What is Dispathing? Definition, Functions and Procedures

Dispatching in the production process aims to define the function of production planning, which deals with matters to start the work. In other words, assignment means starting production planning with the responsibility of giving authority to start production activities.

Assignment can also facilitate the process of recording all transactions, and help the business accounting system management process become better and faster. In addition, this process also aims to carry out the production process in accordance with the rules and ensure that each process is in accordance with the needs that have been in the previous plan.

What is Dispatching?

Dispatching is the implementation of the third step in the production process, which consists of sending orders, instructions, orders, and other things to start work. This is the action or implementation stage, which comes after routing and scheduling in the production process stage.

This process includes various things for production purposes, such as raw materials, tools, and equipment, production manifests, officers who will work on it, production flow and execution time, and so on.

Furthermore, if all work has started to enter into the installation operation, the production inspection officer is responsible for conveying it to the operations officer. It is for regarding matters such as; the work that we have to do, the time plan for completion, and an assessment report on the progress of the work. As a result, these things will later create a direct relationship between the production and sales processes.

Also Read: Production Process in Business: Definition, Types, and Characteristics

Dispatching Functions

Assignment functions in the production process include:

• Supervise the availability of incoming materials and ensure material turnover from one process to another.
• Ensure the availability of all production support equipment and supervision.
• Knowing the general description, specifications, and material lists is the main basis.
• Determine jobs that are suitable for machines, workplaces, and workers.
• Issue work orders that allow you to carry out activities according to pre-arranged dates and times.
• Issuing time tickets, instruction cards, and other items that are essential for workers who will carry out various activities.
• Issue inspection orders after each activity is completed, to find out the results regarding product quality.
• Ensure that each job can be continued to the next department.
• Record the start and finish times of work on time tickets, to find out the calculation of the time gap.

Procedures in Dispatching

• Store Issue Order: Authorizes a store or department to ship material requirements.
• Tool Order: Authorize the tool shop to release the required tools.
• Work Order: Instructs workers to continue operations.
• Time Ticket: Record the start and end times of operations and become the basis for payment of workers.
• Inspection Order: Sends inspectors to carry out inspections and provide reports on component quality.
• Move Order: Provide approval for the movement of materials and components from one facility to another for further operations.

Also Read: Best Cloud Manufacturing Software in Singapore – Explore the best software options available this year and find the right fit for your business needs. 

Types of Dispatching Based on Method

Understanding the different types of dispatching and choosing the right method can streamline production processes, reduce downtime, and improve overall efficiency. Below are the common types of dispatching in manufacturing and their significance for your business.

1. Manual Dispatching

Manual dispatching refers to the traditional method where a dispatcher or production manager assigns tasks and resources manually, often using paper logs, spreadsheets, or other simple tools. This method typically relies on human judgment and is often used in small-scale manufacturing environments where the operations are less complex. This system has several advantages, including:

• Simple to implement and doesn’t require complex systems or technology.
• Allows for flexibility in assigning resources to unexpected tasks.
• Ideal for smaller operations with fewer moving parts.

2. Automated Dispatching

Automated dispatching involves the use of software and technology to assign tasks and allocate resources automatically. Production scheduling software or Enterprise Resource Planning (ERP) systems typically facilitate automated dispatching, ensuring that resources are assigned based on real-time data, predefined rules, or optimization algorithms.

Advantages of Automated Dispatching:

• Increases efficiency by automatically allocating resources, reducing manual intervention.
• Provides real-time tracking and updates, improving visibility into the production process.
• Reduces errors and ensures that tasks are completed on time, optimizing overall production flow.

3. Sequential Dispatching

Sequential dispatching is used environments where tasks need to be completed in a specific order. For example, in assembly lines or production processes that follow a set sequence, sequential dispatching ensures that each task is completed before the next one begins, maintaining the flow and minimizing disruptions.

Advantages of Sequential Dispatching:

• Ensures tasks are completed in the correct order, reducing the risk of mistakes.
• Supports consistency and quality control by following a standardized process.
• Ideal for industries where the production process depends on strict sequencing, such as automotive assembly.

4. Dynamic Dispatching

Dynamic dispatching refers to continuously adjusting resource allocation based on real-time data and changing conditions on the production floor. This method allows for flexibility, as it responds to variables such as machine breakdowns, order changes, or shifts in production requirements. Dynamic dispatching is often supported by advanced software that tracks real-time production performance.

Advantages of Dynamic Dispatching:

• Optimizes resource allocation in response to real-time conditions, improving production efficiency.
• Allows for quick adaptation to unforeseen circumstances, minimizing downtime and delays.
• Increases the ability to manage urgent orders and production disruptions effectively.

Types of Dispatching Based on System

By understanding the different approaches to dispatching, companies can better align their operations with their goals, whether it’s optimizing for speed, control, or flexibility. Each system offers unique advantages and challenges that impact how quickly and effectively a manufacturing business can adapt to internal and external demands.

1. Centralized system

In this system, the central shipping department orders directly to the workstation. In this way, we can maintain every record that is complete with the characteristics and capacity of each piece of equipment and worker for each machine. So that, there are several advantages to this system, including:

• Enables effective coordination between different facilities
• Have greater flexibility
• Can easily assess the progress of orders at any time because all information is available in a centralized place
• There is an effective and better utilization of manpower and machinery.

Bonus Tip: Maintenance of every company asset such as a machine is vital because it has a high value and maintenance that is not cheap. To safeguard the company’s assets, you can use the asset management system from HashMicro. With this system, we can monitor assets to minimize loss.

2. Decentralized system

In this system, manufacturing orders are entirely the task of the inspector or supervisor. So, they must determine the relative order in which the party will take these orders within the department. In addition, it is the duty of the parties concerned to deliver this order and ensure that the necessary materials are available at every machine and operator. This system has several advantages, including:

• Minimize most of the bureaucratic flow
• Avoid complicated reports and duplicate posts
• Reduced gaps in communication
• Easy to solve everyday problems

Read also: Original Equipment Manufacturer: Definition, Characteristics, and Benefits

Challenges of dispatching

Dispatching in manufacturing, while essential for keeping operations on track, comes with several challenges that can affect the efficiency and productivity of the business. These challenges must be carefully managed to avoid delays, reduce costs, and maintain optimal workflow. Some common challenges of dispatching include:

1. Coordination and Communication: Effective communication between different departments (such as production, inventory, and logistics) is crucial for seamless dispatching. Miscommunication can lead to incorrect deliveries, missed deadlines, and inventory discrepancies.
2. Resource Allocation: Dispatching often requires balancing limited resources—whether human labor, machinery, or raw materials. Poor allocation can result in bottlenecks, idle equipment, or overburdened employees, affecting the overall production flow.
3. Demand Fluctuations: Variations in customer demand can create difficulties in prioritizing and scheduling tasks. Dispatching systems need to be flexible enough to respond to unexpected changes in demand while maintaining the integrity of production schedules.
4. Inventory Management: Managing inventory accurately is vital for dispatching. Shortages or excess stock can lead to delays or increased holding costs. Ensuring that the right amount of inventory is available at the right time is a continual challenge.
5. Meeting Deadlines: Tight deadlines are common in manufacturing environments. Dispatching decisions must be made quickly to meet these deadlines, but doing so under pressure can lead to errors or suboptimal decisions that negatively impact quality or productivity.
6. Complexity of Operations: As manufacturing operations grow and become more complex, so does the dispatching process. Managing multiple production lines, varying product types, and shifting production priorities requires sophisticated planning and coordination.
7. Technology Integration: Many manufacturing companies are adopting new technologies, such as ERP systems or automated scheduling tools. Integrating these technologies with existing workflows can be challenging and requires proper training and adjustment time.
8. Cost Control: Dispatching decisions, if not carefully managed, can lead to unnecessary costs, such as expedited shipping, overtime, or inefficient use of resources. Keeping dispatching costs within budget while meeting customer demands is a critical challenge.

HashMicro’s Manufacturing Software: An Integrated Solution for Streamlined Dispatching

HashMicro’s Manufacturing Software is an effective solution for businesses looking to optimize their dispatching and production processes. The software offers a fully integrated platform that connects manufacturing, inventory management, and dispatching into one seamless workflow.

By automating key tasks such as order scheduling, inventory updates, and route planning, the software enables manufacturers to ensure timely product deliveries while maintaining optimal stock levels. This reduces manual errors, minimizes delays, and increases operational efficiency by providing real-time insights into the entire dispatch process.

One of the key advantages of HashMicro’s Manufacturing Software System is its ability to track inventory in real-time and integrate with the production workflow. This ensures that businesses are able to manage raw materials and finished goods efficiently, minimizing overstocking or shortages.

The software allows for better coordination between the production floor and dispatch team, ensuring that orders are processed, packed, and shipped promptly, without unnecessary downtime or delays. By automating inventory and dispatch processes, manufacturers can focus more on production and less on logistics, improving overall efficiency.

Conclusion

Thus, we can conclude that the assignment stage is an important part of the attention of business people in carrying out the production planning process. This is intended to avoid losses in the company.

This can occur due to the accumulation of product stock, and the products not being sold properly. On the other hand, this is not something the company wants to happen. Therefore, it is important to consider everything carefully, so the entire production process can be carried out properly.

Therefore, it is important to consider everything carefully so that the entire production process can be carried out properly. To be able to achieve success in the production planning process, use Hashmicro’s Manufacturing Automation Software that can improve the operational efficiency of your business.