customer base. However, not all dispatch boards can handle a large workload. As such, you need to know that your chosen dispatch board will accommodate your business growth.

6. Are there regular software updates to match possible technological advancements?

Why: This will let you know if your dispatch board will continue working for you without becoming obsolete. This is a way to prevent having to constantly change software vendors while also ensuring long-term business success.

7. Is the software secure? What features guarantee its security?

Why: Your dispatch software is the hub of all your business activities. It is important to ensure your business is safe from malware and hackers that may put your organization at risk. Discussing relevant safety features and regulations is a great way to guarantee your safety.

8. Do you provide a trial or free period?

Why: Trial periods are a great way to test-run a dispatch software to ensure it aligns with your needs. This is a great way to window-shop your options before taking them.

Dedicated Dispatch Services: Yay or Nay?

Sometimes, in-house field operation management may be distracting and resource-intensive. This may distract your focus from other pressing aspects of your business, a problem that limits business growth. In cases like this one, dedicated dispatch can be a great solution.

Dedicated Dispatch Management Services

Dedicated dispatch services are third-party dispatch service providers that specialize in business task coordination. Think of them as a personal assistant who does all the heavy lifting to put your affairs in order.

Dedicated dispatch services manage the scheduling assignment and coordination of tasks for field businesses. They expertly assign tasks to field workers, optimize scheduling, and oversee appointment operations.

With dedicated dispatch services, field businesses can have experts tend to critical administrative tasks. This leaves field technicians to focus on what’s more important- getting jobs done and satisfying customers.

While hiring or working with a dedicated dispatch service can be advantageous, it also comes with several concerns.

Let’s look at some of their pros and cons:

Factors to Consider

When choosing a dedicated dispatch service provider to represent a business, it is important to make the right choice. In all cases, the dispatch service a business chooses plays a crucial role in the success of its operation. This is especially important since a dedicated dispatch service serves as a bridge that links a business to seamless operation.

Some factors to consider when choosing a dedicated dispatch service include:

Business Size and Budget

Before investing in a dedicated dispatch service, consider your company’s size and financial capacity. Larger businesses will find these dispatch services more beneficial and cost-effective for streamlining operations than smaller businesses.

Industry and Complexity

There are several industries that offer field service operations. These include healthcare, construction, telecommunications, oil and gas, agriculture, plumbing, electrical services, and HVAC (Heating, Ventilation, and Air Conditioning).

The nature of the industry will determine the complexity of field service operations. Likewise, the complexity of these operations will determine the type and structure of dedicated dispatch services needed.

Generally, industries that are highly regulated require high-quality and specialized dispatch services to match their intricate field service scheduling requirements.

Long-Term Vs. Short-Term Goals

Is the dedicated dispatch service required on a long-term or short-term basis? Depending on your needs, it is essential to consider if a short-term or long-term dedicated dispatch contract will be best.

Customer Service Expectations

Ask yourself, “Will the dedicated dispatch service provider you choose help me achieve customer satisfaction?”
All efforts dedicated to streamlining business scheduling boil down to one objective: impressing customers. As such, customer service expectations will determine if you decide to use a dedicated dispatch service. If outsourcing dispatch needs will improve customer experience, then it is a great idea to invest in a dedicated dispatch service.

In-House Capabilities

How functional is your business’s in-house operation? Do you possess the technology, resources, and expertise necessary for efficiently handling internal operations? Or will outsourcing dispatch services elevate business functions? Answering these questions will determine if a dedicated dispatch service is the best option.

Scalability

When choosing a dedicated dispatch service, choose a provider with resources to accommodate your business growth. Because flexibility is essential for long-term business success, consider if the provider can adapt to growth and changing operational needs.

Service Level Agreements (SLAs) 

SLAs are documents that outline the agreements between a client and a service provider. When choosing a dedicated dispatch service provider, it is essential to ensure all agreements match business goals. To top it off, all SLAs should be well-defined and dedicated to helping your company grow.

Top Dispatch Board Solutions

Dispatch boards are handy and friendly solutions to keeping your business on track. Whether they’re intended for truckers who do deliveries or emergency healthcare responders, these solutions are great for improving seamless operations.

Workyard

When it comes to getting the best of dispatch assistance, you need a dispatch board solution you can trust. Cue Workyard.

Workyard is a robust field service management software solution that improves business operations through seamless task management. With state-of-the-art features that prioritize efficiency, Workyard makes scheduling, communication, and job costing on the field more streamlined.

How Does Workyard do this?

Workyard provides efficiency using features such as:

Time Tracking

Have you experienced the all-too-familiar feeling of confusion that comes with tracking employee work times? With Workyard’s time-tracking feature, you can say goodbye to this problematic feeling. Workyard ensures accurate timesheets using precise GPS tracking.

Using high-accuracy GPS tracking and geolocation, Workyard helps you see exactly when every team member arrives and leaves job sites. This makes Workyard a great cost-saving payroll solution that eliminates overreported hours in field jobs like construction.

Time Management

Managing employee timesheets has been made easy with Workyard’s time management feature. This feature enables managers and dispatchers to produce accurate timesheets that maximize employee time efficiency. With Workyard, you can ensure every field worker is performing the right task at the right time.

GPS Location & Mileage Tracking

Do you want to know where your field workers are at all times? Workyard is a great way to ensure your field workers are in the right place, even when they’re many miles away. This makes it easier to stay in the loop about who’s working where, increasing seamless operation.

Job Scheduling

Wasted man-hours, missed appointments, and clashing schedules are only a few of the problems caused by inefficient field job scheduling. Workyard’s job scheduling feature fixes this problem by making it easier to organize project hours. This makes it easy to schedule the right employee to work at the right times.

Job Costing

Job costing can make your bank or break it. With Workyard’s job costing feature, employers can match work hours to wages, creating more accurate invoices and minimizing wasted payroll spend. This improves invoice accuracy and payment by up to 30%, helping your business make more revenue in the long run.

Integrations➕

Workyard seamlessly and effortlessly syncs with other accounting system software of choice. Need help setting up your integrations? Workyard provides all the help and customer support you need to be up and running.

With Workyard, the options for smoothing out your job operations are endless.

FarEye

FarEye is a delivery-focused dispatch software dedicated to improving customer satisfaction. This dispatch and scheduling software helps to optimize the logistics and scheduling of delivery companies. Equipped as a cloud-based software, FarEye caters to various industries with field operations, including logistics, e-commerce, and healthcare.

Some key features of the software include:

• Real-time tracking
• Route optimization
• Dynamic task scheduling
• Communication tools
• Analytics and reporting tools

Shipday

Shipday is a direct delivery platform for businesses of all sizes, specifically small ones. It is dedicated to maintaining and managing all orders and drivers on one single platform.

Some key Shipday features include:

• A user-friendly interface
• Real-time tracking
• Route optimization
• Communication tools and channels like built-in chat
• Detailed analysis and reporting
• Instant customer feedback

Locate2u

Locate2u advertises itself as a route planner and optimization for delivery companies. It manages deliveries by tracking and optimizing dispatches to promote the delivery experience.

Some key Locate2u features include:

• User-friendly interface
• Route planning and optimization
• Fleet management
• Delivery Scheduling
• Real-time updates and tracking
• Customer communication tools for status updates.

Dispatch

Dispatch is a field service experience platform providing software solutions to service providers, manufacturers, home and property service companies, retail, and more.

Dispatch centralizes service interactions onto its platform. It enables you to schedule and assign client appointments for your field staff using either its web or mobile apps.

• Mobile and desktop tools for job management
• Schedule appointments with automated notifications
• GPS mobile location tracking and vehicle trips audit
• Capture history with data tracking for photos and digital forms
• Customer billing with online client payment options

FieldEdge

Fieldedge is service management software designed for trade industries and field service businesses.

It provides tools for scheduling and dispatching with drag-and-drop job assignment and map-based scheduling. Fieldedge aims to decrease “windshield time” through intelligent touring and its smart dispatch dashboard.

• Scheduling with smart dispatch board
• Performance dashboards with average ticket value and job profitability
• Customer management with job progress and equipment status update
• Automated service agreements
• Mobile CRM with full equipment and work order history

Workiz

Workiz provides field service management solutions to trade industries like HVAC, plumbing, electrical, and locksmith among others.

The platform streamlines scheduling with a drag-and-drop calendar. It enables you to identify and assign the nearest technician to a job site. Workiz also allows you to message and call clients directly from the calendar, eliminating steps to completing transactions.

• Drag-and-drop scheduling with multi-day jobs
• Customizable mobile invoicing
• Service plans with automated service agreements
• GPS tracking with route optimization
• Customized client communication with automated notifications

Running a field business without an adequate dispatch board solution is a recipe for business disaster. However, choosing the wrong software option or dedicated dispatch service provider can be even worse.

The key to success lies in choosing a dispatch board or service option that aligns with your business needs. This eliminates the headaches of performing field tasks and empowers your business with the seamless operation it needs.

Are you ready to experience a field operation with no hitches?

Workyard offers unmatched dispatch board features designed to make your field operations smoother. From real-time task updates to the freedom to slot workers in for tasks at preferred times, Workyard does it all.

Are you ready to unlock hassle-free, unproblematic field service operations?

Sign up for a free trial of Workyard’s field service management software and embrace unmatched operational ease.