No items found.

The different types of vehicle fleet management tools

Published By

Jeremy Ferrer

Car fleet management: what are we talking about?

Fleet management or fleet management is the process of planning, organizing, and controlling the vehicles of a company or organization. It therefore involves the entire life cycle of vehicles, from their acquisition to their disposal. The responsibilities of fleet manager include vehicle acquisition, maintenance and repair, fuel management, cost tracking, claims management, and the collection and analysis of vehicle and usage data.

The main objective of fleet management is to optimize the use of vehicles, reduce costs, improve road safety, minimize environmental impact, and ensure compliance with current regulations.

Improving fleet management: the keys to success

To improve fleet management, here are some keys to success:

Establishing a clear policy

Define a fleet management policy that outlines the standards, procedures, and responsibilities of each party. This will ensure consistency in vehicle management and facilitate communication with drivers.

Use fleet management technology

Adopt a fleet management system that effectively tracks and controls vehicles and their use. These tools can provide real-time data on location, fuel consumption, driver behavior, maintenance reminders, etc. This valuable data makes it possible to monitor vehicle performance, optimize routes, and make informed decisions to reduce operating costs. Technological tools for fleet management also make it easier to manage administrative tasks, such as scheduling maintenance and repairs.

Analyzing the data

Use collected data to identify opportunities for optimization. Analyze trends in fuel consumption, mileage driven, maintenance costs, etc. This will help identify areas where improvements can be made, such as reducing costs or improving fuel efficiency.

Perform regular vehicle maintenance

Regular vehicle maintenance is crucial to keeping vehicles running smoothly and extending their lifespan. Set up a preventive maintenance schedule for each vehicle in the fleet. This allows potential problems to be detected before they become bigger and more expensive to fix. The tasks to be done include regular inspections, oil changes, tire rotations, etc. Tracking maintenance reminders through fleet management systems can also help ensure that vehicles are always in compliance with safety and performance standards.

Train drivers

Organize training courses to make drivers aware of responsible and fuel-efficient driving. Safer and more efficient driving can reduce the risk of accidents and the costs associated with fuel consumption. Encourage eco-driving by promoting behaviors such as smooth driving, limiting speed, and turning off engines during extended stops. Also, consider introducing cleaner, more fuel-efficient vehicles into the fleet, such as electric or hybrid vehicles. Incentives, such as rewards for safe driving, can also be put in place to motivate drivers to adopt responsible behaviors on the road.

Cost monitoring and optimization

Watch carefully fleet costs, such as expenses for maintenance, fuel, insurance, etc. Identify areas where savings can be made, for example by negotiating preferential maintenance contracts or by optimizing the use of vehicles.

Optimize itineraries

Optimizing routes is essential to reduce kilometers traveled, save fuel and minimize CO2 emissions. Use trip planning software that takes into account traffic, driver preferences, or delivery points to find the most efficient routes. Better trip planning also makes it possible to optimize the use of vehicles and to reduce waiting times.

Regulatory monitoring

Stay up to date with environmental regulations and standards related to vehicles and their use. Make sure your fleet is in compliance with these regulations.

The different types of fleet management tools

There are several types of tools to facilitate and optimize the management of the car fleet. Some of the best known include:

GPS tracking systems: these tools use GPS technology to track fleet vehicles in real time. They provide accurate information on their location, mileage, routes taken, stops, etc. In addition to monitoring the activity of vehicles and drivers, they also help optimize trips and facilitate planning.
Fleet management software: they are also called fleet management. These tools offer a centralized platform to manage the various aspects of fleet management. They can include functionalities, such as driver management, car maintenance scheduling, expense tracking, report generation, etc. These tools provide a global and accurate view of the fleet.
Fuel management systems: these tools facilitate fuel management by providing data on fuel consumption, in particular fuel card management and inefficient driving behaviors. They help lower fuel costs and promote more fuel-efficient driving.
Predictive maintenance solutions: these solutions use sensors and data collected from vehicles to anticipate maintenance needs. They help identify potential problems before they become critical, reducing vehicle downtime and repair costs.
Claims management software: This software makes it easy to manage accidents and claims by automating insurance claim processes, documenting accident details, and facilitating communication with insurers and repairers.
Document management systems: these tools allow the electronic storage and management of documents related to the vehicle fleet, such as insurance documents, purchase contracts, maintenance sheets, etc. This simplifies document management and facilitates access to the necessary information.

It is also possible for companies to opt for outsourced management of their car fleet to benefit from comprehensive and professional care.

Fleet management dashboard: a powerful tool that should not be overlooked

What company doesn't dream of discovering how to make hidden savings and improve its fleet management?

What is a fleet management dashboard?

A fleet management dashboard is an essential tool for businesses that manage a fleet of vehicles. It offers a comprehensive and real-time overview ofFleet performance, allowing managers to make informed decisions to optimize vehicle use, reduce costs, and improve operational efficiency.

A dashboard provides an overview of the fleet with key information such as the total number of vehicles, their geographic distribution, usage data, and the overall condition of the fleet. This allows managers to have an overview of their vehicle fleet and to quickly identify the aspects that require particular attention.

A dashboard also allows you to track the location of vehicles in real time as well as the history of their maintenance, maintenance reminders and future deadlines. Thanks to this tool, managers have a planned vision of the maintenance to be done, such as oil changes, inspections, tire replacements, etc.

The main advantage of a fleet management dashboard lies in its advanced data analysis features. It allows the generation of detailed reports on fleet performance, operating costs, fuel consumption, fuel consumption, driving incidents, route efficiency, etc. These reports provide valuable information for evaluating overall fleet performance, identifying areas for improvement, and making strategic decisions.

Why develop a fleet management dashboard?

Building a fleet management dashboard using key performance indicators will help you achieve four main goals:

Know the state of your fleet,
Estimate its costs,
Identify hot spots,
Locate savings potential at a glance.

Indeed, building a fleet management dashboard is the essential step to optimize your fleet management.

What elements should you integrate into your fleet management dashboard?

A well-conducted data collection phase takes into account elements such as:

fuel costs,
Toll costs,
The rents,
All maintenance and repair services.

This is an essential step that is not too time-consuming. A study revealed that more than a quarter of car fleet managers in Europe spent barely more than four hours a month collecting entry data (mileage, rents, maintenance, fines, etc.).

However, the frequency of the reports is based on your needs. It is mainly determined by the size of your car fleet (updated by the day, week, month, quarter or year).

A significant example of a fleet management dashboard

In addition to mileage tracking, three main indicators come into play as shown in the image below:

First, the distribution of the fleet by brands and types of ownership, energy, rental companies, vehicle type, driver categories and the entries and exits of the vehicle fleet in the current month.
Then, additional costs and expenses including rent and monthly payments, maintenance, claims and repairs, repair costs, glass breakage, insurance and fines.
Finally, fleet management alerts including vehicles over- or under-driving, fuel consumption, lack of mileage information, the end of rental contracts, initial technical inspections, claims and various repairs, and fines.

Also, the obsolescence of the Car Fleet is also taken into account, with the average mileage of the fleet on the road, the average monthly mileage of the current month, the average age of the vehicle fleet in months and the average CO² emission rate of vehicles.

Outsourcing fleet management: a complete solution

As the name suggests, the outsourcing the management of the car fleet consists in entrusting to a specialized company all the tasks related to the management of the vehicle fleet. This option offers a number of advantages:

Specialized expertise: outsourced fleet management companies are experts in their field. They have in-depth knowledge and specialized skills in fleet management, which allows them to optimize operations, reduce costs, and maximize efficiency. They are up to date with industry best practices, current regulations, and new technologies, which can add value to your business.
Focus on your core business: outsourcing the management of your car fleet allows your company to focus on its core business. Fleet management can be a complex and time-consuming task, requiring constant attention. By delegating this responsibility to professionals, you can devote more time and resources to the core activities of your business, which can lead to better productivity and greater overall efficiency.
Cost reduction: Contrary to what one might think, outsourced fleet management can contribute to reducing operational costs. Fleet management companies often partner with service providers and dealerships, allowing them to get preferential rates for vehicle purchases, maintenance, repairs, and insurance. Additionally, they can use advanced tools and technologies to optimize vehicle usage, reduce fuel consumption, and minimize the costs associated with breakdowns and downtime.
Access to advanced technologies and tools: Fleet management companies invest in cutting-edge technologies and tools to effectively monitor and manage fleets. By outsourcing the management of your fleet, you can access these technologies without having to invest in their acquisition and maintenance yourself. This includes vehicle tracking systems, fleet management software like Sourcing Force, data analysis tools, and more. These tools can provide valuable information to make informed decisions and optimize the performance of your fleet.

‍

Want to know more?

Our Fleet Managers are at your disposal to advise you on Car Policy: www.gestion-fleet-Automobile.com

With more than 1,000 vehicles under outsourced management and a Sourcing-Force.com Fleet Management Solution, Buy Made Easy (BME) offers a NEUTRAL and INDEPENDENT approach to funders, manufacturers and service providers.

The “plus” of BME: We take care of your car fleet within 3 weeks!

→ Consult our white paper: 4 NON-PRODUCTION INITIATIVES TO OPTIMIZE YOUR CAR FLEET!