Mistakes in the workplace are bound to happen, but when it comes to fleet management, one small error can cost the entire business a fortune. Many of these mistakes are caused by fleet managers prioritising certain tasks over others to meet client expectations and boost revenue. With the right technology, these mistakes can easily be avoided. In an effort to simplify things for you, we have identified ten common mistakes most fleet managers make and how to avoid them using our fleet management solutions.
With all the responsibilities fleet managers have to take on, some aspects of the job may not be immediately apparent and fall into the cracks. Here are ten fleet management mistakes you could make and how to refrain from them:
Many fleet managers overlook the importance of carefully monitoring drivers and their habits. Unsafe driving practices are a huge concern in fleet management and for all motorists in general. They increase the risk of accidents that could turn fatal. Bad driving habits such as harsh braking and speeding also increase fuel consumption and increase the chances of vehicle wear and tear.
How to avoid it: Use our telematics devices and AI cameras to monitor driving behaviour. Through this technology, you will get alerts and detailed reports on the behaviour of each driver. We also have a coaching platform that helps you notice recurring incidents of each driver and address them accordingly through training sessions.
The pressure to meet customer expectations and make a profit has many fleet managers postponing routine maintenance or even forgetting about it. This causes vehicle wear and tear, which leads to an increase in unexpected breakdowns, downtime, and costly repairs.
How to avoid it: Incorporate telematics tools that provide diagnostics on vehicle and asset performance. Our preventative maintenance solution provides you with data analytics that gives insight into potential issues, such as engine faults. You can also set up automated maintenance reminders so you don’t miss routine maintenance appointments. This ensures critical maintenance activities are not overlooked and that the fleet performs optimally.
Regulatory requirements cover a range of areas, from roadworthiness and hours of service to environmental standards and safety measures. Overlooking compliance requirements poses the risk of heavy fines, legal issues, and vehicle impoundment. This happens quite often in a fleet business due to managers and operators pushing to meet delivery deadlines.
How to avoid it: Make use of fleet management software features such as GPS logbooks and Driver Identification (DID) tags. These help you monitor how much time each driver has spent on the road to ensure driving limits are not exceeded and that there are enough resting periods in between. The logbook also helps you remain tax-compliant by classifying business and private trips accurately. Additionally, we also help you determine how much carbon dioxide your fleet emits by giving CO₂ reports so you can be aware of your carbon footprint.
Fleet managers do not always have time to focus only on fuel expenses. This leaves room for possible fuel theft, vehicle misuse, and administrative errors.
How to avoid it: Use a cost management tool such as our MiFleet software, to manage your fuel cards and overall fuel costs. This smart tool ensures that all fuel card transactions match telemetry data such as time, location, and distance travelled. Train drivers on fuel-efficient driving habits, and ensure they use DID tags once again so the fuel used on personal trips can be accounted for. Lastly, install fuel sensors such as fuel probes to get real-time accurate readings of the in-tank fuel levels.
Knowing where drivers are with an estimate of how long they should take is not enough. As a fleet manager, you need to see the live locations of all vehicles to spot any issues drivers encounter along the way and act promptly. Reduced fleet visibility results in higher operational costs due to low efficiency and also imposes a security risk.
How to avoid it: To improve your fleet's visibility, invest in GPS tracking and telematics for real-time monitoring. With this, you can see if a driver spends too much time in one place or if they are following the route as planned.
GPS trackers, IoT devices, and sensors collect large volumes of data that give valuable insight. When the data comes from various sources, it becomes overwhelming and difficult to process. This leads to fleet managers missing the finer details of this information, which may result in misinterpretation of data and poor decision-making.
How to avoid it: It is easier to understand data that comes from one platform. Choose a fully integrated fleet management solution, make use of data visualisation tools such as the given graphs, and train staff on how to correctly interpret them. Ensure they thoroughly check reports to spot trends and patterns. Use this insight to develop strategies that will increase productivity and reduce overall operational costs.
It is no secret that clear communication is a necessity for smooth business operations. Yet fleet managers and dispatchers overlook this factor due to how busy they can be with other tasks. This causes misunderstandings and leads to delays, lowering productivity levels.
How to avoid it: Speak to your staff more often and hold regular meetings so you can hear their pain points. Give feedback and ask if there are any new developments. Lastly, use fleet management software tools such as the two-way audio from our AI Dual Vision camera to get updates from drivers in real time and vice versa.
It is your responsibility as the fleet manager to ensure that drivers, vehicles, and cargo are safe on the road. For this reason, there need to be safety programs such as pre-and post-trip checklists to assess vehicle conditions. Failure to follow safety protocols will lead to accidents, legal penalties, unplanned maintenance costs, and the need for new vehicles.
How to avoid it: Foster a culture of safety in your team by creating a strict policy that applies to all workers who get behind the wheel. This policy should combine general knowledge of traffic regulations and best practices. Highlight the importance of following policies and procedures and train staff on any updated regulations. Furthermore, use our driver scorecards to rate each driver and reward those who are showing improvement.
Poor route planning increases travel time, which leads to unnecessary overtime, an increase in fuel costs, and late deliveries. The disappointment that stems from these delays creates a bigger issue which is customer dissatisfaction, leaving a dent in the brand's reputation.
How to avoid it: Use our route optimisation software to plan your deliveries. Place pick-up and drop-off points onto the software to find the most effective routes. This technology factors in things like distance, traffic patterns, and delivery priorities to help you find the way for drivers to get to their destinations.
The adoption of fleet management software is ever-growing with the industry undergoing rapid changes. These changes are driven by technological advancements and expanded consumer preferences. Using outdated technology will cause your business to fall behind.
How to avoid it: Stay informed about industry trends and choose a fleet management software provider that is innovative and always introduces new technologies to enhance your fleet operations and boost profit. At Cartrack, we strive to give you the latest technology by developing and constantly updating our services to align with emerging fleet management solutions. With us, your business will always be in sync with new industry standards.
Our advanced fleet management solutions make it easier for you to navigate the business landscape. We have measures put in place to tackle each aspect of running a fleet, so you don’t miss anything essential. If you need more information, reach out to us and speak to one of our fleet consultants.
Running a fleet business can get quite complex. Let us look at common mistakes made by fleet managers and how to avoid them.
