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Vehicle fleet management is becoming an ever more complex and multifaceted task. To be a top fleet manager in today’s business world, you need to be able to juggle sustainability, managing vehicle shortages and keeping your teams happy.
So, what are the best practices in vehicle fleet management? To start, let's get back to the very basics: What exactly is fleet management?
Fleet management refers to managing a company's vehicle fleet. It involves the acquiring, operating, maintaining and disposing of vehicles in a company's daily operations.
Vehicle fleet management is essential for companies that use large numbers of vehicles as part of their business operations — particularly transportation and logistics companies, delivery services, construction companies, and public transport agencies.
Many non-transport-related companies also have fleets of company cars provided to employees for travel needs. Managing these company car fleets successfully is challenging.
As a fleet manager, your day-to-day job involves keeping all the following ‘plates’ spinning nicely:
It involves selecting, purchasing, or leasing vehicles that meet the company's operational requirements while considering cost, fuel efficiency and safety.
Regular maintenance and servicing of vehicles are crucial to ensure they remain safe, efficient and reliable. It means scheduling routine inspections and repairs and keeping records of maintenance activities.
Efficiently managing fuel consumption is vital for controlling operating costs. It may involve monitoring fuel usage, implementing fuel-efficient driving practices, or using fuel cards for tracking expenses.
Managing drivers includes hiring, training, scheduling and monitoring their performance. Ensuring that drivers follow safety protocols and comply with regulations is critical.
Fleet managers should ensure that vehicles meet legal and safety standards, including vehicle inspections, emissions compliance and driver hours-of-service regulations.
Many fleet management systems use telematics technology, which includes GPS tracking, vehicle diagnostics and communication systems to monitor and optimise vehicle and driver performance.
Asset tracking involves monitoring vehicle locations and status in real time, enabling better route planning, improved efficiency and increased security.
Keeping a close eye on operational expenses, such as maintenance, fuel, insurance and licensing, is fundamental in controlling costs and increasing profitability.
When vehicles reach the end of their service life, fleet managers are responsible for disposing of them through sales, auctions or other means.
Collecting and analysing data from vehicles and drivers can help you identify trends, optimise operations and make informed decisions that will improve efficiency and reduce costs.
With so much on your plate, being able to count on a comprehensive, specialised tool designed to help you efficiently manage and oversee your fleet of company or commercial vehicles is crucial.
These software solutions provide a wide range of features and functionalities that assist with fleet management, from tracking vehicle locations and maintenance schedules to analysing data and optimising operations. Here are some features and capabilities of vehicle fleet management software:
GPS Tracking
Maintenance Scheduling
Fuel Management
Driver Behaviour Monitoring
Compliance and Reporting
Route Optimisation
Inventory Management
Asset Tracking
Cost Analysis
Telematics Integration
Mobile Access
Security and Anti-Theft Features
Scalability
Fleet management software can be an invaluable tool for businesses and organisations that rely on a fleet of vehicles. It helps improve operational efficiency, reduce costs, enhance safety and provide valuable insights for better decision-making. There are various commercial and open-source options available, and the choice depends on the specific needs and size of the fleet.
Fleet management and business travel should be treated as a unified strategy. Combining these areas enhances mobility efficiency. Often treated separately, these areas share significant overlap.
Benefits include:
Fleet management software can organise mobility seamlessly by coordinating travel planning with vehicle availability. It also integrates alternative mobility solutions, like rental cars, taxis, e-scooters, or bicycles.
If your company operates in transport, logistics, or construction, maintaining an in-house fleet is essential. However, other businesses might find underutilised fleets costly.
An alternative solution like FREENOW for Business offers access to one of Europe’s largest fleets of electric and zero-emission vehicles, without the administrative burden.
With FREENOW for Business, employees use the app for travel. Detailed trip dashboards and customisable travel policies simplify management. The finance team benefits from consolidated monthly billing. Additionally, the software tracks CO2 emissions per employee and provides detailed sustainability reports, helping achieve environmental goals.
FREENOW for Business makes fleet management easier, more sustainable, and cost-efficient.
