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?

What 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.

How Do You Manage a Fleet of Vehicles?

As a fleet manager, your day-to-day job involves keeping all the following ‘plates’ spinning nicely:

Vehicle Acquisition

It involves selecting, purchasing, or leasing vehicles that meet the company's operational requirements while considering cost, fuel efficiency and safety.

Vehicle Maintenance 

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.

Fuel Management 

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.

Driver Management

Managing drivers includes hiring, training, scheduling and monitoring their performance. Ensuring that drivers follow safety protocols and comply with regulations is critical.

Compliance and Safety 

Fleet managers should ensure that vehicles meet legal and safety standards, including vehicle inspections, emissions compliance and driver hours-of-service regulations.

Telematics and Technology 

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 

Asset tracking involves monitoring vehicle locations and status in real time, enabling better route planning, improved efficiency and increased security.

Cost Management 

Keeping a close eye on operational expenses, such as maintenance, fuel, insurance and licensing, is fundamental in controlling costs and increasing profitability.

Vehicle Disposal

When vehicles reach the end of their service life, fleet managers are responsible for disposing of them through sales, auctions or other means.

Data Analysis 

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.

Vehicle Fleet Management Software

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.

Benefits of Alternative Fleet Management

If your company deals in transport, logistics or construction, then having your own fleet of vehicles is not a resource you can avoid. Company car fleet management, on the other hand, is something many companies are finding better solutions for.

How would you like to have one of the largest fleets of electric and zero-emission vehicles in Europe at your fingertips? Or a vehicle fleet management app that helps you make more sustainable choices, save money and reduce your company’s corporate mobility carbon footprint? 

With FREENOW’s Business Travel App, you have all this and more. See all possible travel options, so your employees can make the most sustainable choices and take advantage of zero-emission taxis, electric scooters, mopeds and bikes.

FREENOW provides a digital solution as an alternative to company car fleet management. It puts you and your employees in control of their corporate travel through a simple, easy-to-use interface containing a range of flexible and sustainable travel options. 

With features like online booking tools, carbon emissions tracking and management of corporate and individual travel policies, you can take full advantage of FREENOW’s electric vehicle fleet management services as an alternative to managing your own fleet of company cars.

What’s more, FREENOW’s software tracks each of your employee’s carbon emissions and provides detailed CO₂ reports. Use this data to set your sustainability targets and power your CSR strategy, enabling you to adjust travel policies and reduce your company’s overall carbon footprint.

With FREENOW, you can also give your employees a benefit that rivals having a company car, while also helping them make more sustainable choices for their personal travel needs. 

With the Mobility Budget, they get a monthly budget to spend on their personal travel, whether it’s commuting, nights out or holidays, and they can see their carbon footprint and take advantage of many zero-emission transportation options.

So, if you’re looking for best practices in vehicle fleet management, why not consider doing away with your need for in-house company vehicle fleet management altogether? Check out the benefits of switching to FREENOW’s corporate mobility solutions now and reduce your fleet management headaches, while also giving your company a sustainability super-power!