Fleet management involves handling all fleet maintenance and performance so that fleet operations can run smoothly. The ultimate goal of fleet management is to increase fleet efficiency as much as possible while also reducing operational costs. Fleet managers must be able to strategically purchase and move vehicles, schedule maintenance and repair, and coordinate vehicle use, among other things. Because there are so many tasks that must be performed, fleet management can be overwhelming. Here are some tips to help you effectively manage your fleet.

1. Only Important Information Should Be Recorded

Fleet management is heavily reliant on data. Keeping track of information is necessary so that fleet managers can measure and monitor their fleet’s performance. Past measurements can be used to help you set goals for your fleet and show improvements. However, recording too much information can become overwhelming and difficult to manage, plus it wastes valuable resources. You should only record the important information that is necessary for making fleet management decisions. The most important areas in which you should keep careful records are:

  • Procurement: Record detailed information regarding the purchase and lease of each vehicle in your fleet.
  • Maintenance: Keep records of the maintenance services performed on each vehicle, including costs, labor, parts, schedules, and the actual work done.
  • Utilization: The date, time, and distance of each vehicle use should be carefully recorded.
  • Accidents: Make sure you record information about the driver, the vehicle, the damage and costs incurred, and liability.
  • Fuel: Record all fuel transactions, including the costs, quantity, type of fuel, and date of transaction.
  • Compliance: Keep careful records of compliance, including dates of compliance events, requirements, and all documentation.

2. Focus on Fleet Safety

When it comes to fleet safety, it is best to be proactive instead of reactive. Fleet managers need to keep a sharp focus on the safety of their fleets and drivers in order to avoid potential problems. Don’t wait until your fleet experiences an accident to put safety precautions in place. There are a number of ways your company can combat the distractions and safety hazards that your drivers face every day. For example, you can buy hands-free devices for your drivers to utilize to deter the distraction of cell phone and GPS usage. You can also set up a safety awards program for your drivers to reward them for safe practices. Certain health and safety measures are required for compliance, but it is the fleet manager’s responsibility to make sure these measures are followed and to set up additional company measures to ensure fleet safety. Putting safety precautions in place will cost your company money, but these costs are much lower than those you will face if you do nothing.

3. Pay Close Attention to Costs

One of the main goals in fleet management is keeping costs low. Fleet managers must keep careful records of all fleet costs so that they can control budgets. All the costs associated with vehicle procurement, fuel, fleet maintenance, and other business-related expenses really add up. It is important to seek out areas where you can reduce costs to save money. One way of reducing costs is encouraging your drivers to use better driving practices such as avoiding hard braking and sudden acceleration, as these can reduce fuel costs. Another thing to think about is the vehicles in your fleet. Older models can be less economical, so consider upgrading to more reliable vehicles that use fuel efficiently. Additionally, keeping up with fleet maintenance can go a long way to saving your company money.

4. Set Guidelines for Vehicle Procurement

When it comes to purchasing vehicles for a fleet, fleet managers should set guidelines to maintain consistency. You do not want to allow employees to purchase vehicles whenever they deem it necessary. For effective fleet management, you need to have guidelines in place so that it is clear when purchasing new vehicles is acceptable and when it is not. You also need to set a standard for the types of vehicles that are suitable for purchase. Again, consistency is key. You want vehicles that will last and perform well for your fleet, so you must make sure quality standards are in place and adhered to when making a vehicle purchase. When the fleet needs a new vehicle, take the time to check out the different options to find one that meets your fleet’s requirements.

5. Set Goals for Your Drivers

It is important to hold your drivers to performance standards. For some, this is best achieved through incentive programs. Fleet managers can offer incentives for high fuel efficiency, excellent driving performance, or regular vehicle inspection. Fleet management is most dependent on the fleet’s drivers, so you need to find ways to ensure your drivers are performing well and exhibiting safe driving habits by setting actionable goals for them to achieve.

6. Use Digital Documentation

In today’s modern world, digital documentation is far superior to physical file folders. Now that online storage has become so inexpensive, there is no reason to hold onto antiquated file storage techniques. You can keep all your documentation in one central digital location so that you always know where it is and can easily access it anytime from anywhere. Gone are the days of lost or misplaced files. When you need to access that invoice or work order, you know right where to look. Digital documentation drastically increases fleet management efficiency.

7. Keep Up with Fleet Maintenance

If the vehicles in your fleet are not well-maintained, then you cannot achieve efficiency. Fleet maintenance makes sure that your vehicles are kept in good shape so that they can efficiently do their job. Regular fleet maintenance keeps your vehicles safe, reliable, and on the road. Preventative maintenance from automotive and diesel mechanics can even lower fleet costs by mitigating the need for expensive repairs.

Fleet Maintenance Services from Automotive and Diesel Mechanics in Knoxville, TN

Fleet maintenance is a vital aspect of fleet management. Certified Diesel Solutions in Knoxville, TN, can perform fleet maintenance, repair, and service to help you keep your fleet on the road. Our expert ASE certified automotive and diesel mechanics have the knowledge and experience necessary to provide all the fleet maintenance services you need. We also offer DOT inspections and detailed fleet record keeping. All of this, combined with our attractive fleet pricing, makes us the obvious choice for fleet maintenance. If you are interested in improving the efficiency of your fleet with the best fleet maintenance services available, reach out to us today at 865-964-6598 or online.