As a fleet manager, you face numerous challenges every day. From managing inventory costs to dealing with scheduling mishaps and the complexities of storage layouts, there’s a lot on your plate.
And let’s not forget the constant barrage of emails, texts, and calls from mechanics, drivers, dealers, and manufacturers. If you're still relying on outdated organizational methods, it’s all too easy for important requests to get lost in the shuffle.
What today’s fleets need is a modern approach to planning, executing, and tracking maintenance – one that’s simple and efficient.
the importance of preventive maintenance
Preventive maintenance (PM) isn’t just a best practice. It can save fleets hundreds of thousands of dollars. By reducing emergency manpower and unplanned downtime, PM paves the way for smoother operations, improved customer trust, and fosters long-term fleet stability.
expert insight: the tech-powered fleet
Implementing PM software can turn costly reactive losses into operational gains. Tools that keep track of service intervals, tire wear, and parts usage can pinpoint potential issues before they lead to expensive breakdowns, reducing unplanned downtime and emergency repairs.
We spoke with Bob Nolen, Fleet Manager at Hagey Coach & Transportation, about the tools he currently uses to manage his fleet:
“Fleet management today requires a suite of integrated tools, both digital and physical, and a skilled team that can use them effectively. Without these, it’s nearly impossible to maintain uptime, control costs, or ensure safety. We use a combination of software and physical tools, and the number has grown significantly in recent years due to the increasing complexity of modern fleet management.”
multiple computers and multiple diagnostic software platforms
Nolen continues, “Every major component, whether it’s the engine, transmission, or other systems, requires its own diagnostic software. These are now subscription-based and must be renewed annually, which adds to both cost and complexity.”
He adds, “It’s not enough to have one system. We need several computers equipped with different software packages to ensure we can service all vehicle types and components efficiently.”
An ideal solution should enable your team in several ways:
- Comprehensive PM task management: Schedule maintenance based on various metrics like distance run, hours operated, and fuel consumed
- Compliance tracking and analytics: Use dashboards and KPIs to visualize PM and asset compliance and performance, with key metrics on maintenance completion status
- User-friendly flexibility: Pick a system that’s easy to configure and offers real-time data validation to minimize errors, ready to support any type of asset and organizational structure
- Seamless mobile experience: Enable technicians and drivers to manage their tasks through a comprehensive mobile app
- Streamlined time and parts tracking: Automate tracking of time and scan parts onto work orders directly via the mobile app, using the manufacturer’s or UPC barcodes, reducing double data entry errors
- Data importing: Eliminate manual data entry for efficiency and accuracy, pulling data directly from automated fuel pumps, onboard computers, and outside fueling services
- Cost management and rich analytics: Gain insight into all maintenance and operational costs, both internally and externally, with in-depth performance and cost-reporting capabilities
With this increased visibility, you’ll be able to view your inventory levels, make informed decisions on inventory planning, reduce waste, free up cash flow, and ensure parts are available when needed.
preventative maintenance software
PM is essential for keeping your fleet running at its best. It enables early detection of potential issues, cutting down costly downtime, and extending vehicle lifespan. Think of it as a regular health check for your fleet – it helps avoid minor problems before they escalate into major ones.
Sadly, some misconceptions about PM persist, such as the myth that ongoing maintenance is more expensive than waiting until something breaks. As Nolen notes, “We rely heavily on a maintenance management system that tracks service intervals, tire and brake wear, and parts inventory. This system is central to our strategy of preventing breakdowns rather than reacting to them.”
barcoding + specialized shop and inventory tools
To tackle challenges like supply chain disruptions and rising costs, consider strategic stock management within geographic regions. By keeping an eye on parts usage across different sites, you can store expensive components regionally instead of at every location. This ensures you have the necessary parts in stock, while minimizing carrying costs and risks of obsolescence.
Nolen says, “While we still use traditional repair tools, we also require specialized electronic diagnostic tools and equipment to interface with vehicle systems.”
Barcoding and QR codes enable real-time tracking of parts usage and inventory levels, reducing errors and avoiding overbuying, which can lead to higher costs.
“All parts are barcoded, and we’re expanding to use manufacturer barcodes as well. This helps us maintain accurate stock levels and streamline reordering.”
training and knowledge tools
As vehicles grow increasingly complex, recruiting and training skilled personnel poses additional challenges. Nolen highlights, “As vehicles become more electronic, we invest in training tools and resources to upskill our team, especially in software, diagnostics, and electrical systems.”
Using fleet maintenance solutions can automate tedious tasks and provide remote diagnostics, ultimately improving efficiency and reducing technician workload. It also safeguards valuable knowledge from experienced technicians by digitizing it into standard repairs and checklists, ensuring high-quality service by providing new employees with access to accumulated expertise, mitigating the effects of technician shortages.
turning maintenance into money
The transportation industry is ever-evolving, and staying ahead means being proactive. And with the right fleet management tech for your business, you can turn reactive setbacks into opportunities for more growth – and more savings.
Get insights on how to strategically invest in the right tech via our latest pinkpaper, Turning Fleet Maintenance into Money.