Fleet Management

Fleet Management: Everything You Need to Know

Proper fleet management can save a business thousands of dollars and time. Read on to learn more about fleet management here.

Effective fleet management is at the core of large successful commercial enterprises. These companies have to transport various goods back and forth. As such, they need adequate transport vehicles and a proper fleet management set-up for the smooth movement of goods.

Fleet management seems pretty easy on the surface, but there’s a lot that goes to the process. The complexity of a fleet management system increases with the size of the business. When a business grows, it has to adapt its fleet management to its scaled-up operations. Top up your efficiency and reduce scheduling problems with our work schedule maker! Build and share employee schedule maker , assign jobs, positions and shifts.

A good fleet management method may save the company thousands of dollars. It may also bolster a company’s growth. In this piece, we’ll look at everything you need to know about fleet management.

Before we get to that, let’s first expand on what fleet management is.

What Is Fleet Management?

Most large businesses and organizations have vehicle fleets for various firm operations. That said, these vehicles require a definite system to oversee their operations. This system prevents redundancies, confusion and delayed deliveries.

Such a system is called a fleet management system. The term can represent a computerized system or a manual paper and pen organization. Provided the method controls and monitors the movement of vehicles in a fleet, it is a fleet management system.

The Basic Tenets of a Fleet Management System

Different companies and organizations have different methods for fleet management. There are, however, some basic segments of the set-ups that apply across the board. Here are a few basic elements of a fleet management system.

The vehicles

Without vehicles, there wouldn’t be a fleet in the first place. You give each vehicle in the fleet a unique index for identification. How you group your fleet vehicles depends on your company preference.

Install a telematics unit in all your vehicles. This unit will help you log all the vehicle data in a combined system. 

The data you can gather includes fuel consumption, engine condition and even idling time. A telematics unit is a very crucial aspect of an effective fleet management system. 

The Network 

This segment interconnects all your fleet’s vehicles. The network segment establishes communication between the fleet vehicles and headquarters.

In doing so, you can convey information through satellites. The network also facilitates data transmission. You thus get real-time data as the vehicles travel.

GPS Element

GPS abbreviates Global Positioning System. The GPS element allows you to track your vehicle’s exact position on the map.

You can tell which route your driver takes and where they are at what time. This information helps you adapt to any interruptions accordingly, like a blocked route or such.

Back Office

This is the element that integrates the fleet with the business. For the fleet to work efficiently, it needs to coordinate with headquarters.

The back office also handles stuff like payrolls, timesheets and invoicing, with the use of the best invoice template of course. The back office links the fleet to the organizations’ and the businesses’ operations.

It also monitors market trends and other business-related information. It also facilitates reporting, where you can see vehicles on a map.

Fleet Management Software (FMS)

Thanks to technological advancement, nowadays fleet management is as simple as a computer software. That said, the software still needs a competent fleet manager to use effectively. You also need to have the necessary skills on lock.

Fleet management software is a computer program that handles fleet management. The program enables companies to accomplish specific tasks relating to fleet management.

The tasks include monitoring, tracking and evaluation, information transfer, and reporting. Some Fleet Management Software can even handle vehicle acquisition, maintenance, and disposal.

Find a good fleet management software or take advantage of these services to streamline your fleet operations. But first, make sure you have the human resource to handle the software.

What is the Role of a Fleet Manager?

A fleet manager plays a very critical role in the fleet management system. The manager ensures the smooth operation of the fleet. A fleet manager’s responsibility boils down to five main key roles.

Fuel Management

The fleet manager determines the amount of fuel each vehicle in the fleet consumes. It is the manager’s job to economize on fuel expenses. By coming up with a suitable fueling formula.

The manager also liaises with fuel suppliers for the benefit of the fleet and the company.

Vehicle Acquisition

The fleet manager will acquire vehicles for the company’s organization. The vehicles must be able to meet company demands. The vehicles must also be fuel-efficient so as to stop exorbitant fuel expenses.

Vehicle Maintenance

The fleet manager must ensure all vehicles are in tip-top shape. With assistance from the telematics unit, the manager takes the necessary steps to maintain fleet vehicles. 

Maintenance includes regular servicing and sometimes tweaking for better performance.  The manager also arranges for any car repairs during their operation, like Alignment Maintenance or tire replacements.

Driver Safety and Health

Should any health issues arise from journeying, the manager handles it. It is the manager’s job to ensure the health and safety of all the drivers.

The cases are limited to incidences because of the trips. Anything outside the fleet operations is beyond the fleet manager. In case of an accident, the manager takes immediate action.

The manager arranges for medical services and liaises with company insurance to cover medical costs.

Vehicle Compliance

All vehicles in the fleet must meet compliance requirements to operate. It is the fleet manager’s responsibility to ensure all vehicles are up to stipulated standards.

Fleet Management: Why It’s So Important

The importance of an effective fleet management system cannot be understated. Proper fleet management ensures streamlined fleet operations and helps cut down on fuel expenditure and wastage from delays. 

All in all, have your fleet management backed up by good software. It will help you get accurate and relevant information.  

For more insightful reads have a look at our other articles.