When starting into the Trucking Industry, many companies want to find out what you are able, and even willing, to do. Starting out involves going Over The Road for many, while others find a specialized or local route assignment.  In any case, one thing that takes time is the individuals routine. Aside from what is required from start of the day, picking up and delivering, and post trip responsibilities, what occurs at a personal level is what is acquired or adapted into. Typically, if a driver is regional or 48 state, keeping up with your log book, and permits seem to be the only two requirements. But at a personal level, you have a personal obligation towards your own bills and records keeping. For many drivers who don’t come home every night, they can be in the truck for weeks. It takes time to arrange for things like your utilities to be “prepaid” through your bank. But there is also your CDL, Medical Card, and family occasions and events that you have to consider. By letting everything occur, and attempting to handle it when you can results in losing control or not getting things resolved in a timely manner.

      There are three ways of categorizing your routine; daily, weekly, and monthly. By writing out your own outline, and keeping to it may help get you started, with the intention of keeping it like a commitment. The outline can also be adjusted to a more realistic activity that you can keep. But most importantly, it is a way of staying aware of upcoming events and bills.

Making a Daily Outline

      An outline will give you a chance to decide when you can do what you are obligated to do. It is one thing to keep a record in an organizer, such as a calendar or outlook, but until you come up with your own personal set of rules of when to keep track of the calendar, it will eventually fall to the wayside, and become another thing that is not kept or forgotten. I wrote an outline, that over time, I was able to keep. It took years to become focused on my own personal obligation to follow as a business practice, and not a guideline. It made the difference between feeling like giving up or staying with driving.  I went to needing time down at least every third or fourth week )not only to rest but catch up on my bills), to being able to stay out months at a time, and work on my routine. Eventually, I did need “Time Down” to catch up with what fell short, but that was far in between. Below is my Start to finish Daily outline.

Start of Day:

• Make Personal Inventory and Purchase List
• Review and complete yesterday’s Log
  • Complete Daily Recaps Sheet
• Scan yesterday’s receipts
• Update Planned Mapping & Destination
• Check Weather & Email
• Set Alarm for 8 hour Drive time and 14 hours End Time, for proposed startup.

Pre Trip:

• Do complete inspection of truck & Trailer
  • Plan on fueling and possible maintenance
    • Truck Oil Change, Fuel Filter Change, Inspection
• Do a checklist Inventory of Supplies that may be needed
  • Straps & Load Locks
  • Oils
  • Fluids and wipes
  • Light Supplies & Fuses
  • Tools & Supplies
    • Missing wrenches, Hammers, screw drivers, etc.
    • Inventory fuses, Relays, and spare lighting supplies
  • Stationary Inventory

Pick Up Checklist:

• Have information handy
  • PU Number, BOL, Contact Information
  • Current Trailer Number
  • Drivers License
• Update records on BOL
  • Record all information
    • BOL Number
    • Contact Emergency Number
    • Destination
    • Load type, Amount, and weight
    • Any special Instructions
• Contact Manager (Update Current Status)
  • OBC
  • Phone Call
• Update Mapping Plan
• Check
• Weather, and seek road conditions
  • Websites
  • Radio (Local or XM)
• Review & Update Log Status

Route Checklist:

• Stop period
  • Check weather
  • Check Email & Phone Calls
  • Check Traffic Reports when possible
  • Update mapping plan, and add notes to describe issues
    • Current issues (Road Construction, Accident, weather, etc.)
    • Upcoming Issues (Planned Constructions)
    • Local Scheduled Events
  • Walk Around Inspection
  • Log Book Update Status
  • Update 8 Hour Rule Alarm
  • Create adjustable 11 hour alarm

Scale & Fueling:

• Scale with current amount of fuel
  • Record of Scale
    • Write comments on scale Ticket
• Fuel
  • Record Fuel Location, Amount, and Pricing
  • Check Fluids and Oil & Do Walk Around
• Record any purchases
• Update Log

8 Hour Rule:

• Update and Review Log
• Get out of Truck [rest]
• Do Walk Around
• Communication
• Update Mapping
• Update Log

Delivery:

• Record any issues
• Contact manager
• Update Mapping Notes
• Update Log

End of Day Checklist:

• Store all documents in safe place
• Finish Mapping status
• Post Trip
• Update Log
• Get Rest

      My start of day was just as important as getting to a safe haven before my 14 hour rule. I learned that by the end of the day, I just wanted to get ready to rest. I also found out that many mistakes were made, when I went to look over all my records, logs, and organizer (I use an Outlook). Getting some sleep first, meant that I would awake and have breakfast, before tackling my paperwork and records. By having a fresh approach, gave me a chance to make sure the paperwork and log was in order. I did not really waste too much time on scanning receipts each day, but I did scan and submit all finished logs and Bill Of Lading, relating to completed deliveries. Scanning receipts would happen at the end of the week, as a routine. This is when I also checked my Email and phone calls to see if I had to include anything into my organizer, and future schedule; While looking at what was due on that day (bills), while I could write a check and mail it, or pay online. It also gave me an opportunity to communicate with the fleet manager, and even include when I would be rolling. I would also invest time in my Mapping program to record my route and stops. I can also add notes, since each mapping file was saved as a part of my own personal records. Eventually, I will build a routine to review them to make a database, which includes past issues or best practices at specific locations. For now, when I am going to a known customer, I can search for the file, and look over my old notes.

      With the weather being so unpredictable all year round, I made it a point to get the regional forecast, to see how the weather predictions were going to affect me throughout the day, and into the next day as well. The weather could become a reason to call the fleet manager or customer to inform them of any impending delays. Traffic reports were beneficial locally, to keep me from pulling out of the safe haven, and wind up at the back of the traffic jam. It gave me a chance to find an alternate route, or call about another delay. My mapping programs has the ability to download scheduled construction areas, and Google Maps (online) can also show current traffic flow. In one way or another, I did not plan on just getting in the truck and expect the path to be clear; although, as a novice, that was exactly what I was prone to do. Local news would let me know if there was any celebrations or events that may also hamper my planned time frame, and it expressed any current accident scenes. All this might sound like extra work, but keeping everyone up to date of pending delays, gave a chance to reschedule (or at the most let the customer know of the delay).

      My Pre-Trip would include checking my supplies that might be needed during the day, from Load related, Truck Related, Office Related, to Tools. Since most of my starts happened at a Truck Stop, I might as well get whatever I needed or might need now, while I was still there. This also included extra supplies like water and crackers, just in case I broke down or stuck at a customer for an extended period of time. By breaking this up from my start to the day did two thing; it gave me the opportunity to take care of my personal affairs to it’s completion; and then, take care of the equipment. I might have to go back in and make a second purchase, but that helped keeping my receipts separate too (my first purchases were personal, and going back in to buy for the truck, would be on a separate receipt). The last but most important thing was to set up my alarms. Using an old Samsung tablet, I could setup multiple alarms, and display them on one screen; giving me the opportunity to update them as the day’s events changed. With the eight hour rule being as important as the eleven hour rule and the fourteen hour rule (all regulations), having a tablet that could list these times offered me the best way of staying organized. The alarms were set up to go off an hour before the limited time, giving me time to find a safe haven. Before starting out, I would also map out my potential stopping points, which I would change as the day would go on.

      The pick up checklist to me was just as important as the Driver’s Log, and both were kept up and recorded with every change of event. I use Microsoft Office Excel as the workbook for this information. I always found it important to have redundant records, since nobody needs to see the Bill of Lading (except customers and police), and in a spreadsheet, I could copy and paste it into other records keeping of writing documents that needed to be created; and, it was available to Email information to my manager, when there were issues needing resolving. During this time, I would update my log, and my mapping file, recording any other notes relating to this stop. It again sounds like so much work, but typically, if there was a question about this load, the questions sometimes happened weeks later. By documenting (a version of a blog that expressed story telling), I had information that helped me recall what had transpired during that given day. After communicating my pickup, it was back to importantly updating my alarms, based on any delays or earlier leaving for delivery destination.

      Everyone has their own rule of when a load needs to be scaled, and mine was anything over 32,000 lbs. Since the contractor and companies would reimburse me the money, I had no problems with this rule. Fines can cost so much more than the weigh station fee. I also recorded the scale ticket in another spreadsheet. This was more along the lines of “Story Telling” and documenting, but if I lost the scale ticket, I knew what I had. Since the scale ticket was my record, and served no real evidence for the police, any changes or current settings were written right on the scale ticket (change in tandems settings, and even the fuel tank amounts), all of which “told” me what I had done. Then, there came deciding on the fueling. This always finished with a fuel receipt, for my records, and I would also document the information into another spreadsheet (I needed this to organize my expenses, especially as an Independent Contractor, for tax purposes). Again, always update your status in your logs, and adjust the alarm, for that eleven hour rule. I made whatever noted changes in my mapping file, and communicated any changes to the manager (by On Board Computer). In between, I tried to get a weather and road report, other than what was stated on the citizens band radio.

      When it came to stopping early or for the eight hour rule, I always went back to my log and records to update my status and make notes of any issues. I always looked at my alarm settings last.

      After delivering, I made any notes in my records needed, and included a one line comment. Remember, much of this could be needed to recall at a later time. Not knowing is not considered a reply or response.

      By the end of the day, I just wanted to eat a meal, shower, and get sleep. I caught up on closing out my total miles, and drew a line to Off Duty status, leaving the remaining information to be completed after some rest. Mistakes in drawing a line in the wrong place always caught up with me (as a violation), but not until a few months later.  The next day involved, doing it all over again.

Driver’s Weekly Task

Billing Status:

• Check for upcoming Scheduled Debts
• Check for upcoming revenue

Inventory Checklist:

• Check record for upcoming Permit Expirations
• Check for upcoming Maintenance
• Check for upcoming events or scheduled meetings
• Review all previous work
  • Log Book
  • Mapping records
  • Records
  • Inventory
  • Expenses
  • Scan all receipts and document
• Check Inventory List
• Schedule any maintenance needed

Personal Inventory:

• Clothing
• Stationary and Office Supplies
• Tools and Equipment
• Food Stuff
• Personal Inventory
  • Dates Off and On
  • Medical or Physical
  • Occasions or Events

      The end of the week was Friday into Saturday for me. Friday morning was the last “active” business day of the week, when it came to make last minute telephone calls. Of course, many places do have operating hours on Saturday, but if anything had to wait for the next “business day”, Sundays made that a day to wait out on some occasions. Some places pay on Thursdays, but lately, I got paid n Fridays. This was a good reason to work out my financial records, and pay some bills. I used Saturdays for what calls didn’t occur Friday, and for my inventory. Strangely enough, I still have to make a strong inventory sheet to keep track. This was also the time to review my appointments or schedules for both business and personal needs. The weekend also gave me a chance to figure out if I had any expiring permits renewed, and this is when scanning my receipts had a priority. Receipts fade over time, and if you are planning to document them, getting it scanned is one of the best ways I found to make them available for my records. Unfortunately, I never sent them to the accountant, so I left me doing all the financial recordings. I originally desired to scan and then send, but for some reason…I got lazy.My bad.

      Looking of the past weeks logs and records gave me one final opportunity to make whatever corrections before they became permanent records. It also gave me a chance to analyze my routine to see if I was slacking, or make an improvement. Reviewing my maintenance records also seemed to be a low priority, meaning something to work on in the future. Sunday was my day to plan for the next week, unless I was rolling. The point here is that my weekend started Fridays and went to Sunday. If I’m in the truck…I am at work.

Driver’s Monthly Task

Vehicle Inventory Checklist:

• Fuses & Relays
• Oils & Fluids
• Lights
• Reflective Triangles
• Fire Extinguisher
• Vehicle Records
  • Registration
  • Insurance
  • Permits
  • Maintenance Records
  • Next Service Due

Supplies Inventory:

• Wire Connectors & Tape
• Placards and Reflective Gear
• Clothing
• Personal Hygiene
• Wet & Cold Weather Gear

Tools Inventory:

• Tool Supplies

Records Inventory:

• Backup records
• Record all expenses and revenue for the month
• Record all Repairs & Maintenance
• Review and record all log records & Recap
  • Look for issues or possible corrections
  • Analyze possible changes for improvement
• Personal Records
  • Driver’s License
  • Medical Certification Card
  • Credits & Check Book
  • Scheduled Bills

Study:

• Green Book (FMCSA)
• CSA Handbook
• HAZMAT Booklets
• Newsletters
• Personal Interest
  • Computer and other devices
  • Hobbies
• Vehicle Handbook

Finance Records:

• Bank Statements
• Bills

      As I wind down with this Blog, I am expressing an idea that helps give you a plan on how to stay with a routine. It is important to everyone to feeling like the work they do is beneficial and worthwhile. Having a plan, especially starting out as a Professional Driver, keeps you from feeling completely lost and hopeless. It takes time to build any routine, and to stay current with everything relating to truck driving, maintenance, and all your financial and personal obligations. I had copied these outlines in a way to where you can copy and alter it to what suits your ability. Knowing what you need from the start also takes time. You should have Oil and window washer fluid, and extra fuses and relays are a mandatory “must”. An extra set of headlights, taillights, and directional lights keep you from being fined. A supply of window cleaner and paper towels should also be in your inventory.  When it comes to your financial obligations, you have to make it important to track, like you need to when it comes to the truck’s permits, registration, Insurance, and maintenance records. When it comes to being a Professional Driver, the trick is the timing in every aspect of your life.

      I find Professional Driving challenging, and it has many aspects to it with one thing in common…it is all important. As you learn that driving habits vary from state to state and region to region, so does the routine from over the road driving to local deliveries. On Time performance seems to be the main theme, but from the time you get into the truck, until you come home, every aspect of what goes on seems to be timely, both professionally and personal in nature. Having a routine and a plan that you can keep makes things more predictable and manageable.