on the metrics report, active loads are highlighted green, finished loads are highlighted beige, and finished loads awaiting PO's/invoices are indicated as such.
this, in addition to the visual clues of the folder organization help identify which loads are in need of
special attention and which need regular follow up
performed
SETTING CLEAR EXPECTATIONS
if its unclear that a unit will move as requested, a note is sent as quickly as possible to the stakeholders informing such, noting that everything will be done to process the request as desired and that an update will be sent once arrangements have been finalized.
NO BIDS
in the event no carriers are bidding on
a load, a note is sent to all carriers included in bid, with each in BCC. my message invites them to bid
if they have availability per the parameters of the
project, and if they have interest in the load
CRANE/CARRIER SECURED:
[carrier] has been secured to haul unit [unit#].
[carrier contacts], please see attached BOL's. the unit needs to be picked up on [date/time] from [pickup location] and delivered at [date/time] to [delivery]. The Exterran contact for the customer site is [name/phone], and directions to the site are listed below.
DELIVERY CONFIRMATION
[carrier] has confirmed that the unit was delivered successfully. I appreciate everyone's assistance with moving this unit quickly and safely.
[carrier], --FBAP instructions--.
Exterran associates, I encourage you to leave feedback regarding this unit move by clicking here.
approved FBAP script is used for billing instructions
FOLLOW UP
COMMUNICATION
check on the day's loads
respond to emails
check/clean the box
process new requests/update metrics report while doing so
send updates/delivery confirmations
send po/FBAP requests
projects
award loads/send carrier confirmations
loads prioritized based on p/u date
folders help organize work load
1. active
2. out for bid
3. on hold
two additional folders:
1. to be processed
2. delivered, needs confirmation
these folders provide visual clues in addition to formatting/highlighting in the metrics report for tracking loads' progress
reminders sent day before load, throughout the day of until completion
best
practices
DAILY
TASKS
PRIORITIZING/
TRACKING
tools used:
outlook
metrics report
folder organization system
post it notes. like crazy.
this is
where the
magic
happens