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Fleet Management 101: The Processes To Optimize Your Fleets In 2020

Fleet management is a difficult task, no matter the fleet size. With expenses to control, vehicles to optimize, and staff to motivate, fleet managers clearly have their hands full.

To keep their business rolling and stay on budget, fleet managers need to improve the efficiency of their fleet.

To this end, here are the top fleet management tips for the smooth operation and improved productivity of your fleet.

Select Appropriate Vehicles:

The first step towards fleet optimization is the selection of appropriate vehicles suitable for your business.

If you choose the wrong vehicle, you’ll not only waste a lot of money on maintenance but also be unable to meet your delivery commitments.

Apart from massive operational costs, you’ll also end up losing the trust of your clients and affecting your brand image. Hence, choose the right fleet and save your valuable time and money.

Perform Preventive Maintenance:

Prevention is better than cure. Preventative maintenance can help you identify minor issues before they lead to bigger problems and major breakdowns.

You can schedule your fleet for routine services like oil changes, fluid refills, and tire and hose inspections at your own convenient time – without disturbing your schedule.

Preventive maintenance via fleet management software for trucking companies can save a lot of time and money, which would otherwise be spent on crucial repairs afterward.

Regular maintenance also allows fleet owners to track a vehicle’s parts usage and warranties in a more streamlined way.

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Save On Fuel Costs:

Staying within the business’s budget is one of the most challenging tasks of a fleet manager, and finding a reliable method of cutting company costs is incredibly daunting.

Fuel costs occupy a significant portion of the budget in the trucking business.  That makes it crucial to understand how much fuel your vehicles are consuming and how it impacts your operational costs.

Many factors lead to fuel costs going over budget. While some factors like fuel costs are out of your control, other factors like fuel usage can be managed at your end.

Tracking vehicle idling time and drivers’ behaviors are some ways to keep your fuel costs within budget.

Another way to manage fuel costs is by using GPS tracking devices to ensure drivers are taking the most fuel-efficient routes.

There are many types of software that give mangers access to driver whereabouts and other fuel consumption information. This makes it easier for managers to take the necessary actions to prevent fuel wastage.


Don’t Forget Tire Management:

Tires occupy a significant portion of your budget. They are a valuable asset to any fleet business, and when cared for properly, their lifespan can be maximized.

Managers need to set up regular service appointments to check the alignment and condition of tires.

A tire management program allows managers to better track the cost of each tire by miles traveled and overall performance. This can ultimately lead to enormous savings in fuel and tire replacement costs.

Give Feedback On Driver Behavior:

Most fatal accidents are attributed to reckless driving behavior. This can be avoided by providing proper training to drivers and monitoring their behavior.

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Managers can assist their drivers by providing them real-time feedback in case of misbehavior while on the road.

Giving timely feedback will not only ensure the safety of your drivers but also save you a good deal of money on repair and litigation charges.

This practice also offers the intangible benefits of protecting your brand image and maintaining your client’s trust.

Encourage Transparent Communication:

Transparent communication is vital for any organization, and fleet business is no different.

Direct communication ensures that internal staff and drivers are on the same page, and they both understand the company’s rules and regulations.

When all staff members co-operate with one another, responding to an exceptional situation becomes much easy.

Mangers can even take proactive steps to handle any unfortunate circumstances when problems are communicated in time.

Hence, fleet managers must create an environment where drivers can immediately communicate the maintenance requirements of their vehicles.

Sharing timely information about any problem, emergency or otherwise, can go a long way in optimizing fleet operations.

Go Paperless:

Keeping physical records on paper is a thing of the past. Filling out paper forms is time-consuming and also creates room for error. Moreover, there is a chance of data getting lost, never to be recovered.

Going paperless through software solutions will help improve your efficiency to a great extent.

Fleet management software enables managers to automatically allocate time to specific projects. They also get access to important information about their vehicles, including vehicle history and warranty information.

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Both drivers and managers can input information in real-time and get access whenever required in the future – simply put, everyone can save time and energy by going online!

Embrace Telematics To Automate Fleet Maintenance:

Similar to school bus tracking software programs designed for the safety of your children, telematics is crafted to automate the mundane tasks in fleet management, taking a colossal weight off the manager’s shoulders.

With human error eliminated through technology, you can rely on telematics to increase your efficiency.

Telematics is the game-changer of the trucking industry that employs both computer and mobile applications to monitor fleet performance.

These applications notify the managers in case of any problems or misuse, empowering them to make timely decisions. It also ensures the security of your drivers.

Telematics also increases the productivity of your fleet. With real-time information about their fleet, managers can better schedule maintenance jobs and ensure their optimum operating conditions. This way, no business is lost.

The application also gives accurate maintenance costs, so that fleet managers don’t fall prey to maintenance scams. This way, telematics can save a lot in the long run, ultimately improving your bottom line.


The process of fleet management can be quite overwhelming, especially if you’re new to the industry.

Fortunately, technology has revolutionized the way we do business today, much to the relief of fleet managers all across the globe.

With these insights, you can successfully optimize your fleet in 2020 and stay miles ahead of your competitors.


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