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How To Improve Fleet Management: 9 Effective Ways To Follow

By Majedul Haque Shakil Last Updated -- Wednesday, 2022-09-14
How To Improve Fleet Management

How To Improve Fleet Management is a day-to-day headache every fleet manager faces. The size of your fleet is Big or small; it doesn't matter. But, in a nutshell, fleet management can be difficult and stressful. A fleet manager is in charge of anything and everything that involves a company's fleet. Like an all-rounder, he must maintain all the tasks simultaneously.

Maximizing efficiency is crucial for every business. If you think only you are worried about it, then congratulations. You're not Alone.

These days, most are taking every possible step to enrich productivity while simultaneously reducing expenses.

You guys might know this proverb.

                                      A little Effort goes a long way.

With just a few changes to your fleet management practices, little effort gives you better productivity, shorter downtime, and more cost-effective operations.

A Trending Subject -Fleet Management System and objectives

The global fleet management market was valued at $19.47 Billion in 2020 and is projected to catch $52.50 Billion by 2030, documenting a CAGR of 10.6% from 2021 to 2030.

Fleet management guide to a variety of processes like 

  • Investment 
  • Maintenance
  • Security
  • Budgeting 
  • monitoring of a group of vehicles

Fleet managers play a role in maintaining all the work, like a coach driver, to ensure fleet safety and liability. In addition, Fleet management aims to Maximize Efficiency and increase productivity.

The main objective of fleet management is the continuous improvement of the fleet. Without effective fleet management, the company's operations will likely be disorganized, and motorists may be at risk of driving unsafe automobiles. 

5 Limitations of Fleet Management, How to improve?

5 Limitations of Fleet Management, How to improve

To find out the answer, a fleet manager performs many tasks. Sometimes it works out, and sometimes it's not. Afterall fleet manager is a human being, and he can make mistakes. Let's find out the top 5 limitations they face.

01. Excessive Administrative Tasks

If you are playing a role as a fleet manager, what do you think you love to do all administrative tasks?

Tasks such as -

  •  Mentioning
  •  Invoicing
  •  Shipping
  •  keeping customers informed
  •  planning fleet maintenance

Fleet managers can sometimes spend all day doing those work; believe me, it's consuming a lot of time. But, before you know it, the working hours are gone, and the value of your work is a big zero.

In the long run, it will lead to fleet management issues, including reduced productivity and less time to focus on revenue-generating tasks.

02. Difficult to Track Vehicle Location

It isn't easy to track every vehicle's location. Sometimes a driver faces many problems, and the exact timing to reach the destination is not work as smoothly as planned.

Sometimes the clients ask for an update on their rides. So the fleet manager calls them again, gets the live location update, and sends the location update. It's a mass for everybody.

You don't want to come down hard on all your drivers as many of them may take perfectly reasonable breaks – other problems may cause delays.

3. Route Management  Problem

            Inefficiently planned routes =Use more miles +Extra time +fuel cost. 

Sometimes driver does not follow the route management policy, and as a result, it causes a massive problem for fleet management. Driver attitude like

                         I've not read any books on route management policy.

It's a common problem that many owners face. Fleets manager need to collect all the information like 

  • Driver shortage
  • vehicle breakdown
  • customer cancellations
  • Which route does a driver follow for delivery?

If there's any sudden customer adjustment, they should not be able to adjust those on short notice. so it's a lacking of route management.

4. Chaos about The Maintenance Costs

Right strategies and solutions lead you to earn revenue and productivity for your business. But, first, I would discuss the beneficial aspect of planned vs. unplanned maintenance.

It is more cost-effective to order parts, change work schedules, and move plant processes before equipment failure than to deal with the chaos resulting from the unanticipated failure.

Manually tracking fleet maintenance is time-consuming, lacks accuracy, and is more than likely costing more than it should. 

In addition, manually logging services and odometer readings often overlook essential maintenance, resulting in costly repairs or even the need to buy new vehicles sooner than necessary. A detailed guideline on how to reduce fleet costs will help you to raise your Profitability.

Chaos about The Maintenance Costs

5. Security Issues

Fleet management also maintains all the life and health protection for drivers and passengers. It's a most essential and vital part of fleet management.

Two reasons why security matters for fleets management 

  • Enhancement of standing Source
  • Creating your vehicle more dependable Source 

Drivers are like business assets. Make sure of the safety of the drivers. Security leads you to reduce the chance of accidents, unwanted expenses, and downtime costs.

The fleet ecosystem is created up of multiple data sources. As the volume of available data increases, it becomes increasingly challenging to structure and process. Sometimes losing any of the data files makes a huge impact on your company.

9 Best Practices To Improve Fleet Management 

9 Best Practices To Improve Fleet Management 

Effective fleet management enhances a company's operational excellence and enables them to achieve business goals more efficiently.

              Want to Grow your Business - Higher, Faster, Smarter ???

Follow the line-up, make your fleet management more effective, and gain extra revenue.

1. Choose Fleet Management Software 

Choose Fleet Management Software 

What business isn’t curious about technology that can assist boost efficiency and productivity while improving the safety of their fleet vehicles and drivers? 

Well, Vehicle Management System (VMS): A One Stop Fleet Management Solution is turning these dreams into a reality.

Fleet management software improves the overall journey of the fleet right away.

Vehicle management software offers you 

  • Income and expenses live report.
  • Best reporting system.
  • Driver-wise performance-based information.
  • Live alert center about taxes, tokens, insurance, road permit, and expiration date.
  • You can also customize the report system for your demand.
  • Tracking and fuel management also route minimization, and many more.

Fleet management software improves your fleet management working process one step ahead. As a result, your fleet runs like a well-oiled machine, your expenses drop, and profitability increases.

As your bottom line improves, you can further invest in growing your business by developing new commercial vehicles, hiring new drivers, or perhaps increasing your service offerings.

2. Maintenance of Your Vehicle  Time-To-Time 

Downtime is often a result of ineffective fleet maintenance practices. Regularly servicing your vehicles holds them in good condition and helps avoid random breakdowns.

Efficiency is a great secret that can drop us right into our ideal life path, but it is a hard one to practice and something that takes constant maintenance and work. 

- Tara Stiles

Fleet maintenance management is a system that authorizes you to monitor the maintenance of your vehicles and related assets based on recorded histories, usage, and other activities. Based on the final report, you can take necessary action to ensure that make your fleet is in optimum condition. With the help of fleet maintenance, you can follow up 

  • Driving issue and potential engine problem
  • Improve responses time when occurring accident 
  • Give updates about day-to-day performance 

Maintenance of your vehicle from time to time help you to give the better result and long-lasting experiences.

3. Track And Trace 

The key to any efficient fleet process is a live vehicle track system. It will give you inner peace in your mind because you know the actual location and where it should be. Moreover, if a sudden accident or any mishap happens track system helps you to take appropriate steps with less time.

vms track and trace

Fleet management software not only follows real-time maintenance data but also keeps a complete record of completed service. Fleet managers can explore past service records, including exact line items and cost data, to spot maintenance movements and produce ways to enhance your maintenance plan. It also monitors 

  • Optimize efficient driver routes
  • Driver behavior
  • Time card information

The track and trace method helps reduce overall time and improve fleet management.

4. Planning Vehicle Life Cycles For Efficient Outcome

A good vehicle life cycle is essential for improving fleet management workflows.

Some of the most enormous benefits that make a huge difference are like 

  • You can predict vehicle expenses
  • To improve customer performance 
  • Fewer accidents
  • Improve the brand image of your company 

Campaign for a vehicle replacement program where 

  • Organizations set a predetermined age or mileage endpoint for vehicles
  • Track mileage and cost per mile.

A firm vehicle life cycle policy can accurately plan for repair, fuel, operation, replacement expenses, and more. In addition, improving the vehicle life cycle will lead you to improve fleet management.

5. AutoMate The Data Entry System

Paper-based invoice processing costs $2.7 trillion for global businesses. But unfortunately, sometimes manual data entry does not work as a plan for your business. A survey shows us that the error rate is as high as 4%.

AutoMate The Data Entry System for VMS

 “Automating the data entry system promises to keep things on track.”

One of the most significant operational advantages of fleet data management is it sets a sound basis for automating many tasks through the fleet management software.

Fleet management software can eliminate manual data entry, ensure accuracy, and make accessing and sharing information a fast and easy process since everything is reserved online. 

As a result, 

Fleet managers can quickly reorient the staff toward the fleet management metrics or goals you set out to achieve since the communication media are centralized. 

An explicit declaration that introducing an automated data collection and analysis technology will positively affect the business and improve fleet management.

6. Optimizing The Size Of A Fleets

Buying too many vehicles and delivering the products on time. If it is your primary motive, it's the wrong way to follow.

Buying too many vehicles will maximize your budget

You can use this simple theory and speed up the workloads and improve fleet management and overall working policy. Have enough capacity in your fleet to adjust random vehicle downtime or enriched workloads.

To achieve this, you could keep a small number of older vehicles on standby or establish a short-notice rental agreement with a local rental agency.

The right combination of investments can minimize the overall cost of the operations and help navigate profitability.

If you desire to learn how to improve fleet management, then the size of a fleet is an important part to consider.

7. Don't Forget About Customer Satisfaction     

Customer Satisfaction for VMS software

There is only one Boss. That is, The Customer

A happy customer will not only help your business succeed but also may increase their spending – or recommend your services to others.

Factors that affect customer satisfaction 

  •  Delivery delays 
  • Wrong order 
  • Damage in transit 

Internal problems like road conditions or bad weather affect some of this. By controlling this problem, your connection with customers will grow. 

It's a fact that Satisfied customers are most likely to share their experiences with others, perhaps five or six people.

Three rules to follow 

1. Listening to your customer's opinions is not like wasting time. You can get information like how to improve fleet management business, products, and services. 

2. Rewarding customers creates customer loyalty and encourages repeat purchase behavior.

3. Lastly, customer satisfaction is not a one-step process. If you do not regularly engage with your customers and make a bond, there is the tiniest scope of improving business.                        So build a healthy relationship with the customer for your good.

8. Fuel Management system 

To gain maximum fuel efficiency, fleets must take a holistic path supported by driver training and real-time data. 

Vehicle speed plays a big part in reducing fleet costs. Reducing speed 5-10 can improve fuel economy. A vehicle management system (VMS) can monitor all the unusual problems and positively packet them.

Regular training on economic basics like fuel-efficient driver techniques also reduces fuel costs. But unfortunately, poor maintenance programs are also the reason for increasing fuel costs. 

Another solution uses a low rolling resisting tier. Again, you may not suspect it, but if you run a fleet of vehicles, you are battling fuel theft. As a result, they might cause far more problems than just a few thousand rupees lost on the trip.

You can solve all these problems by just implementing a vehicle management system.

9. Good Policies = Good  Fleet Management 

Recording good policies can achieve much of the communication and enforcement of sound fleet management for you. In addition, your policies set clear expectations for drivers and other people in your association.

If your fleet does not have a policy in place, it could impact your ability to anticipate happenings or your capacity to make important judgments on the fly; this could seriously affect your business outcomes and escalate prices unconditionally.

Top 3 ways to find out the best policies 

  • Do a little research on what is good and bad for your fleet. You can also gather some information by reaching out to another fleet manager. Ask them what the result of their policies is. Then, take notes and make a good one.
  • Ask for input. Discuss with your employee about the policy you made .take all the notes and find out the problem they face.
  • Implement the policy, review it and lastly, plan for the future.

Which policy should I focus on first?

Data collection policy, driver licenses policy, customer satisfaction, and lastly, maintaining your vehicle policy should be considered first on your list.

Choosing The Right Business Software Tool -Consider The Following

To ensure customer satisfaction and reduce risk, you must choose the right software for your business. In that case, open-minded thinking boosts your business and improves fleets' workflow. Focus on your requirement and select the best solution for you.

Vehicle management software(VMS) is the right and perfect choice for you. We prioritize our customer requirements, and we will focus on that.

                                            So start your project with 

                             VMS-Vehicle Management Software

 Using a technology medium for fleet management allows you to refocus your time on more practical tasks, like scheduling future vehicle buys, creating customer connections, and extending your strategic plans.

End Touch 

Prevention is better than cure, and it's entirely accurate. If your vehicle's fleets economy is rapidly declining, you should examine the problem today. 

Try combining some tips with trustworthy software to gain more benefits and make management more efficient.