Fleet Management – The Ultimate ‘How To’ Guide

Any business that has a fleet of assets will need to take steps to keep that fleet functioning as it should be. Whether that company has a handful of tractors or hundreds of vans, combining the right policies with the best technology can ease the fleet management process both in terms of time and budget.

While every company is different, not just in terms of the fleet they run but how they wish to run it, however, there are certainly a few habits or practices that can help the way you manage your fleet effectively. These best practices can make a huge difference to not only the fleet management role but the company’s bottom line too.

Below is Enigma Telematics’ ‘how to guide’ for fleet management.

Fleet Management

How To Create An Effective Fleet Management System

Be Proactive, Not Reactive

Being proactive is far better than being reactive. With a large fleet to manage, there will always be the potential for accidents. Think distractions and safety hazards for drivers. This is why it’s always better to get ahead of problems instead of having to deal with problems as they happen.

Waiting until an accident or near miss happens could mean putting staff or civilians in danger as well as possible liability issues. Therefore, ensuring that you employ a driver behaviour management system you can help ensure your drivers remain efficient, steady and most importantly safe when you’re not looking.

Keep On Top Of Vehicle Maintenance

One of the most important aspects of fleet management is vehicle/asset management. Keeping up with regular servicing and maintenance requires keeping on top of schedules and dates. As anyone knows, however, dates can often slip one’s mind and other more pressing tasks make something like this seem unimportant. With a fleet telematics system, however, you can simplify maintenance by making it more accessible and automated. Have notifications sent straight to your inbox and keep on top of maintenance with ease.

Set Goals For Drivers

One of the best ways to reduce risk and ensure a safer, more efficient running fleet is to set goals for your drivers. From improving fuel efficiency to safer driving, setting goals and certain expectations – with an incentive – will help you manage your fleet in terms of performance and cost. By reducing fuel usage to providing safer drivers, your fleet management will be made easier by reducing costly accidents/mistakes by drivers overall.

While this may not work for everyone, say for instance, those who manage a fleet of tractors which may not necessarily spend a great deal of time on the road, you should always hold your drivers to a performance standard. Promoting safer driver habits with actionable goals will only reflect your company in a positive light while creating more responsible driving habits in the long run.

Measure What Matters

as all companies differ, so too will their needs in terms of measurements. While some may wish to monitor route systems, others may see more importance in monitoring and preventative maintenance and servicing. While metrics are important, no matter what you’re monitoring, they can sometimes become just a jumble of numbers especially if they aren’t measuring anything particularly useful.

You need to measure well and ensure you’re measuring the right thing. Online fleet management portals will allow you to choose exactly what you want to measure and when; which means you can ensure you’re measuring exactly what matters. Monitor, measure and stay on top of your fleet operations with ease.

Document Important Information Digitally

While file folders are great, the world of online digital storage has progressed leaving you with no excuse when it comes to storing important information securely. From invoices to work orders, records and information from fleet telematics reports; storing online means everything can be accessed from any location in the world, including every piece of information recorded by a fleet management system. This gives you control from anywhere you have an internet connection, allowing you to find fleet information instantly.

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Whether your focus is on grey fleet management or fleet management of your own vehicles, these best practices will all contribute toward a better, more efficient method of managing your fleet. When paired with the right technology such as our online management portal Skyline, fleet management needn’t be a tough, arduous task. It can be simple and offer great insight into the smoother running of your company.

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What Is Fleet Telematics?

It’s a question we’re asked time and again, “What is fleet telematics?” Put simply, fleet telematics is the exchange of information from a commercial fleet to a central operating system. With fleet telematics becoming a necessity now, rather than just a ‘nice to have’, demand has dramatically increased . With this increase in demand comes advancements in technology and huge improvements in how we track and manage commercial fleets.

Where fleet managers may once have had to manually record information such as fuel usage, planned routes and more, this can now all be done for you automatically thanks to systems supplied by fleet telematics . This not only saves time but makes for a much more efficient method for managing commercial fleets.

Using fleet telematics offers vast benefits for companies running fleets. From KPI monitoring, allowing companies to track areas where they can improve operations, to optimising services and route planning, which ultimately means reduced costs.

What Is Fleet Telematics?

What Does Fleet Telematics Mean for You?

The wide-reaching benefits that Fleet Telematics offers fleet operators and management can be felt across the business. Not only improving customer-facing service but workshop and administration processes as well.

Monitor Driver Behaviour

Using fleet telematics and fleet management software allows you to understand your fleet’s driving practices. Telematics will monitor everything from acceleration and braking, to driving hours and distance travelled. You’ll be able to monitor how harshly a driver uses the brakes as well as how fast they travel. With this, you can address where and how driver training needs to be implemented and reward good driving. By implementing training where necessary, a company can benefit from more fuel-efficient driving as well as the knowledge they’re putting much safer drivers on the road.

Optimse and Plan Routes

With up-to-date traffic information, you can be alerted to traffic and congestion becoming an issue on a route you plan to use. This gives you time to reroute and avoid unnecessary time spent in traffic and fuel costs.

Improve Overall Fleet Security

Fleet telematics geofencing allows you to be notified when your vehicles or assets go outside of a designated perimeter. This provides added security for all fleets by instantly notifying you when one of your assets travels outside of its usual zones or moves from a certain area. In addition to this the tracking system provides the exact location of every vehicle and asset at any given time making recovery of anything stolen much easier and more efficient should a theft occur.

Improve Servicing and Maintenance Scheduling

Whether you want to be more organised when it comes to regular servicing or want more information on a vehicle/asset’s health, fleet telematics can help hugely with preventative maintenance. From minor faults to upcoming servicing appointments, you’ll be notified each time. With regular servicing taking place and minor faults being looked at upon notification, larger issues can become a thing of the past. This reduces unnecessary downtime and saves money by allowing you to tackle much smaller issues before they become bigger issues.

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