Coaching and Assessment

A coaching session identifies the driver, scheduled date and incident reference alongside the load that gives it context. Dispatcher prepares that record and the supporting evidence before asking Transport Supervisor to review it. The recorded assessment score helps explain the session outcome when the team has agreed what the score measures and how it is assigned.

The session moves from Draft to Submitted when it is ready for review. Transport Supervisor independently assesses the submitted work and records the decision. Approved and Rejected distinguish the review outcome. Completed records the verified session result after the agreed evidence is retained. Keep those stages separate so a planned conversation or an approval is not mistaken for completed coaching.

• Session preparation. Identify the intended driver and load, then set the scheduled date and incident reference. Transport Supervisor confirms the driver against the actual assignment when it provides the context. Dispatcher records the confirmed identity in the session. Use the incident reference consistently so the reviewer can locate the right event or supporting file.
• Recorded assessment. Enter the score supplied through the agreed assessment method. Retain the supporting assessment material with the load evidence. A number becomes useful when the reviewer understands its definition, the circumstances of the session and the material used to reach it.
• Independent review. Present the current session revision to Transport Supervisor with the relevant files. A returned decision should explain what the Dispatcher needs to clarify. An approved session still needs its verified completion evidence before the team closes the work.

Agree who conducts the coaching and how the resulting assessment reaches Dispatcher. Define the score’s meaning and whether different assessment methods can be compared. Keep externally delivered coaching or course results connected through the supporting material the team agrees to retain. The session record should identify the actual work being reviewed without relying on a person’s memory.

Choose the convention for identifying the driver in the session. Transport Supervisor confirms the match through authorized driver and assignment records before Dispatcher prepares the handoff. Confirm the load and incident reference, especially when a load has several sessions. Agree what establishes completion and which Transport Supervisor can review independently of the preparer. Set the operating time zone before the team begins using scheduled dates in its queue.

Use an illustrative load with an incident reference supplied by the team’s recording system. Transport Supervisor confirms the assigned driver. Dispatcher uses that identity to prepare a Draft coaching session and record the scheduled date. After the session assessment is available, Dispatcher records its score and attaches the supporting file to the load. The submitted session should lead the supervisor to that exact assessment and incident context.

Rehearse a review in which the score uses an unclear definition. Transport Supervisor returns the decision with a reason, and Dispatcher obtains the explanation before presenting the current work again. In the successful case, the supervisor approves the session and the agreed completion evidence supports closure. Check that completing this session leaves the driver’s separately maintained eligibility date unchanged.

• Coaching Review Queue — Submitted sessions with driver, schedule, score and incident context ready for review.
• Draft Coaching Sessions — Sessions the Dispatcher is preparing before submission.
• Coaching History — Approved, Rejected and Completed session outcomes for follow-up discussion.

Use coaching preparation and review, then closure and reconciliation to confirm the recorded outcome.