Checklist: Schedulers and Dispatchers Tips To Make Flight Planning More Efficient

Photo credit: Jeff Canham/Wikimedia Commons

• Understand the flight department and roles of the staff and crew
• Know the NATO phonetic alphabet used in aviation (alpha, bravo, Charlie…)
• Know the financial aspects, including hourly rates for aircraft, taxes, added fees, Standard Industry Fare Level for IRS reporting, and cost centers for accounting

Photo credit: Bombardier.

• Seating capacity
• Lavatory details (belted seat, lav doors: are they hard or curtain?)
• Galley: Know its details before ordering catering. Does it have a microwave or oven?
• Luggage capacity: How much space does it include? Does it fit big items like golf clubs or skis? Hazmat?
• Endurance and range
• Basic performance
• Owner preferences: Is smoking allowed? Are pets allowed, and do they need to be crated?

Photo credit: iStock

• Know who you are supporting so their trips will be smooth
• Know the trip’s purpose for accounting purposes: business, personal or vacation
• What are their needs before, during and after the flight? For instance, where do they park at an FBO? Do they need a hotel or car upon landing?
• Do they have allergies or health issues? What are their food and beverage preferences

Photo credit: Gulfstream Aerospace

• Communicate with vendors regularly to ensure they are doing what they are supposed to be doing
• Make sure flights align with corporation’s values—including data policies
• Schedule review sessions with all parties—from maintenance to pilots to security. Communication is paramount. Share manifest.
• Standard Operating Procedures: Know who is responsible for what.
• Communicate effectively and efficiently. Consider setting up a group chat with supporting team so everyone has all information before a flight
• Understand privacy and confidentiality concerns
• Consider setting up a chat with supporting team so everyone has the thread of decisions before a flight. This is especially helpful if there is a crew switch part way through.
• Use checklists—even if you’re a veteran. Checklists ensure consistent service.
• Review all paperwork with vendors, especially if there have been revisions. Get confirmations in writing.
• Know who’s on call and communicate that.
• If there are season contingency plans (such as winter weather), make sure crew and passengers know this. “Communicate early and thoroughly,” advises Jen Perez, corporate aircraft scheduler, Schweitzer Engineering.

Photo credit: Cessna Aircraft

• Who is responsible for passengers after the flight?
• What are crew rest cycles?

Photo credit: NTSB

• If weather problems could arise, know in advance what alternative airports are and consider making plans for both airports.
• For international trips, engage security and medical teams to know contingency options. Know who to contact if the flight has to land unexpectedly.
• If there are emergencies—including natural disasters or civil unrest—where do the passengers and crew go?
• During COVID-19, make sure hotels and rental car companies are open. Are caterers delivering?