How to dispatch plumbing jobs efficiently

Efficient dispatching is the difference between a profitable plumbing business and one that wastes time and fuel. Here's how to optimize your operations.

Why dispatching matters

Poor dispatching costs you money:

• Wasted fuel driving across town

• Lost time between jobs

• Frustrated customers waiting longer

• Plumbers sitting idle

• Missed emergency calls

Good dispatching maximizes billable hours and customer satisfaction.

Strategy 1: Use map-based scheduling

See all your jobs and plumbers on a map.

Map view benefits:

• Visual overview of job locations

• See where plumbers currently are

• Identify efficient routing

• Spot clustering opportunities

How to implement:

• Use software with map integration

• Plot all scheduled jobs

• Track plumber locations in real-time

• Assign based on proximity

Strategy 2: Assign by zone

Divide your service area into zones.

Zone assignment approach:

• Create geographic territories

• Assign plumbers to primary zones

• Reduce cross-town travel

• Build customer relationships in zones

Example zones:

• North zone: Plumber A primary

• South zone: Plumber B primary

• East zone: Plumber C primary

• Overflow: Nearest available

Benefits:

• Plumbers learn their areas

• Faster response times

• Less fuel consumption

• Better customer relationships

Strategy 3: Prioritize emergencies smartly

Emergency calls need fast response, but not at any cost.

Emergency handling:

• Have designated emergency responders

• Route emergencies to nearest available

• Charge premium for immediate response

• Reschedule less urgent jobs when needed

Emergency categories:

• Critical (burst pipe, flooding): Immediate response

• Urgent (no hot water): Same day

• Standard (dripping tap): Scheduled

Balancing act:

• Don't sacrifice entire schedules for one emergency

• Have backup plumbers for busy days

• Communicate clearly with affected customers

Strategy 4: Build buffer time

Jobs rarely go exactly as planned.

Buffer recommendations:

• Between jobs: 30-45 minutes

• Complex jobs: Add 30+ minutes

• Unknown problems: Add 1 hour

• Travel to new areas: Extra time

What buffer covers:

• Traffic delays

• Jobs running over

• Parts runs

• Lunch and breaks

• Unexpected complications

Strategy 5: Batch similar jobs

Group similar work when possible.

Batching examples:

• Hot water installations on same day

• Blocked drains in same area

• New build rough-ins together

Benefits of batching:

• Plumbers bring right tools

• Mental preparation for task type

• Parts and materials ready

• More efficient work

Strategy 6: Communicate proactively

Keep everyone informed.

Customer communication:

• Confirm appointments day before

• Send ETA when plumber dispatched

• Notify of delays immediately

• Follow up after service

Plumber communication:

• Share job details in advance

• Provide customer history and notes

• Enable easy schedule access

• Channel for reporting issues

Managing a multi-plumber operation

When you have a team, coordination is critical.

Daily dispatch routine:

• Review schedule each morning

• Confirm all appointments

• Brief plumbers on their jobs

• Identify potential issues

Real-time adjustments:

• Monitor job progress

• Reassign as needed

• Handle emergencies smoothly

• Balance workloads

End of day:

• Confirm completions

• Update customer records

• Process payments

• Prepare next day

Technology for dispatch

Use the right tools.

Essential features:

• Map-based scheduling

• Mobile access for plumbers

• Real-time updates

• Customer communication

• Job tracking and history

Key takeaways

• Map-based scheduling reveals efficiency opportunities

• Zone assignment reduces travel time

• Handle emergencies without disrupting everything

• Build buffer time into every schedule

• Batch similar jobs when possible

• Communicate proactively with everyone