Should driver film or record all encounters with shippers and receivers?

blizzard2014

Veteran Expediter
Driver
I recently had a driver arrive at a consignee three hours early. The scheduled delivery time was for 7 am Eastern time, but the consignee was not going to open until 7 am Pacific time which is (7 am Eastern time). (((Oop's my bad, I make one typo and now I can't tell time - good god i'm getting expediter alzheimers. lol. I meant to say 7 am pacific time))).My driver made me aware of the fact that the building was a ghost town and that the security guard had instructed him to park next to the biggrer trucks and wait there. Well, two hours go by and the broker calls me wanting to know where my truck is or if it is at the right location (which it was). They had the customer on the phone all hyped up over detention time and the place was still empty. About 30 minutes before 7 am Pacific time my driver spots the guy who will later be unloading him drinking coffee and chowing down on a donut. I then get another really rude call from the broker that the customer has been looking all over the place for my driver and that there is no black van in the parking lot "the place is huge mind you" but my driver witnessed this man drinking coffee and eating donuts. Still no one will answer the shipping door. The lights are now on but no one appears to be moving abouy inside the building.

The etire time I kept reminding the broker about the time zones and my driver even offerd to take a picture of the sign that says shipping opens at 7 am Pacifict time. Well it's awfully strange that my driver was unloaded approximately 7 minutes after 10 am Eastern, 7 am Pacific - just like I told the broker he would be all morning. So everything is good now, right? Wrong! The customer service department of that company calls me and wants to know the name of the security guard who told my driver to park over by the trucks and wait there intil 7 am Pacific time. The only problem is my driver is already headed somewhere else and is now 45 miles from the consignee. The customer service department said the customer was irate and wanted the entire load discounted because it was late. I explained to the broker that the customer was rude to my driver and actually cut all of the metal straps off of the skid and counted and opened almost every single box looking for a reason to get a dosount - or to get the shipment for free.

As it turns out this whole ordeal started over the broker wanting to charge detention time when they theyselves got the time zones mixed up. We ended up being cleared in the matter because someone at the shipping department confirmed our story by tracking down the night time security guard. What would have happened to us if the night time security guard decided to tell the shipper that he never saw a black van that night? How would we prove anything being that we are not a qualcomm equipped carrier? Should driver have to carry around small video camera now just to be able to verify what happens qhile loading and unloading freight, talking to shippers and consignees, and everything load related in general? This is getting to be ridiculous where shippers are looking for any excuse to discount loads and a lot of it has to do with the fact that the rates are getting so low out here a lot of companies are hiring less than desirable drivers and equipment. What are your thoughts on this matter?
 
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OntarioVanMan

Retired Expediter
Owner/Operator
I recently had a driver arrive at a consignee three hours early. The scheduled delivery time was for 7 am Eastern time, but the consignee was not going to open until 7 am Pacific time which is 7 am Eastern time. My driver made me aware of the fact that the building was a ghost town and that the security guard had instructed him to park next to the biggrer trucks and wait there. Well, two hours go by and the broker calls me wanting to know where my truck is or if it is at the right location (which it was). They had the customer on the phone all hyped up over detention time and the place was still empty. About 30 minutes before 7 am Pacific time my driver spots the guy who will later be unloading him drinking coffee and chowing down on a donut. I then get another really rude call from the broker that the customer has been looking all over the place for my driver and that there is no black van in the parking lot "the place is huge mind you" but my driver witnessed this man drinking coffee and eating donuts. Still no one will answer the shipping door. The lights are now on but no one appears to be moving abouy inside the building.

The etire time I kept reminding the broker about the time zones and my driver even offerd to take a picture of the sign that says shipping opens at 7 am Pacifict time. Well it's awfully strange that my driver was unloaded approximately 7 minutes after 10 am Eastern, 7 am Pacific - just like I told the broker he would be all morning. So everything is good now, right? Wrong! The customer service department of that company calls me and wants to know the name of the security guard who told my driver to park over by the trucks and wait there intil 7 am Pacific time. The only problem is my driver is already headed somewhere else and is now 45 miles from the consignee. The customer service department said the customer was irate and wanted the entire load discounted because it was late. I explained to the broker that the customer was rude to my driver and actually cut all of the metal straps off of the skid and counted and opened almost every single box looking for a reason to get a dosount - or to get the shipment for free.

As it turns out this whole ordeal started over the broker wanting to charge detention time when they theyselves got the time zones mixed up. We ended up being cleared in the matter because someone at the shipping department confirmed our story by tracking down the night time security guard. What would have happened to us if the night time security guard decided to tell the shipper that he never saw a black van that night? How would we prove anything being that we are not a qualcomm equipped carrier? Should driver have to carry around small video camera now just to be able to verify what happens qhile loading and unloading freight, talking to shippers and consignees, and everything load related in general? This is getting to be ridiculous where shippers are looking for any excuse to discount loads and a lot of it has to do with the fact that the rates are getting so low out here a lot of companies are hiring less than desirable drivers and equipment. What are your thoughts on this matter?

Thankfully those situations don't come up all that often..I think it would be an overreaction to photo the whole thing.....especially since a lot of place don't allow even a camera....the best defense is for your driver to get all names of anyone involved and document times...sometimes its just the cost of doing business...Bliz...BTW you handled it well......Good Job
 

aristotle

Veteran Expediter
Video-recording any event can be a double edged sword. It often causes unintended consequences for the person doing the recording.
 

davekc

Senior Moderator
Staff member
Fleet Owner
I agree in that you don't see too much of it but gaming by shippers is on the rise. As freight picks up and capicty starts to shrink, you will then see that slow down. Many carriers have a hit list of sorts in which they won't haul a customers freight.
BTW....I think you handled it the best way you could.
 

beachbum

Veteran Expediter
Owner/Operator
I guess QC has its place, since I'm on QC it would show me there and what time I got there.
 

ATeam

Senior Member
Retired Expediter
Others have mentioned the same solution: get names.

Diane and I have built space into our run journal in which names, times and events can be recorded. It's as simple a getting the name of the person you talked to, jotting it down with the time, and noting what was said.

It can be quite powerful. When someone calls and asks you something, you can say "I talked to security guard Joe Smith at 19:17 local time and followed his instructions as to where to park." That identifies Joe as one who can verify the conversation and take away the temptation of someone else to lie or falsely accuse. It also identifies you as someone who is paying attention and has his or her stuff together. That can be important when you are dealing with someone by phone who you seldom deal with.
 
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CharlesD

Expert Expediter
The mix up with time zones happens quite a bit with west coat deliveries, especially when you're dealing with customers in eastern time. I always try to confirm what local time the delivery is to be made while the driver is still in transit and I always get the name of the person I spoke with at the customer to make sure we're on the same page.
 

blizzard2014

Veteran Expediter
Driver
Thanks for all of the responses. Thanks OVM and Dave for the compliments on handling the situation properly. It was a rough night for me (sleepless night). Also, you are correct A-Team, I am going to have to get a journal and mark these things down so I can have the information needed at the ready for the brokers and carriers that I do business with.
 

ATeam

Senior Member
Retired Expediter
I think a run journal is something every driver should have and many drivers do.

When we were with FedEx Custom Critical, they provided a handy, pocket-size, hard-cover, spiral-bound, black book in which in which run info, miles and pay were recorded. We found ourselves referring to it often and it was handy to keep it in easy reach in the cab. Info from the book would be later entered into a spreadsheet where run data could be analyzed.

Dispatch and communications procedures differ at Landstar Express America and we modified the run journal to fit. Early on, we simply used a steno pad with blank pages. Now that we have a feel for the kind of information to be documented, we will develop a form and go to an office supply store to have the pages printed and bound.

I spoke to a FedEx Custom Critical driver the other day and he looked something up in his run journal as we talked. He was in his driver's seat. He reached up and pulled his run journal out of the cubby hole above the sun visor. He was using a small, hard-cover book filled with blank pages that you can buy at any office supply store. His run info was written on the blank pages a few runs per page. Some runs were highlighted with a yellow marker. I presumed that the marked runs were those that checked out OK against his settlement statement and pay.

One run per page, a few runs on each page, hard cover, spiral bound, blank pages, pre-printed forms; it does not matter. What matters is having a handy book of some kind, kept in easy reach, in which run info, conversations and developments can be recorded and quickly referenced.
 
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turritrans

Expert Expediter
Video-recording any event can be a double edged sword. It often causes unintended consequences for the person doing the recording.

We had a carrier record our shipper, didn't go over very well with the customer as to be expected

Needless to say they no longer haul loads for us
 

blizzard2014

Veteran Expediter
Driver
We had a carrier record our shipper, didn't go over very well with the customer as to be expected

Needless to say they no longer haul loads for us

That is true - there are some shippers and receivers who technically do not even allow cellphones to be in the building. I guess it all boils down to knowing and trusting the people that you do business with. I have certain runs that I only give to drivers that I can trust and skip bidding on them for some of the drivers that I have had problems with. You gotta know who you're giving the loads to or else it can cost you a customer.

This particular load was pulled by a driver with 6 years of expediting experience and flawless record. When I say flawless - I mean this guy carries spare parts with him in the van and actually changed an alternator on the side of the road once and still delivered the load early. I have a couple of really good drivers working with me with now! Some i've known from when I used to work with them at other companies!
 

pearlpro

Expert Expediter
I created my own sheet for this with all the daily info, shipper, reciever, contacts, Phones, Fuel stops, BOL# PRO# Delivery Instructions/ Times, Mileage, States, and any other info you need to call back on or refer too, I created mine in WORD and printed off about 50 when I get low I stop off at a Kinkos etc and make more, each load gets a sheet and I keep them for a month, If I talk to anyone at the Shipper/Reciever that name goes on the file with a Phone or Dept #, This Has become a List and now most of its programmed into the GPS and Laptop for easy access or emailing....

I hate when you show up and they say you were supposed to be here last night, then I show them the sheet with the names, Times etc and they sulk away unable to bother me anymore !!!!
 

Monty

Expert Expediter
I ALWAYS call my receiver when I load ..... confirm the dispatched delivery time against the information on the QC, if it differs, I call the agent back and let them know the change.

Perfect example is today's delivery at Shaw Air Force Base ..... delivery instructions said to deliver at 9am to the BX facility.

Receiver stated he would like to have it at 6am, and he would meet me at the commercial gate to unload it as he did not have a contractor pass that would allow him to escort me to the delivery point.

I then made a call to Shaw, to confirm, (even though I am a commercial delivery service), that I would not be allowed on base unescorted. Even my mention of my TWIC card had no sway. Unless I was delivering directly to a AF location, and not a vendor, I would not be allowed on base.

Those phone calls save a lot of headaches on arrival.
 

kwexpress

Veteran Expediter
I think its very easy to for anyone to get confused over time zones. rhe op had me confused from the get go when the first part of his post started like this.

I recently had a driver arrive at a consignee three hours early. The scheduled delivery time was for 7 am Eastern time, but the consignee was not going to open until 7 am Pacific time which is 7 am Eastern time.
 

cheri1122

Veteran Expediter
Driver
That is true - there are some shippers and receivers who technically do not even allow cellphones to be in the building.

My last pick up and delivery were to nuclear facilities, where cameras are forbidden. Interestingly, they requested my disposable 'accident' camera, but not the digital personal one, or the camera equipped cellphone.
Luckily, I haven't the foggiest notion of what anyone would want to photograph in such places, and presume it's all kept well hidden anyway, but what do I know? And: the shipper gave me a Google Earth type satellite image of the consignee's facility with my delivery route marked, too. "Ours is not to question why" lol.

This particular load was pulled by a driver with 6 years of expediting experience and flawless record. When I say flawless - I mean this guy carries spare parts with him in the van and actually changed an alternator on the side of the road once and still delivered the load early.

I laid on the side of the road to wire a loose APU exhaust pipe [with a coat hanger] once, and just yesterday climbed on top of the sleeper to reconnect the Fantastic Fan lid to it's arm - we do what we gotta do, out here, or we don't last very long, out here.

I have a couple of really good drivers working with me with now! Some i've known from when I used to work with them at other companies!

Good drivers appreciate knowing you have their back, as not every carrier would. :)
 

turritrans

Expert Expediter
That is true - there are some shippers and receivers who technically do not even allow cellphones to be in the building. I guess it all boils down to knowing and trusting the people that you do business with. I have certain runs that I only give to drivers that I can trust and skip bidding on them for some of the drivers that I have had problems with. You gotta know who you're giving the loads to or else it can cost you a customer.

This particular load was pulled by a driver with 6 years of expediting experience and flawless record. When I say flawless - I mean this guy carries spare parts with him in the van and actually changed an alternator on the side of the road once and still delivered the load early. I have a couple of really good drivers working with me with now! Some i've known from when I used to work with them at other companies!

Customers make mistakes too, it happens in this business. Maybe they were told the wrong info?

I find the whole idea of filming the shipper creepy! Who does that? If you can't work it out with your customer over the phone and email like normal people chances are they are not worth working with.
 

kwexpress

Veteran Expediter
I guess the following proves your point!

It wasnt my orignal post. that was how blizzard started the thread and then what realy cracked me up was the thought that ovm thought he did such a good job but i personaly I dont feel that he knows what time it is anyplace in the whole fraken world. I was just tring to be nice and wanted to see who else caught that without saying names.to me it seems like some posters are just so used to kissing others behinds that they just kiss before the read.hows that for pie in your eye
 
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