Fleet Management Strategy

"A strategy is necessary because the future is unpredictable" - Robert Waterman

Never has anything been more true when managing a fleet of vehicles. When you send your employees out on the road they come into contact with elements over which you have no control. The weather, the road conditions, other drivers - you hope that these things won't have a negative impact on your vehicle fleet so that you can keep the wheels - and the dollars - rolling in. 

A fleet is considered to be two or more vehicles owned or leased by a company or organization - think taxi cabs, rental car companies, or even a local handyman service! So as you can imagine, any fleet manager would have quite a few balls in the air - how can one develop an effective fleet management strategy that respects the bottom line and the limits of the vehicles themselves? 

We've broken down the most important things to consider when developing the best fleet management strategy for your organization. 

Scheduled Maintenance

(Read Full Fleet Maintenance Article)

The first thing that comes to mind is the regular maintenance schedule for your vehicles. The regular maintenance schedule consists of things such as oil changes, belts, brake pads, air filters and more. These schedules are tailored to each make and model's individual characteristics and needs. The best way to find out what time intervals are ideal for your specific vehicle would be to look in the owner's manual. Many business owners choose to build their fleets with the same make and model of vehicles to keep the maintenance schedules easy to remember and follow. 

Tip: If your fleet vehicles are on similar maintenance schedules a mobile mechanic can perform services on several vehicles in one visit - saving you time and adding an extra level of convenience to your maintenance schedule. 

Things that should be included in a regular maintenance schedule for every vehicle in your fleet: 

• Regular fluid checks – it is vital to regularly check your fluid levels such as your oil, transmission fluid and engine coolant. If you find that any of these are running low, it is important to add the required fluids immediately. Failure to do so can lead to the engine failing due to overheating.
• Regular oil changes – the oil is the life of your engine so firstly it is important that you ensure that the oil levels are sufficient enough to allow the engine to run smoothly. timing of oil changes can depend on type of oil used, age of vehicle and mileage. oil changes should be completed regularly to prevent damage to the vehicle. 
• Check tire pressure – checking the amount of air in each of your tires is also an important part of vehicle maintenance. Not having the correct tire pressure can lead to excess tire wear and result in you having to change your tires more regularly. Having too much air in the tires can also be a problem, as it can leave the tires more prone to blowing out. Contrary to what many people believe - you should not take the ideal tire pressure listed on the sidewall of the tire. Ideal pressure will be listed in the owner's manual. 
• Check the engine air filter – having a dirty air filter can shorten the life of an engine and also reduce your gas mileage by up to 10%. You can clean out your engine’s air filter just by blowing off any accumulated dust that may have gathered with an air hose. this filter is usually checked during routine oil changes. 

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Seasonal Tires and Tire Rotations

(Read Full Fleet Tires Article)

In addition to regular tire pressure checks, your vehicle maintenance strategy must include a plan for tires. In a climate such as Ontario, your plan should include seasonal tire swaps and a supplier for winter and all-season tires. If the climate in which your fleet operates is less extreme than many in Canada, your plan should include regular tire rotations to preserve the life of your tires. 
Regularly scheduled tire rotation is an important service that is among those recommended by your vehicle manufacturer. Rotating tires is a critical maintenance step because it extends the life of your tires and greatly increases your safety on the road. Additionally, many tire mileage warranties require rotation to keep the warranty valid - so if you skip this vital step, you may be costing yourself more money in the long run! 

In climates with winters that dip below -7C, if your fleet remains active in winter months, winter tires are a must. Not only do they greatly reduce your braking distance, they can keep your insurance premiums lower and your employees safer on the roads. Your plan should include a storage solution for your second set of tires. 

Tip: Purchase a second set of rims with your tires to save time and money on seasonal tire swaps. When your tires are on rims, your mobile mechanic service can come on site and swap many vehicle's tires in one visit. 

Fleet Management Software

(Read Full Fleet Management Software Article)

The decision to subscribe to a fleet management software is a big one. Fleet management software aims to streamline fleet management by monitoring the mechanical health of the vehicle, government regulations ( licensing among other things), mileage and more. Another option would be to handle this information in house which could lead to splitting human resources in a way that limits productivity and profit. The solution that works the best for your organization will depend on many factors including seasonality, expertise of staff, size of fleet and company hierarchy. 

Here are some pros and cons to consider: 

Pro: The valuable expertise is an asset to the company.

When companies are under pressure to reduce their budgets, having a digital partner who brings insight, experience, processes, and skills into the business can accelerate growth plans. When it is not within your organizational budget to outsource your fleet tracking and management, having a fleet management software is the next best thing. 

Pro: Organization leads to measurable, increased efficiencies and improved company focus

When you effectively organize your  fleet management and maintenance, you will see increased efficiency for any number of different aspects of the company. Rate of efficiency is dependent upon current maintenance management systems. However, it doesn't take most companies a long time to realize that when they're spending less time on their fleets, they have more energy to focus on core business tasks. Fleet operations see multiple benefits, including heightened fleet availability and reliability, higher cash flow, and increased productivity.

Pro: Clearer insight into areas for improvement

With GPS technology you can see if drivers are taking the most efficient route to complete a task. You are able to monitor driving behaviour to gain valuable insight into the safety of your fleet drivers and more. Even a basic fleet management software will allow you to monitor maintenance and repair costs and ways to reduce spending. 

Cons

Con: Employee push back

Some companies have found that implementing certain aspect of fleet management software such as GPS tracking or video surveillance has resulted in employee push back. Drivers may feel as though they aren't trusted, leading to a fractured company culture. It is important when using such technologies that it be presented in a way that fosters trust and confidence with your drivers. The last thing you want it to lose valuable employees over an organizational culture clash. Highlighting benefits such as improved safety, reduced contract disputes, eliminating cumbersome paperwork, and being able to navigate around traffic jams can help to overcome many basic objections.

Con: Software Learning Curve

If you don't consider yourself to be "computer savvy" adopting a new software tracking system can feel like a hurdle that is not worth it. In reality, this hurdle can be easy to overcome with a little bit of homework. Fleet management software companies often have video tutorials or even sales and training specialists that can walk you through it's features and systems. Give yourself some time and some patience to learn this new skill - your bottom line may thank you for it. 

Tip: It doesn't need to be all or nothing - choosing a mobile mechanic with the capability to monitor and inspect mechanical issues, provide valuable insight and expertise and monitor the manufacturer's maintenance schedule can be the best of both worlds. 

Fleet Management Tips and Efficiency

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Efficiency is important in any area of business, but when you are dealing with a fleet that can both make you money and cost you money depending on the choices you make - you may want to pay extra close attention. 

Here is where you must consider the HIDDEN costs in your fleet management plan. To discover the hidden costs of your fleet management strategy you must consider a few things about how your business works OUTSIDE of your fleet. 

1. How much do you pay your employees hourly?
2. How much do you charge your clients hourly?
3. Do you send one employee or more to the shop for each vehicle's maintenance?

These numbers will give you an look into how much you are SPENDING when you could be EARNING. 

On the flip side, you must consider the expenses incurred by not following a proper maintenance schedule. Skipping an $80 oil change could lead to a repair that costs upwards of $500 or more - so plan wisely. 

Tip: Having a mobile mechanic come to your location to perform regularly scheduled maintenance and auto repairs allows your vehicles to be seen in fewer appointments and leaves your staff available to service clients.