How to manage changes to drivers' schedules

In brief

Moving an order from one driver to another may look like a simple change, but it can affect driving times, returns, rest periods, documents and the sequence of activities. The first check should therefore concern the person, not the free square on the truck plan.

A sound schedule-change process answers four questions: can the driver do it? Is the vehicle suitable? Are the documents consistent? Can everyone see the new assignment?

A schedule change is not just an order change

Suppose driver A is delayed and the office transfers their second delivery to driver B. The change may involve:

• a detour from B's route;
• more driving hours;
• a different return time;
• changes to rest periods;
• the need to move documents or references;
• a vehicle change;
• communication with the customer and recipient.

Managing only the digital assignment without checking the rest means moving the problem further down the line.

The driver's remaining capacity

Before assigning an additional mission, it is worth checking at least:

• driving hours already completed;
• time spent on other work activities;
• breaks and rest periods already taken;
• the realistic distance and duration of the new trip;
• time needed for loading/unloading;
• the planned return;
• any required qualifications;
• personal and work availability under the company plan.

A driver who is “close” to the collection point is not automatically the best driver if their remaining capacity is limited.

The change must comply with Regulation 561/2006

The rules on driving and rest times do not become more flexible because the customer has changed the schedule. Regulation 561/2006 sets daily, weekly and fortnightly limits, breaks after periods of driving and specific rest periods.

Article 12 provides exceptional derogations within the limits necessary and under precise conditions, but it must not be treated as an ordinary tool for making the plan “fit”. If the fleet depends on a derogation every Friday, the issue is probably in planning or available capacity.

An operational sequence in five moves

1. Identify the activity to move

Do not change the whole day if moving one collection is enough.

2. Find compatible candidates

Assess the driver and the vehicle, not just the geographical position.

3. Check the constraints

Driving, work, rest, goods, authorisations and customer times.

4. Update the official source

The new driver becomes the assignee. The previous driver must no longer continue to see the activity as their own.

5. Communicate the new plan

The driver receives complete mission details; the customer is notified if the change affects relevant times or references.

How to avoid confusion between drivers

Changes should be atomic: when an order moves from A to B, the system and communications must show the same status. Avoid situations where A still sees the order on a printed sheet while B receives it in a chat.

For sensitive changes, it can be useful to request acknowledgement. The acknowledgement is not there to shift responsibility onto the driver, but to close the information loop.

Practical example

Driver A has been waiting 90 minutes for unloading and risks missing the next collection. Driver B is 25 km from the collection but has to return for planned rest. Driver C is farther away, but has sufficient capacity and a compatible vehicle.

A choice based only on kilometres would point to B. A choice based on constraints may point to C. The customer may receive a slightly different time, but the company avoids creating an unsustainable sequence.

Driver-change checklist

• Why are we changing the assignment?
• Does the new driver have sufficient remaining capacity?
• Is the vehicle compatible?
• Does the new trip affect rest or the return?
• Are the documents available to the new driver?
• Has the previous assignment been removed/closed?
• Does the customer need to be informed?
• Is the change recorded?