There’s no denying the difficulties and stress associated with managing a fleet. Overseeing everything from truck maintenance, repairs, and route planning to hiring, training, and retaining drivers, can be challenging with so many moving parts. The following tips explore how the “pros” make sure everything is running efficiently with fleet management.
#1 Managing Costs
In a time where the economy is constantly fluctuating, it can be difficult to keep repair and fuel costs down, but planning through preventative maintenance, optimized vehicle usage, and good old education can help.
- Preventative Maintenance: When managing a fleet, unexpected repairs will eventually happen, but anticipating and planning for future issues, along with being diligent about preventative maintenance, will help you detect issues early on and avoid costly repairs.
- Optimize Vehicle Usage: To help reduce fuel usage, carefully plan routes, add GPS tracking, or even consider partnering with an Intermodal or LTL service.
- Educate Drivers: Don’t skimp on properly training your drivers. These programs essentially improve driver performance and keep them abreast of any new road regulations. Make a point of researching a driver’s history to avoid hiring irresponsible people. Beyond the upkeep of a vehicle, your drivers are the major contributor to the health of your trucks. Every aspect of their driving habits will directly affect your company and bottom line.
#2 Practice Excellent Record Keeping
Take full advantage of data-compiling software that’s available. Successful fleet managers utilize data to find ways to improve efficiency and reduce expenses. Software designed specifically for fleets will collect various data points that can be easily reviewed. Consider tracking the following details to help you improve fleet management:
- Truck maintenance and repair records: When you know how often a truck has to be serviced, based on mileage intervals and even common repairs, not only can you preplan for expenses, but you can also make the most out of truck usage in-between servicing.
- Vehicle warranties and contracts: Whether your fleet is made up of owned or leased vehicles, it’s important to understand contract details. This will prevent voiding a warranty, it will keep you aware of what expenses are covered, and if you decide to sell or trade-in later, the detailed records will work in your favor.
- Truck usage: Have drivers sign out trucks and include destination and odometer readings.
- Fuel usage: Drivers should maintain fuel logs that contain details such as when and where fuel was purchased, the type of fuel, price per gallon, and total gallons.
- Use GPS tracking: GPS tracking offers many benefits, including route optimization, which also lowers fuel costs. With real-time updates, drivers will be alerted to traffic delays and provided with an alternative route, which will prevent late deliveries. Even when a driver is stopped at a loading bay or on break, iGPS tracking allows you to monitor productivity, route location, and essentially enhances driver safety.
- Driver details: Maintain detailed records on your drivers. Track everything from their licensing dates and certification to performance records including tickets, accidents, insurance claims, as well as incidents of going above and beyond.
#3 Implement and Enforce Policies
Company policies clearly communicate performance and job protocols to staff, as well as help you streamline and delegate tasks. Initially, setting up and communicating policies can be time consuming, but adjusting them later on will require minimal time, and your staff will know exactly what is expected of them. A few policies to consider include:
- Driver responsibilities: Outline your expectations for drivers, as well as consequences for failure. For example, drivers should be responsible for keeping their licensing and certifications up to date. Should either expire, the policy will let your drivers know upfront, what the consequences are. Likewise, policy protocols can help you track truck and fuel usage and enforce safe driving habits. Having careless or irresponsible drivers employed not only pose safety risks but will also have negative consequences for you and your company. In addition to consequences, be sure your policies include a reward or bonus system for a job well-done. Having a goal to aim for will motivate drivers to make good decisions whether behind the wheel, picking up or dropping off a delivery, or parking for the night.
- Maintenance scheduling: This policy provides a plan for regular maintenance, keeping your trucks in top-notch shape. Besides preventing roadside breakdowns or expensive repairs, it also helps slow down vehicle depreciation should you decide to sell the vehicle later on. Further, having a maintenance policy in place, gives your maintenance crew a clear plan of action.
- Vehicle requirements: Compile a list of fleet vehicles, detailing their usage, and must-have features. Such a policy will help you expand your fleet in the necessary areas, without buying unnecessary bells and whistles. It will also guarantee you have the right types of vehicles to get a job done efficiently.
Fleet Management at Your Service
TCI Transportation has helped businesses grow and manage their fleet for more than four decades. Dedicated to customer satisfaction, TCI is always expanding services to meet clients’ needs. If you’re searching for ways to improve the efficiency and reduce costs for your fleet, TCI can help.
Perhaps you want to streamline truck maintenance to reduce downtime. TCI offers customized maintenance programs on client-owned trucks, as well as full-service leasing and commercial rentals. Our LTL, Intermodal, or Truckload services may be just what you need to cut fuel costs and meet delivery commitments. For more information on how TCI can help you take fleet management to the next level, visit tcitransportation.com
