Dexcomm Blog

How an HVAC Answering Service Can Help Your In-House Dispatcher

June 26, 2019

hvac answering service

Your dispatcher plays an important role in your air conditioning service business. Dispatching requires good communication skills, organization and a friendly personality. They are often the glue that holds your company together and, at times, they are the face of your company. Here are some thoughts for helping your dispatcher keep things running smoothly.

Jobs of a typical dispatcher:

Typical dispatchers should address problems, questions and prioritize service requests so that work is performed in an efficient and orderly manner. They are also responsible for providing logistical support to technicians and communicating with both fellow employees and customers.

This professional must have in-depth knowledge of your HVAC services to balance meeting the needs of the customer to the technician at the same time. However, the main duty of the HVAC dispatcher is to keep the trains running on time and fulfill your promise of excellent customer service by managing their expectations.

What makes a good helper for your in-house dispatcher?

1. Match the traits of a good dispatcher with your answering service’s dispatcher:

  • High level of customer service skills
  • Strong Communicator
  • Lives your company values
  • Organized
  • Professional
  • Prompt

2. Understands your scheduling software.

Business management and Scheduling software for HVAC companies has become the standard for operations. Whether you use Service Titan, FieldEdge, or another software, keeping up to date with best use practices and having a thorough working knowledge of the software is a must for any dispatcher.

How can you help your dispatchers?

1. Give them training in interpersonal communication skills

Things will not always go according to plan. Offering coaching in these areas to sort out issues between dispatchers and technicians can build smart communicators in your business and a healthy, well oiled team.

2. Free up some of their administrative tasks:

Reduce or eliminate the service related calls that they receive: Scheduling, answering frequently asked questions, and non-service related calls are all calls that can be routed around a dispatcher to allow them to focus first on the logistics of their dispatch board, work histories, and efficient scheduling while not missing service calls.

3. Generate feedback

Call reporting about time of day, zipcode, or service type can give insight into your jobs and help to build new strategies for improvement. Feedback from your technicians, cost and service metrics can help your dispatchers and operations improve.

Your dispatchers are critical to keeping your HVAC business running its best. Give them every advantage you can to help them to be successful.


Dexcomm is a Louisiana-based corporation that provides answering services to businesses and service agencies across the United States. We have been open since 1954, employ a staff of roughly 50 people, and our average client retention rate is 10+ years.

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Read More About The Author: Jarret Going