Vehicle Fleet Management For Beginners

If your business is looking to hire someone to help better manage your fleet of vehicles this article will walk you through everything you should know about fleet managers and their role within a company.
woman hosting vehicle fleet management meeting with sticky notes

More and more UK companies are realising how important it is to have a skilled fleet manager on their team. Fleet managers not only oversee daily fleet operations, but they are also responsible for vehicle maintenance, driver checks, repair processing, fuel card checks and any number of other vehicle fleet management tasks. 

Because fleet managers have so many responsibilities, it can be difficult to establish a fleet manager role within a company. This article will explain what a fleet manager is, the key tasks of a fleet manager and how a digital fleet telematics system can make the role of a fleet manager so much easier. 

What Is a Fleet Manager? 

A fleet manager is anyone who’s responsible for the operation, organisation and management of a company’s fleet (which can be two or more vehicles). Not every company has a dedicated fleet manager; oftentimes the person managing the fleet is actually an adjunct to another role within the company. Fleet managers have a wide range of responsibilities, so they must have specific business, managerial, technical and legal skills.

What Do Fleet Managers Do? 

Vehicle fleet management will look different within every company. At its core, fleet management involves overseeing a company’s vehicles in a way that ensures they’re operating safely and legally at all times. 

Some of the most important vehicle management tasks include: 

1. Acquiring Vehicles 

A fleet vehicle manager purchasing a vehicle

Fleet managers are responsible for the acquisition of new fleet vehicles. The type and number of vehicles needed will depend on whether they’ll be used as company cars, pool cars or if they’ll be part of a grey fleet

Choosing the appropriate make and models of vehicles is only one part of the equation, however. Fleet managers also have to determine the best way to fund vehicle acquisitions. Companies have the option to buy vehicles outright or lease them; leasing vehicles also comes with a variety of options that fleet managers need to consider before making a decision. 

A vehicle fleet manager guide

Beginner’s Guide to Fleet Vehicle Management

2. Keeping accurate data on all aspects of the fleet 

Maintaining accurate records of a fleet is one of the most important tasks of a fleet manager. This includes tracking maintenance histories, mileage, accidents, damage done to the vehicles and more. This type of data is necessary to keep the fleet vehicles in top condition, and much of this data is also required for tax and insurance purposes. 

3. Maintaining vehicles 

Proper vehicle maintenance is vital for ensuring driver and vehicle safety. Fleet managers need to keep track of oil changes, tyre replacements and repairs. If a vehicle isn’t functioning properly, it could break down unexpectedly and/or cause an accident. This would incur unexpected costs and would take a vehicle off the road. 

4. Fleet analysis and optimisation 

white company vans vehicle fleet management

Another key vehicle management task is fleet analysis. Fleet managers must be able to examine recorded data about their vehicles to make improvements to routes. These route improvements could have different benefits, whether it’s to avoid heavy traffic areas or Clean Air Zones, reduce idling times and so on.

With fleet management software, you can optimise a fleet using recorded data. A fleet manager can save the company money and reduce the everyday wear and tear on the fleet vehicles.  

Read more: Business Guide to Acquiring Vans For Delivery

Additional Vehicle Fleet Management Tasks 

There are so many more vehicle management tasks that a fleet manager is responsible for. Below are additional tasks to be aware of: 

  • Owner liability and traffic safety
  • Driver’s licence checks
  • Driver files
  • Vehicle selling
  • Fuel card checks
  • Fuel consumption
  • Cost controls
  • Mileage supervision
  • Claims processing
  • Contract management and insurance
  • Pool vehicle management
  • Communication with drivers
  • Repair processing

Read more: What is Fleet Management in 2021?

A vehicle fleet manager guide

Beginner’s Guide to Fleet Vehicle Management

How a Fleet Administration System can Help Fleet Vehicle Management

Employees using a fleet vehicle management system

In the transportation industry, many companies use more than one type of fleet of vehicles. Managing such fleets, including preventing misuse, improving customer service, protecting the vehicles from theft, and optimizing routes, can be quite overwhelming. Well, that’s where a fleet vehicle management system comes in.

What is a fleet vehicle management system?

It is a system/software that provides real-time information about fleet operations helping decrease fuel usage, increase the satisfaction of the drivers, and provide insightful predictive analytics. Nowadays, most fleet vehicle management companies rely on this software/platform to help them support their daily fleet vehicle management operations.

What is fleet vehicle management software used for?

Drivers who are talking about fleet vehicle management
  • Depending on the specifics of the services provided by a company, the software can be used for the following functions:
  • Improving the safety of the fleet as well as their working conditions.
  • It helps improve the behaviour and performance of the drivers.
  • It helps make ideal shifts and work hours for the workers.
  • The software helps manage fuel efficiency and schedule routine maintenance.
  • It helps track any malfunctions with the fleet in real-time.
  • To track mileage of the fleet as well as manage any deductible expenses.
  • The software can be used to produce individualized reports for individuals involved in the company.

How can the software help fleet vehicle management?

Generally, the platforms come with many benefits that can help a company. These benefits include:

It lowers operational costs; This system helps reduce operational costs in several ways, including monitoring the routes to choose the best routes for the trip, controlling fuel used by keeping detailed records, and workflow automation. Generally, if you have real-time information about the fleet can save you a lot of time and money in the process.

Read more: What is a GPS tracking system?

1. Improves the safety of the drivers

The software is integrated with all the vehicles on the fleet, providing real-time data. With this advantage, fleet managers can set up real-time alerts that they can use to alert the drivers in the event of hazards on the routes they’re using or serious traffic disruptions. There is no better way to manage fleet vehicle management than by owning the software.

2. Compliance readiness

These systems provide the fleet managers with crucial information related to the vehicles on the fleet, including the repairs, maintenance, certifications, and inspections. The information is digitized and readily available, making it easy to locate crucial reference materials about the vehicles whenever needed. Also, these digitized records ensure that you are always in compliance with the country’s regulations. The systems will enhance fleet vehicle management for you. With the systems provided, fleet vehicle management does not have to be a headache anymore.

3. Improves business intelligence

Business intelligence button

The systems often use artificial intelligence to display the information you want creatively and innovatively. This can improve how you interact with your staff, executives, and even the customers, making your business classy and trendy. Also, this intelligence enhances the way you interact with metrics and helps you identify even better ways to measure performance. Furthermore, this software can be connected with the Internet of Things devices to collect even more valuable data, helping always put your business ahead of the competition. For effective fleet vehicle management, consider using the app.

Find out more: Trackers for Cars & Trackers for Vans

How Digital Fleet Tracking Systems Help Fleet Managers 

A company employee involved in fleet vehicle management

Fleet managers have a wide range of responsibilities, all of which are critical to the operation of a fleet. The simplest way to streamline the tasks of a fleet manager is to invest in a digital fleet telematics system, like Fleet Geo. 

Vimcar’s business vehicle tracking, Fleet Geo, tracks a fleet’s vehicles in real-time, alerts fleet managers to suspected theft attempts, tracks mileage and more. Best of all, the data collected by Fleet Geo is stored digitally. Fleet managers can access specific data with just a few clicks of the mouse. Fleet Geo even comes with its own app, free of charge, which makes managing a fleet outside of the office incredibly easy. 

Fleet managers still using paper logs are creating more work for themselves. A digital fleet management system like Fleet Geo will cut costs, save time and streamline operations.

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