Route Utilization and Deadhead Reduction Playbook

Deadhead miles are hidden cost.

This playbook installs a lightweight routing and utilization operating cadence that reduces:

• unnecessary miles
• overtime hours
• fuel burn and emissions

What you will produce

1. Weekly route KPI dashboard
2. Dispatch rules for consolidation and exceptions
3. Deadhead and reroute exception log
4. Weekly operations review agenda

Step-by-step implementation

Step 1: Define the two KPIs you will manage

Examples:

• cost per mile
• miles per stop
• deadhead percent

Step 2: Define dispatch rules

Examples:

• consolidation thresholds
• minimum load rules
• reroute approval rules

Step 3: Log exceptions and learn from them

If you do not log exceptions, you cannot improve.

Step 4: Review weekly and assign actions

Keep it short and consistent.

Templates

A) Weekly route KPI dashboard (copy and paste)

Copyable template (TEXT)
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Weekly Route KPIs

Week ending:

| Route or region | Miles | Stops | Miles per stop | Deadhead miles | Deadhead percent | Fuel spend | Notes |
| --------------- | ----: | ----: | -------------: | -------------: | ---------------: | --------: | ----- |

B) Dispatch rules (copy and paste)

Copyable template (TEXT)
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Dispatch Rules

Consolidation:
- Combine deliveries when stops are within ____ miles and time window allows.
- Minimum load rule:

Exceptions:
- Exceptions must be logged with a reason code.
- High-cost reroutes require approval above $____.

Backhaul:
- Identify at least ____ backhaul opportunities per week.

C) Deadhead exception log (copy and paste)

Copyable template (TEXT)
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Deadhead Exception Log

| Date | Route | Deadhead miles | Reason code | Description | Approved by | Prevention action |
| ---- | ----- | -------------: | ---------- | ----------- | ---------- | ---------------- |

D) Weekly review agenda (copy and paste)

Copyable template (TEXT)
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Weekly Route Review (20 minutes)

1) KPI trends and outliers
2) Top deadhead exceptions and prevention actions
3) Backhaul and consolidation opportunities
4) Owners and due dates

Common failure modes

• KPIs exist but do not drive actions
• exceptions are not logged, so the same problems repeat
• dispatch rules are vague, so decisions are inconsistent