Load Offer and other Straight Truck questions

DaWhale · Aug 1, 2010

We've decided to try expediting as drivers of straight trucks. We've done quite a bit of reading both on EO and other trucking sites, talked with several of you either by phone, electronically, or at the Expo. We believe we have a realistic expectation of earnings and lifestyle. We also at one time believed in Santa Claus and the Republican Party.

We talked to a couple of carriers as well as some owners at the Expo that we felt comfortable with but have not committed to anyone. Our target date is to attend an orientation sometime in mid-Sept. That may push back as we've got a lot to do to get ready. I'm assuming that since we can breathe finding an offer to drive won't be a problem.

I'm the organizer and bean counter of our union. I've been building some spreadsheets and would like to be able to run trial scenario's as practice prior to having to do things in real time. I would appreciate your response to any or all of the following.

1. Would ten minutes be an average amount of time to respond to a load offer?

2. We'll be factoring in revenue, miles to shipper & consignee and layover location as well as a projected revenue budget for a week in our decision. Or should we just accept every reasonable offer we receive close to our hypothetical cost to operate? I've read a couple of load acceptance strategy's, wanted to see if there might be other thoughts.

2. After you accept the load offer, what is an average amount of time till you must start rolling? Assuming no dead head, etc.

3. What factors do you use when routing from your location to where you will layover. I've thought about fuel stops, distances, etc. We'll be a team, so hours of service are a concern as well.

3. Pre-trip inspections aside, what are some other items to add to a checklist prior to starting to roll?

4. When you reach layover, assuming that fuel and post trip are done prior to shutting down, what other things are you accomplishing before you shut the curtains?

ATeam · Aug 1, 2010

DaWhale said:
I would appreciate your response to any or all of the following.

1. Would ten minutes be an average amount of time to respond to a load offer?

If by respond you mean answering yes or no, ten minutes is too long. You generally know in a minute or two if it is an offer to accept or decline. As you come to know which express centers are good, you can often know in an instant if it is a good or bad offer. Our carrier gives us ten minutes to reply. That is plenty of time in most cases.

DaWhale said:
2. We'll be factoring in revenue, miles to shipper & consignee and layover location as well as a projected revenue budget for a week in our decision. Or should we just accept every reasonable offer we receive close to our hypothetical cost to operate? I've read a couple of load acceptance strategy's, wanted to see if there might be other thoughts.

Consider each offer on its merits alone. Avoid cluttering up the decision with things that do not pertain. Note that an offer declined on Monday because it was marginal pay and put you in a marginal express center might be accepted on Friday because it picks up that day and keeps you running over a weekend. Forget about forecasting in relation to load offers. With each offer, you will know your circumstances and needs at the moment and you will know the details of the offer. Work with that.

DaWhale said:
2. After you accept the load offer, what is an average amount of time till you must start rolling? Assuming no dead head, etc.

It depends on the load. If it is a Monday load dispatched on Friday, you have the whole weekend to prepare. If it is a Tuesday afternoon load that picks up 100 miles away and is dispatched on Tuesday morning, you have some time to work with but you will not want to dally. For ASAP pickups, you should keep your truck and yourselves ready to roll on a moment's notice.

Diane and I generally head quickly toward the pickup no matter how much or little lead time we have. If there is waiting to be done before the pickup, we like to wait nearby, not far away. Getting there early gives you time to work with if something goes wrong on the way.

DaWhale said:
3. What factors do you use when routing from your location to where you will layover. I've thought about fuel stops, distances, etc. We'll be a team, so hours of service are a concern as well.

You will develop your own approach to this as all expediters have. Some head automatically to the nearest truck stop no matter how far or close that may be. Others are loathe to accumulate deadhead miles if they can avoid it and stay put as close to the previous delivery for as long as they can.

Being a team is an advantage in that you have two log books to work with and you can pretty-much move your truck whenever you need or want to.

DaWhale said:
3. Pre-trip inspections aside, what are some other items to add to a checklist prior to starting to roll?

If you wife is asleep in the bunk when you get ready to roll, physically look to make sure she is still there before you do roll (no joke).

Being ready to roll is the perpetual state of a good expediter. Unless you are out of service, you are ready to roll when you are asleep, awake, at the mall, in the shower, at home, on the golf course, at a restaurant, in the middle of a load of laundry at the laundromat (take it with you wet in plastic bags), etc. There are maintenance checklists but no ready-to-roll checklist. If something needs doing, do it now so it won't have to be put on a check list. If it's on a check list, you are not ready to roll.

DaWhale said:
4. When you reach layover, assuming that fuel and post trip are done prior to shutting down, what other things are you accomplishing before you shut the curtains?

To name a few: Start your log book pages for the next day. Complete your paperwork from the previous run. If you have not yet submitted it, have it ready to sumbit at the next opportunity. Empty the trash in your truck. Clean the windows. Go to Walmart or other stores to re-supply your groceries and truck supplies. Shower if you have the chance. Update your computer mapping program to show your present location. That may come in handy when considering load offers. Leave the computer turned on for quick access. Check the oil on your generator.

LDB · Aug 1, 2010

In addition to the other good advice given another thing you'll have to work into layover from time to time is laundry. You may also want to hit some used bookstores or other hobby interests from time to time during layovers. You'll also build friendships as you go along and have more locations where you'll want to get together with friends if they happen to be home when you are in their area. Also, when you're in Louisville you'll want to hit Mark's Feed Store BBQ and Mike Linnig's Restaurant if you are there for a couple of mealtimes.

pellgrn · Aug 1, 2010

I have found for myself and fellow long term expeditors,the hobbies on the road are very helpful to myself and my drivers.I am glad Leo brought it up cause it think it goes to the lifestyle people talk about.I do have alot of places i look forward eating at on the road,however i don't consider that one of my hobbies.I do feel it's as important as knowing your cost per mile,knowing when to move,and what loads to take.

ebsprintin · Aug 2, 2010

A lot depends on the information that your company sends with the load offer. I'm tired of pulling teeth with the dispatchers that are supposed to helping me, so I made a simple little spreadsheet. Three entries--empty miles, loaded miles, and total pay. The spreadsheet calculates the rest--total miles rate (that highlites red or green depending on acceptable rate), loaded miles rate, my arrival time at shipper, my arrival time at consignee driving direct, and my arrival time arriving at consignee with a five hour break. It is all based on assumptions that I can tweek along the way, like average time getting loaded at shipper. The spreadsheet gives me a more precise approximation that I can use to compare to the dispatchers information, because I too frequently get wacky protect times that physically aren't possible, or great paying loads that don't take into consideration deadhead miles. I haven't had a chance to use the spreadsheet, because I need a smart device to carry it in.

I would suggest in the beginning that you not be too creative in your decision making. I might even consider taking all load offers the first three months or so, just to see how the company's system works. With the resulting pay information you can have a real picture where you want to draw the line on your acceptable rates. The good runners really aren't turning down that many loads anyway. I did a lot of experimenting my first year out. I took any and all loads into Canada for a month, then I avoided Canada like the plague for a month, then Canada again, and then no Canada. Then I compared the real numbers.

As for ready-to-roll. My very first task after I have my shipper address is to load it in the gps to see how I am on time. From there I decide whether to put my clothes on, do my pre-pickup paperwork, or roll like a madman.

eb

cheri1122 · Aug 2, 2010

One thing you'll learn to consider is how many of the miles are on toll roads, if your carrier doesn't automatically cover the costs.
An 800 mile run from Gilberts, Il to Norristown, Pa is going to cost a fortune for tolls, [Chicago to Philadelphia] while an 800 mile run from Collinsville, Il to Bloomsburg, Pa, won't cost anything.
Having been burned on the Chicago to Philly load, I check the atlas for unfamiliar names before accepting.

ebsprintin · Aug 2, 2010

cheri1122 said:
One thing you'll learn to consider is how many of the miles are on toll roads, if your carrier doesn't automatically cover the costs.
An 800 mile run from Gilberts, Il to Norristown, Pa is going to cost a fortune for tolls, [Chicago to Philadelphia] while an 800 mile run from Collinsville, Il to Bloomsburg, Pa, won't cost anything.
Having been burned on the Chicago to Philly load, I check the atlas for unfamiliar names before accepting.

Or when the destination is Jamaica, NY from anywhere.

eb

MissKat · Aug 3, 2010

You will (if White Glove with Fedex for example) need to allow time to fold your blankets, place your pallet jack or handtruck handy, stow some straps in the rear by the doors, check to make sure you have a seal in the front door if you need it, make sure your trailer is swept clean, check your liftgate to make sure it works, if going to Canada prepare all paperwork, PARS, ace manifest, etc. Make sure you have cash to pay customs, prepare BOL, etc. Make sure your truck will start way before you have to leave. Stow all items that will fly when you hit that first giant pothole.

and that is an excellent point - make sure your co-driver is in the truck before moving it!

MissKat · Aug 3, 2010

The next time you meet some expediters, have one of those wheel map books (they cost about $7) with you and see if if they will share where NOT to take a load to (dead zones). Use a marker to make notes on your wheel. Later when those offers come and you are so excited about how much the load seems to pay (like going to Montana) you can look at your wheel to see if it is a dead zone (totally, as in only dental floss grows there LOL). You would not want to have to deadhead all the way to Sacramento from Polson. Really hurts. It would be best to talk to SEVERAL drivers. One or two could tell you one thing and others may have better luck.

DaWhale · Aug 3, 2010

Thanks for the advice.

I've got an EZ tag on my personal vehicles for toll roads in Houston and as far as I know on toll roads in Texas in general. Well at least I know it works on toll roads in Austin. I've seen some discussion about toll tags in other states, but is there a single tag that can be used in all states?

MissKat · Aug 3, 2010

Lastly, the first owner we drove for told us never to take a load for under $1.40. Well, that was costly. Sometimes you have to, especially right now, in order to move and position for the next load offer. They also did not want us to drive to the layover area suggested by the carrier for 24 hours. BAD IDEA in some cases. Whoever was already there got the offers, because they were closer.

In some instances, once you accept the offer the time is so tight that you jump into your professional driver outfit, load the gps, check all systems and the logbook, write the BOL, and out the parking lot in less than `15 minutes.

TIP: we set the GPS for the layover city of choice and search for Walmart 1st, then the noisy, stinky truckstop. But of course you won't be picking any ones brains at Walmarts, just spending money at the things that blink at you that you think will fit in the truck....

I'm just sayin.....Kat

MissKat · Aug 3, 2010

I Pass from Illinois works great for us. You pay $50 cash for it at a RoadRunner truckstop in Illinois then call and activate it. We made the mistake of getting one out of the kiosk in PA at a service plaza only to find out it is not for commercial vehicles.

DaWhale · Aug 3, 2010

MissKat said:
The next time you meet some expediters, have one of those wheel map books (they cost about $7) with you and see if if they will share where NOT to take a load to (dead zones). Use a marker to make notes on your wheel. Later when those offers come and you are so excited about how much the load seems to pay (like going to Montana) you can look at your wheel to see if it is a dead zone (totally, as in only dental floss grows there LOL). You would not want to have to deadhead all the way to Sacramento from Polson. Really hurts. It would be best to talk to SEVERAL drivers. One or two could tell you one thing and others may have better luck.

I saw my first expedite truck or van at a Houston truck stop today. Was unable to stop of course, was hauling rocks for she who must be obeyed's new garden. But I'll add that to the list of questions, thanks.

cheri1122 · Aug 3, 2010

DaWhale said:
Thanks for the advice.

I've got an EZ tag on my personal vehicles for toll roads in Houston and as far as I know on toll roads in Texas in general. Well at least I know it works on toll roads in Austin. I've seen some discussion about toll tags in other states, but is there a single tag that can be used in all states?

No. There are some [Il, for example] that work in most midwest states [Oh, In, Il, Pa, WV, NY, NJ], but they don't work in Fla, Tx, Ok, or Ks, for example.
None work with every toll road, so far.

DaWhale · Aug 3, 2010

ebsprintin said:
A lot depends on the information that your company sends with the load offer. I'm tired of pulling teeth with the dispatchers that are supposed to helping me, so I made a simple little spreadsheet. Three entries--empty miles, loaded miles, and total pay. The spreadsheet calculates the rest--total miles rate (that highlites red or green depending on acceptable rate), loaded miles rate, my arrival time at shipper, my arrival time at consignee driving direct, and my arrival time arriving at consignee with a five hour break. It is all based on assumptions that I can tweek along the way, like average time getting loaded at shipper. The spreadsheet gives me a more precise approximation that I can use to compare to the dispatchers information, because I too frequently get wacky protect times that physically aren't possible, or great paying loads that don't take into consideration deadhead miles. I haven't had a chance to use the spreadsheet, because I need a smart device to carry it in.

I've tried my Blackberry, but the screen and keyboard is so small that I can't use Excel. Playing around with one of the Dell mini's. I've got 20 fields will add or deduct as I get ideas from people that I talk with and experience. Been looking at some truck specific accounting software that incorporates HOS and GPS functionality, but don't know enough to justify the expense. What is protect time?

I would suggest in the beginning that you not be too creative in your decision making. I might even consider taking all load offers the first three months or so, just to see how the company's system works. With the resulting pay information you can have a real picture where you want to draw the line on your acceptable rates. The good runners really aren't turning down that many loads anyway. I did a lot of experimenting my first year out. I took any and all loads into Canada for a month, then I avoided Canada like the plague for a month, then Canada again, and then no Canada. Then I compared the real numbers.

I've heard that a lot. I spent a lot of money learning the construction business, just trying to minimize my education expenses in expediting.

DaWhale · Aug 3, 2010

LDB said:
In addition to the other good advice given another thing you'll have to work into layover from time to time is laundry. You may also want to hit some used bookstores or other hobby interests from time to time during layovers. You'll also build friendships as you go along and have more locations where you'll want to get together with friends if they happen to be home when you are in their area. Also, when you're in Louisville you'll want to hit Mark's Feed Store BBQ and Mike Linnig's Restaurant if you are there for a couple of mealtimes.

I figured that I'd just need one shirt

.

As you have no doubt noticed, my retention of both printed and spoken word's is fairly short. I read your posts pre expo and never snapped that we were driving through Louisville. We've been on a BBQ kick since we've been back and unfortunately it isn't what it used to be around here.

DaWhale · Aug 3, 2010

pellgrn said:
I have found for myself and fellow long term expeditors,the hobbies on the road are very helpful to myself and my drivers.I am glad Leo brought it up cause it think it goes to the lifestyle people talk about.I do have alot of places i look forward eating at on the road,however i don't consider that one of my hobbies.I do feel it's as important as knowing your cost per mile,knowing when to move,and what loads to take.

We both like to read, so we're looking at a Kindle. I've been thinking about woodcarving or whittling for a while, compact and lightweight, we'll see though. Is eating good food or a hobby as important? Don't understand your last sentence.

cheri1122 · Aug 3, 2010

I wouldn't characterize eating well as a hobby, more like a perk.
Because you can get lobster rolls in Maine, peach cobbler in Georgia, shrimp creole in New Orleans, BBQ in Kansas City [and a few other great places], conch in Miami, pastrami in NYC, etc.
It's not just a job, it's a gastronomic adventure, lol.