As a freight broker, balancing operational tasks with business development can be a constant challenge. Many brokers struggle to manage their time effectively while trying to grow their book of business. Based on insights from industry veterans, here are proven strategies to help you maximize productivity and scale your freight brokerage operations.
Prioritize High-Quality Freight
One of the most consistent pieces of advice from successful brokers is to be selective about the freight you handle. While you might be tempted to arrange as many loads as possible, experienced brokers know that even just 50 loads per month can be really profitable if done right. Focus your energy on shipments that offer healthy margins and require minimal intervention. Time spent chasing low-margin loads with high-maintenance requirements creates a double penalty—you earn less while working more. Evaluate your customer base regularly and consider phasing out accounts consistently delivering low-value, high-effort freight.
Create a Structured Daily Schedule
High-volume brokers rely on disciplined time blocking to maintain productivity. With the right time management strategy in place, an agent can handle as many as 15-20 loads daily. If this is your goal, consider writing out a daily work schedule in 30-minute time blocks and following it closely. Refine the schedule over time so that you progress from one task to another most efficiently. Taking a scheduled approach like this helps give every critical task the attention it needs without constant context-switching.
Consider organizing your day into distinct operational and sales periods rather than attempting to multitask across both domains simultaneously. A well-designed schedule might include:
- Early morning: Load tracking and addressing immediate operational issues
- Mid-morning: Carrier procurement for pending shipments
- Early afternoon: Operational follow-up and documentation
- Late afternoon: Dedicated prospecting and sales activities
Figure out what works for you and your market and stick to it.
Separate Operations and Sales Activities
As we acknowledged in the introduction, many brokers find it challenging to mix operations and selling. The operational demands of managing active shipments can easily consume the time needed for business development. Rather than attempting to prospect while managing loads, establish dedicated “power hours” for sales activities when your operational responsibilities are at their lowest, as we discussed above. Some brokers find it helpful to reserve 2-4 PM daily for pure sales work after most pickups are confirmed and before end-of-day operational issues usually arise.
Leverage Technology and Automation
TMS platforms offer numerous automation features that can significantly reduce manual effort. Implement automated tracking notifications, digital rate confirmations, and API connections with carriers to minimize repetitive tasks.
Consider investing in:
- Load board integration tools
- Automated carrier packet collection
- Digital POD management systems
- Email templates for common communications
- Macro scripts for repetitive data entry
- AI solutions for expediting basic activities
Even small time savings on routine tasks compound significantly across dozens of shipments.
Implement Batch Processing
Rather than handling tasks when they come up, group similar activities together and complete them in batches. For example:
- Process all carrier payments during a single time block
- Send all tracking updates to customers in one session
- Review and respond to non-urgent emails at scheduled intervals
Batch processing reduces the mental effort required to switch between different types of tasks and helps maintain focus throughout the day.
Delegate Strategically
As your volume grows, consider delegating specific functions to support staff, junior team members, virtual assistants, or even AI tools.
There are many daily tasks that can be delegated and, include:
- Data entry
- Document organization
- Basic customer updates
- Carrier qualification checks
The goal is to keep yourself focused on high-value activities that bring in revenue and improve customer relationships.
Apply the 80/20 Rule to Customers
The Pareto principle often applies to freight brokerage—approximately 20% of your customers likely generate 80% of your profits. Analyze your book of business to identify your most valuable accounts and give them the lion’s share of your attention. Consider the book “The Pumpkin Plan.” In it, the author, Mike Michalowicz, encourages entrepreneurs to focus resources on the most promising prospects rather than spreading themselves thin across all opportunities. Be selective with where you spend your time to reap the most rewards.
Master Communication Efficiency
Excessive time spent on phone calls and emails can severely limit productivity. Develop systems to streamline communication:
- Establish preferred communication channels with each customer
- Create comprehensive email templates for common scenarios
- Set clear expectations around response times
- Use scheduling tools for regular check-ins
When working with carriers, be concise and direct—provide essential information upfront to avoid follow-up questions that consume additional time. Chances are, your customers and carriers will appreciate how your efficiency impacts their bottom line as well.
Build a Carrier Network, Not Just a Database
Cultivating relationships with reliable carriers can dramatically reduce the time spent sourcing capacity. Develop a core group of trusted carriers for your main lanes rather than constantly negotiating with new providers.
Track carrier performance meticulously and prioritize those who require minimal management. A reliable carrier who communicates proactively, even at a slightly higher rate, often represents better value than the lowest-cost option that demands constant follow-up.
Invest in Proactive Problem Prevention
Many brokers spend excessive time firefighting issues that could have been prevented. Develop systematic approaches to identify and address potential problems before they escalate:
- Create thorough carrier instructions for complex facilities
- Document customer-specific requirements comprehensively
- Implement early warning systems for delivery exceptions
- Identify and resolve appointment scheduling conflicts in advance
Prevention typically requires less time than resolution once a problem has emerged.
Join the First Star Logistics Team
First Star Logistics provides freight agents with the support structure and technology needed to maximize productivity and growth. Our comprehensive back-end support across multiple departments allows agents to focus on their core strengths while offloading time-consuming administrative tasks.
Ready to take your brokerage career to the next level? Apply to join our team today!