skyshadows74

I am looking for some advice from mostly people flying 91 ops without a dispatch department. I currently work for a small 91 operation, we have 5 airplanes all different types and models and owned by multiple owners, we also do some lease trips. Single pilot ops on most of the turboprops and of course 2 pilot on the jets. Currently we don't use any formal forms to assign trips, current process is tx message or phone call, hey your bringing 3 people from XYZ to ABC in the whatever airplane and dropping 2 picking up 1 and ending at HJK and then you will bring 3 back to base on so and so day. Then the questions from me begin, which FBO's do I need to go to, which fuel card do I use, do they need hotels cars and such, whats a contact in case of a delay and so on..very unorganized and lots of things left to figure out and lots of questions to ask. Only pilots are the owner of the company, a chief pilot and 1 other pilot plus myself so 4 total. The owner or chief pilot assign the trips and have the info but it is hard to get details out of them once a trip is assigned, not cause they don't want to, just busy so kind of have to pry it out of them. I will say some of the regular customers its easy, I've flown them enough to know all the details, but when its not those routine people it can be frustrating. I am looking to see if anyone has a trip assignment form or something they could share with me that they use that is easy to fill out on a phone or tablet and email to someone. Maybe I can give that to them and ask that they can fill that out for me until I become really familiar with all the details, as they all are. I am very new to the company so I am still figuring customers out, they have all been here for years so for them its become routine and I think that is why it is the way it is currently, I for sure don't think they are being neglectful, I think it is just routine for them and they don't think about that for the new guys. If I ask the questions they are more than happy to help and answer or find the info for me, but I would like to have something like a form to have it all on one sheet so I don't need to keep bugging them as simple questions arise.
Please, not looking for answers like, they should do this and that and it should be this way, it is what it is and I love the company and job, I just need some advice on a form I could use to help me out until it becomes routine for me also. Plus we are probably adding a pilot soon and that could help them also. I could make something in excel, but if someone already has something made up, that would be awesome and save me a lot of figuring out how to format an easy form.
Thanks for all the help in advance!