Here’s your cheat sheet to eight of the most common fleet management mistakes, from neglecting driver training to purchasing the incorrect vehicles, and more.
Everyone makes mistakes, and most of us learn from them. With fleet management being such an intricate job, however, fleet managers deserve a ‘cheat sheet’. Here are 8 of the most common fleet management mistakes, and how you can best avoid them.
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Not having a clear and strict fleet policy
Whether you’re brand-new to fleet management, or new to a specific job, one of the first things you need to look at is the company fleet policy. There are plenty of fleet policy examples online, and some can be a good guideline, but every company should have a policy that is tailored specifically to the needs of the business. If your fleet policy is clear, logical, and fits the purpose of your fleet, it can be a fleet manager’s biggest asset. Without a company fleet policy there is no structure around how vehicles should be treated, who should drive them, where responsibility lies and so on. Fleet managers who don’t have a solid fleet policy can quickly see their fleet operations descend into chaos as there is no guideline for any fleet staff or suppliers.
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Neglecting driver training
With so many moving parts, it’s easy to overlook crucial driver training. Many new fleet managers make the mistake of assuming that all drivers have received the same training, and that there is no need for regular follow-up training. This can be a very costly mistake.
Regular, and effective (not just for show) driver training will reduce overall risk, increase fleet efficiency and can have far-reaching effects such as raising the overall reputation and profile of your company.
So many aspects of the fleet industry are constantly changing: from vehicle advances, to changes in road laws, and evolving fleet technology. It only makes sense that even the most experienced fleet drivers need help staying ahead of the curve.
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Poor vehicle maintenance
Tight schedules, deadlines, and the demand to keep increasing productivity places fleet managers under constant strain. It’s often tempting to send a vehicle on just ‘one more’ trip even when it’s already due (or overdue) for a service. Experienced fleet managers sometimes succumb to this mistake.
The risks, however, simply aren’t worth it. Some fleet managers make this mistake only once, and the repercussion can easily cost them their career. Skipping or delaying a vehicle service can lead to costly breakages and in extreme cases, fatal accidents can be a direct result.
So when the pressure is on, remember that fleet managers are employed to ensure the safety and security of the drivers and the vehicles. Don’t make the mistake of letting your maintenance schedule slip as it can one of the worst mistakes of any fleet manager’s career.
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Don’t forget that communication is part of your job
To outside world, fleet management sounds like a typical ‘checks and balances’ job that doesn’t require impressive communication skills. This is a complete myth, and fleet managers who make the mistake of believing the same, will quickly find themselves on a sinking boat.
A large part of fleet management is effectively communicating with management, drivers, suppliers and even customers. It’s a skill that good managers hone over the years, and the best fleet managers are often those who have learnt how to communicate effectively on all levels in order to get the best results for their fleet.
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Forget that drivers are your biggest asset
Another big mistake is the attitude that drivers can be replaced, but that expensive vehicles can’t. Many fleet managers make this mistake, especially when they’re just starting out. The reason is simple: on paper those vehicles look incredibly valuable, and there are always new drivers looking for work.
The truth is that your drivers are always the most important aspect of your fleet. A good way to avoid making this mistake is for fleet managers to occasionally join drivers on a job, or to host regular meeting with drivers where everyone can raise their concerns, or praise for the way things are running. As a fleet manager, this will give you solid perspective on exactly how much drivers really do for your company – from giving up time with their family, to taking care of vehicles as if they were their own, to dealing with customers and representing the company out in the public arena. Don’t make the mistake of underestimating the value of your drivers.
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Purchasing incorrect vehicles
Ensuring you fleet vehicles are fit for purpose is one of the most important parts of a fleet manager’s job. This requires a lot of research, in-depth knowledge not only your fleet, but the business as a whole, as well as all recent (and predicted) developments in the vehicle industry.
Buy the wrong vehicles, and you might find yourself stuck with a fleet that spends more time at the dealership waiting for parts, than out on the road.
This is one area where it’s especially important to consult with fleet management experts as they will have all the latest information and will generally be privy to future developments in the industry that the rest of us aren’t aware of. The best way to avoid making this mistake is to do your own homework, but also bring in outside expertise.
Fleet technology is a rapidly developing sector and there seems to be new, better technology on the market every week. There’s no denying that modern fleet technology has revolutionised the industry and allows fleet managers to run very efficient and productive fleets, especially during a tough global economy.
The trick, however, is to get the right technology for your fleet. Much like your vehicle's, your fleet tech needs to be fit for purpose as well. Don’t make the mistake of spending a small fortune on gadgets that offer little to no value to your fleet. This is a very costly mistake as you will likely have to replace all your expensive toys with systems that actually add value to your fleet and help you save money in the long run.
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Don’t confuse the data
Once you have the right telemetry and technology for your fleet, don’t make the mistake of assuming you’ll be able to make all fleet decisions based on the data provided. A big mistake is misinterpreting the data collected by your fleet systems. Fleet managers who don’t accurately interpret the data, will go ahead and make big decisions (such as which vehicles to buy) based on incorrect information.
All fleets are different, so the same data can actually be interpreted differently depending on routes, road conditions, and numerous other factors.
Once you’ve had the right systems installed, fleet managers either need to receive intensive data interpretation training, or work with an external supplier that will help them correctly interpret this vast amount of data in order to optimise the fleet. Don’t take the risk of making decisions based on data you’re unsure of – make the right decision for your fleet and get some expert advice.
Fleet management is a fast-paced, complicated role with regular curve-balls thrown into the mix. Mistakes are inevitable, but there’s nothing wrong with asking for a bit of advice, or needing to remind yourself of what’s most important. Hopefully this list is a good base to avoid some of the more costly mistakes that are so easy to make in this crazy – but amazing – industry.
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