How to schedule moving crews efficiently

Coordinating trucks, crews, and equipment is complex. Get it wrong, and you lose money and reputation. Here's how to manage it all effectively.

The coordination challenge

A typical moving company juggles:

• Multiple trucks of different sizes

• Crew members with varying skills

• Equipment (dollies, blankets, straps)

• Jobs of varying lengths and complexity

• Last-minute changes and cancellations

Without a system, chaos is inevitable.

Strategy 1: Assign trucks to specific job types

Match your truck fleet to job complexity.

Truck assignment approach:

• Small truck (2-ton): Studio/1-bedroom moves

• Medium truck (4-ton): 2-3 bedroom moves

• Large truck (6-8 ton): 4+ bedroom or commercial

• Multiple trucks: Large homes or office moves

Benefits:

• Right-sized equipment for each job

• Crew knows what to expect

• Accurate quoting based on truck assigned

Strategy 2: Build consistent crew teams

Crews that work together perform better.

Team structure:

• Lead mover: Experienced, customer-facing

• Support movers: 1-3 depending on job size

• Specialist: Piano, antiques (when needed)

Benefits of consistent teams:

• Faster, more efficient work

• Better communication

• Clearer accountability

• Improved customer experience

Strategy 3: Schedule with buffer time

Moving jobs rarely go exactly as planned.

Buffer time guidelines:

• Between jobs: 30-60 minutes minimum

• For large moves: Full day booking

• Interstate moves: Allow flexibility

• High-rise buildings: Add 30+ minutes

Why buffers matter:

• Travel time varies

• Jobs run over estimate

• Unexpected complications arise

• Crew needs breaks

Strategy 4: Use visual scheduling

See everything at a glance.

What to track visually:

• Truck availability calendar

• Crew assignments

• Job status (confirmed, in progress, complete)

• Geographic location of jobs

Color coding example:

• Green: Confirmed, crew assigned

• Yellow: Pending deposit/confirmation

• Blue: In progress

• Red: Conflict or issue

Strategy 5: Manage equipment allocation

Track equipment separate from trucks.

Essential equipment tracking:

• Moving blankets (quantity per job)

• Dollies and hand trucks

• Specialty equipment (piano boards, etc.)

• Straps and tie-downs

Allocation tips:

• Standard equipment stays with truck

• Specialty equipment reserved separately

• Return and restock between jobs

• Track damage and replacement

Handling same-day changes

Changes happen. Plan for them.

Common scenarios:

• Job runs longer than expected

• Cancellation creates opening

• Traffic delays crew

• Customer adds services on-site

Response strategies:

• Have backup crew on standby for busy days

• Create waitlist for last-minute bookings

• Communicate proactively with affected customers

• Empower leads to adjust pricing on-site

Multi-day move management

Large moves span multiple days.

Best practices:

• Book consecutive days on same calendar

• Keep consistent crew across days

• Stage equipment and truck overnight

• Clear communication with customer on timing

Technology for scheduling

Use software designed for service businesses.

Essential features:

• Visual calendar with drag-and-drop

• Truck and crew assignment

• Customer communication automation

• Mobile access for crews

Key takeaways

• Match trucks to job size systematically

• Build consistent crew teams

• Always schedule buffer time

• Use visual calendars for overview

• Track equipment separately

• Plan for changes and multi-day jobs