Many fleet managers start their career journeys as technicians at independent or local shops before diving into the fleet space. While this experience provides these individuals with a strong sense of how a shop should run, as well as common challenges, moving from a small independent shop to working in fleet can have one big, unexpected change: the paperwork. When it comes to fleet maintenance, tracking data for numerous assets can become as burdensome as it is necessary, and when you’re collecting handwritten logs, work orders, and inspections, it can make the task much harder.
Asset maintenance and repairs can eat up a good portion of the fleet budget and, when not addressed properly, can cause unnecessary downtime. Tracking key metrics like odometer readings, preventive maintenance (PM) schedules, and cost per mile, while ensuring daily asset inspections are done properly, can help managers become more proactive with maintenance to reduce instances of downtime and costly repairs. That, of course, can be easier said than done, but digitizing your fleet’s data can help tremendously.
START SMALL
For fleets manually tracking data, start small; digitize records like maintenance histories or costs and gradually incorporate features like digital inspections and work orders to not only be able to spot recurring asset issues, but to be able to address them before they escalate into costly problems. While the idea of digitizing all your fleet’s historical service records and inspections can seem overwhelming, it doesn’t have to be.
Pick a start date and find something you can digitize quickly. Service records are a great jumping off point. However, if you feel your current data isn’t quality, you can always start fresh. Add your assets into a spreadsheet with a separate tab for each one. Then start entering in odometer readings for the start and end of every month. Over time, you can add more details to the spreadsheet, like PM schedules, unscheduled repairs, and service costs. While spreadsheets may not be the flashiest tech, using them better allows you to get your files to a place where you can track them down when you need to.
When you’re ready to start using a fleet solution, like management software or optimization platform, you can transfer all your spreadsheet data into the new solution quickly.
WHAT TO TRACK
Maintaining an efficient fleet isn’t just about tracking data in general, rather, it includes tracking the right data.
- Odometer readings: Keeping up-to-date odometer logs helps ensure you’re properly scheduling PM services. They can also be used to estimate an asset’s useful life.
- Inspections: Daily, pre- and post-trip inspections help ensure issues are caught before they escalate, which can reduce unexpected breakdowns.
- Work orders: Tracking work orders, including service duration, parts used, prioritization level, and costs not only improve service history data, but it also allows you to identify and address workflow inefficiencies to reduce bottlenecks in the shop.
- PM schedules: PM compliance is one of the most effective ways to reduce overall maintenance costs and asset downtime, and tracking PM schedules, as well as PM compliance rates, enables you to see where schedule adjustments need to be made to improve asset uptime and extend asset lifecycles.
- OEM guidelines: Following OEM-recommended service intervals helps ensure assets perform optimally and last longer while keeping the asset in compliance with warranty requirements.
- Cost per mile and/or hour: Cost per mile/hour provides the clearest insight when it comes to understanding the true cost of operating a fleet, including the total cost of operation per asset, so you can make informed decisions on optimal replacement windows and budget allocations for procuring new assets.
IMPROVE MAINTENANCE WORKFLOW
Using a digital fleet solution allows you to level up your maintenance and data collection processes and improve workflows in the shop, which can help reduce downtime and better ensure critical repairs aren’t overlooked. One way they do this is through real-time issue alerts.
If one of your drivers or operators is on the road or at a job site and they get a flat tire or the check engine light comes on, they can use the fleet solution’s mobile app to report it. Once the issue is reported, you’re alerted in real time. Similarly, if you’re using telematics, either on its own or integrated with a fleet optimization platform, any DTC faults that occur alert you in real time. From here, you can prioritize service so critical issues are addressed in a timely manner and low-priority issues can be scheduled for a more convenient time.
Using a fleet solution’s digital inspection feature is another way to get real-time insights into an asset’s health. Digital inspections are customizable and can be as in depth as needed. You can include inspection instructions and require photos or comments for failed inspection items, and failed inspection items trigger an alert as soon as the inspection is submitted. When an inspection item fails, an issue is created in the fleet solution so you can quickly assign the repair to a work order.
Speaking of work orders, a fleet solution’s digital work order feature allows you to collect a wealth of service data while providing real-time status updates, such as out of service, service in progress, or waiting on parts. Not only do these status updates keep you informed, but they can also highlight shop inefficiencies. Technicians can clock in and out of work orders on their mobile device and comment within the work order, so all relevant communications are in one place. If you’re using telematics integrated with a fleet optimization platform, you can attach sensor data snapshots directly to work orders so technicians can diagnose issues more efficiently.
Whether you’re already using a fleet solution or just getting started with spreadsheets, tracking metrics can help you shift from reactive to proactive, reducing costs, improving uptime, and maximizing operational efficiency. Starting with small, manageable steps lays the groundwork upon which you can build and improve maintenance processes for long-term success.
about the author
Rachael Plant is a senior content marketing specialist for Fleetio, a fleet optimization platform that helps organizations run, repair, and optimize their fleet operations.
