Managing a fleet of commercial vehicles is often a challenge and external factors that fleet managers face can often make these tasks overwhelming. Fleet management software often plays an important role in the coordination of fleet-management activities. Here is more information on fleet-management software and the way it supports fleet managers with vehicle tracking.
What Is Fleet Management?
Any organization that uses vehicles in its day-to-day operations requires some level of fleet management. The main aim involves controlling the life-cycle or lifespan of these vehicles, reducing associated risks, increasing productivity, improving efficiency, and making sure the vehicles comply with legislation.
Fleet management is either carried out by the business itself, typically by a fleet manager that is appointed, or the company can choose to outsource to one of the external fleet-solution providers.
Challenges Faced By Fleet Managers
Similar to the responsibilities of asset managers, the fleet managers are accountable for 5 key areas when it comes to a fleet. These include vehicle acquisition, vehicle maintenance, fuel management, compliance, and health and safety as well s vehicle tracking.
- Vehicle Acquisition
Fleet managers are responsible for determining the suitability and purpose of vehicles, evaluating any changes made to vehicle legislation, and negotiating deals among different vehicle manufacturers. Fuel consumption, fleet insurance, and tax costs, along with employee expectations should also be taken into account when choosing a fleet of vehicles. Additionally, considerations towards the resell value of the vehicles and end-of-life of vehicles it is clear to see that this role can become challenging.
- Vehicle Maintenance
Fleet managers are also responsible for overseeing a maintenance program for all the vehicles in the fleet. These managers are also responsible for making sure vehicle checks have been carried out. This includes pre-purchase vehicle inspections, maintenance checks, driver walk-round checks, and that any reported defect has been rectified.
- Fuel Management
One of the largest cost-saving challenges for most fleet managers has to do with fuel costs that continue to rise. Fleet managers often carry out cost-benefit analyses on different fuel options to determine a fuel that is most suited for the fleet.
- Compliance Requirements
Inspection sheets, daily checks, driver checks, reporting defects, insurance, and more, fleet-risk management and compliance are one of the important roles that fleet managers carry out. All these tasks must be documented to make sure that information is made available for every vehicle.
- Health And Safety
When a driver is involved in an accident, the fleet manager holds the responsibility to make sure this has been actioned accordingly. Rigorous reporting procedures are vital to enable a driver to deal with the accident. This allows the driver to follow the correct insurance reporting process so that a claim can be dealt with efficiently and quickly so that repair can be carried out.
Fleet managers are responsible for the implementation and development of health and safety policies. They are also responsible to ensure that the training records of drivers are valid and up-to-date to lower the risks of unnecessary accidents.
What Is Fleet Management Software?
Fleet Management Software provides a way for fleet managers to access relevant information about the performance of the fleet. This software is a type of sophisticated database that features several applications enabling reporting and recording of key attributes which often help to improve efficiencies while driving down costs. This is made possible by improving productivity and reducing downtime.
An overview of deciding to incorporate this type of software for fleet management helps to improve managing the following:
- Vehicles, equipment, and assets
- Repairs and maintenance
- Emissions and fuel
- Drivers checks
- Driver’s license checks
- Scheduling of inspections, audits, and defect reporting
- Inventory and parts
- Risk and accident management
- Legal and regulatory compliance
- Forecasting and budgets
A fleet management solution can integrate with just about any third-party data software application or provider to streamline a process such as arranging deliveries, ordering, and to make payments autonomously. These integrations often remove lengthy administrative procedures and help to improve time and fleet management for employees too. To add to this, the supporting mobile-apps for inputting relevant data and carrying out specific tasks while drivers are in the field helps to further enhance all the benefits associated with implementing one of these systems.
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