HVAC dispatching is a tedious and complicated process for HVAC companies. However, it is manageable with the right direction and effective method. 

As a result, several companies follow HVAC dispatching tips for better field service management, and few follow practices. Today, in this blog, we will emphasize the importance of and discuss how you can enhance your business with top practices.

What is HVAC Dispatching? 

HVAC dispatching is a process of planning, scheduling, and optimizing routes to service technicians. Dispatching is one of the most challenging jobs in the HVAC industry.

Because they have to communicate with technicians, update management, and manage work orders by assigning the task to the technicians. 

The role of the HVAC dispatcher is crucial because they need to ensure that work is conducted according to the plan. 

Also, the HVAC dispatcher should have the answer to these three questions before they schedule or dispatch a service technician:

  1. Where to go?
  2. What to do and whom to talk to for service?
  3. What tool to use to get work done?

Now that you know the importance of an HVAC dispatcher, let’s learn their roles and responsibilities.

What does HVAC Dispatcher do?

HVAC dispatchers perform the following roles in the business:

  • Design plans & decide which customer system needs to fix, installed, and repaired
  • Manage customer services 
  • Optimize route and service location
  • Review and dispatch the order for products and delivers

The dispatcher should have brilliant communication skills and know how to handle critical situations. They can be a peacemaker who solves issues efficiently for customers and workers. 

Best Practices to Enhance HVAC Dispatching 

  1. Understand job requirement

An HVAC dispatcher directs service technicians and coordinates with customers. Thus, the dispatcher should understand their job requirements well; so they can assign the right job to the right person. 

Because one minor problem will end them up in massive trouble as they are responsible for work. For instance, a customer has a problem with air conditioning, and the HVAC dispatcher sends someone with zero experience with the AC. 

Apparently, it will leave a negative impression. And eventually, it affects your brand image.

The HVAC dispatcher should have practical ground knowledge and knows how to handle the fieldwork. Cause the professional requires to understand what goes into each type of job.

  1. Know to operate technology

Several HVAC companies have started adopting automation processes to streamline the dispatching process. If you are one of them, your HVAC dispatcher must know to operate it. 

After all, the HVAC dispatcher is the link between technicians and clients. If they know how to operate it, professionals will be able to dispatch the right person for the fieldwork. ​​If your HVAC business relies on manual methods, it will cost you double the time and money.

Also, it will lead to delays in work orders, and customers will be frustrated. As a result, make your HVAC dispatcher learn about the technology for streamlining the process. 

  1. Set priority levels

Not all workers are the same, and being in this industry – you must know the service requests into priority levels. It should be categorized into groups and divided as per the priority – low, medium, and high.  

Let’s take a situation as an example. One is where a heating system broke down in minus-degree temperature weather, and on the other side, there is maintenance work. So, what is going to be on the priority level? Heating one, right?

Thus, the HVAC dispatcher should clearly understand the priority difference and assign work according to that. 

  1. Show kindness

No matter what industry it is- everyone likes to work in a friendly and positive environment. A good dispatcher will show kindness towards technicians, customers, and work. Give technicians enough breaks and don’t make them overwork.

Because if the workers are not comfortable, they will not be interested in performing in the business. Also, the productivity of employees will decrease. If the HVAC dispatcher is kind, the employees will contribute more to the business as they work willingly.

  1. Take care of your service employees 

Another practice and example of kindness are taking care of the technician. The technicians will represent your company, and their service will speak on behalf of your HVAC business. Whether you are talking to your customer or your technician, you need to be polite towards them.

Communication is the key; if there are good connections between you and your service technicians, they will come and share their experiences. Hence, if any difficulty arises, the technician can come to the dispatcher and solve the issues. Also, it will smoothen operation and process. 

Moreover, HVAC is a sensitive industry where technicians work in heat and cool. So, ensure that they are okay and there is no danger with any system they operate.


Managing an HVAC dispatch is never going to be easy. Following the HVAC dispatching practices will help you to enhance your HVAC dispatch. Moreover, you will grow as a business as there will be more productivity.