With the overall responsibility for the full lifecycle of each vehicle, the operatives and drivers who use them for ‘at work activities’, the role of the fleet manager is challenging, especially in today’s ever-changing landscape.
Delivering effective fleet management is crucial for the smooth day-to-day operation of an organisation and for reducing overall costs.
In medium to large organisations, the vehicle fleet can be a significant budgetary concern, so it’s important to carefully design procurement strategies to balance the need for the right products and services with cost-efficient funding.
Running a compliant fleet involves having information to prove that essential checks have been carried out to specific standards. By creating an auditable trail, a fleet manager can show the steps taken to meet compliance requirements in all aspects of their fleet operations. From mitigating risk by checking a driver’s licence to specifying the correct vehicle that is fit for purpose, staying compliant is essential and not optional.
Implementing a robust and automated fleet management system can provide real-time data on vehicle location, fuel usage, maintenance schedules, and driver behaviour. This data enables informed decision-making and improvements in overall fleet efficiency.
An automated system streamlines operations and provides valuable insights into fleet performance. By using a data-driven approach, fleet managers can identify patterns, predict maintenance needs, and make proactive decisions to reduce downtime and extend vehicle life.
Maintenance is crucial to extending the life of fleet vehicles and ensuring their reliability and safety. Implementing a preventive maintenance program, which includes regular checks and servicing, will save money in the long run.
Daily vehicle checks are an easy and effective way to ensure drivers are as safe as possible on the road. By carrying out a visual check of the vehicle before heading out, drivers should be able to spot issues with their vehicles that may become potentially dangerous if not attended to. Additionally, carrying out regular visual checks is an effective way to minimise vehicle downtime.
Regular assessments, training for new vehicles, and advice on safe driving practices are essential for improving driving efficiencies and ensuring the safe operation of a vehicle fleet. Telematics data can help identify areas for improvement and cultivate a culture of safer driving.
A driver’s handbook serves as a useful reference point for drivers and operatives. A fleet manager can use the handbook to ensure that all required information is effectively communicated to those who are required to ‘drive at work’.
It is important for fleet managers to compare their fleet processes with those of similar organisations in the same sector to understand how to achieve future cost savings, reduce risk, enhance their duty of care focus, and improve operational efficiencies – a process known as benchmarking.
Fleet management Key Performance Indicators (KPIs) are measurements that demonstrate the effectiveness of your fleet management strategy. Setting fleet management benchmarks and measuring KPIs is the best way to enhance fleet productivity and control costs. Fleet management software can be used to track expenses in real-time, allowing you to confirm trends across your fleet and take necessary action for improvement.
Fleet managers have both strategic and financial responsibilities within an organisation. Setting a fleet budget or working within certain financial constraints is a complex task, and knowing how to develop and control a budget is key for both a fleet manager’s success and a well-run, efficient fleet.
Overall, proper fleet management, including the use of technology, data-driven decision-making, maintenance, and driver training, is essential for the smooth and cost-effective operation of a vehicle fleet.
