Key Takeaways
- Schedule large jobs in the morning when crews are fresh
- Buffer 30-60 minutes between jobs for delays
- Group jobs by geographic area to reduce drive time
- Use CRM software to automate scheduling and dispatch
Efficient scheduling is the difference between a profitable moving company and one that's constantly stressed. Good scheduling maximizes revenue, keeps crews happy, and ensures customers get great service. Here's how to do it right.
Time of Day Strategy
Not all time slots are created equal. Match job size to the right time of day:
Morning (7-11 AM)
- • Large homes and complex moves
- • Multi-stop jobs
- • Long-distance departures
- • Crews are freshest and most efficient
Afternoon (12-5 PM)
- • Small apartments and studios
- • Delivery-only jobs
- • Local short-distance moves
- • Second jobs after morning moves
Buffer Time Between Jobs
Never schedule jobs back-to-back. Moves almost always take longer than estimated.
Recommended Buffers
- • Between small moves (1-2 BR): 30 minutes
- • Between medium moves (3 BR): 45 minutes
- • Between large moves (4+ BR): 60 minutes
- • Add extra time if jobs are far apart
Geographic Grouping
Minimize windshield time by clustering jobs in the same area:
- Review the map before assigning jobs to crews
- Assign crews to geographic zones when possible
- Calculate drive times between jobs
- Consider traffic patterns at different times
Crew Matching
Match the right crew to each job:
- Complex jobs: Senior crew with most experience
- High-value customers: Best customer service skills
- Heavy items: Strongest crew members
- Tight spaces: Smaller, agile crew
- Long-distance: CDL driver with long-haul experience
Handling Schedule Changes
Moves get rescheduled, cancelled, and delayed. Have a system for managing changes:
Best Practices:
- • Keep a waitlist of customers who want earlier dates
- • Have backup jobs ready for last-minute cancellations
- • Communicate schedule changes to crews immediately
- • Use software that syncs schedules in real-time
Seasonal Scheduling
Moving has strong seasonal patterns. Adjust your approach:
| Season | Strategy |
|---|---|
| Summer (Peak) | Book 2-3 weeks out, add temporary crews, extend hours |
| Fall | Transition to standard capacity, focus on commercial |
| Winter (Slow) | Offer discounts, cross-train crews, plan improvements |
| Spring | Ramp up hiring, prepare for summer surge |
Dispatch Day-Of
On the day of the move, efficient dispatch keeps everything running smoothly:
- Send job details to crews the night before
- Confirm customer is ready (call/text morning of)
- Track crew locations throughout the day
- Communicate delays to upcoming customers proactively
- Log actual start/end times for future planning
Automate Your Scheduling with Reelow
- Visual calendar with drag-and-drop scheduling
- Automatic conflict detection and warnings
- SMS/email notifications to crews and customers
- Real-time schedule updates across all devices