When it comes to running a fleet maintenance shop, there are numerous details that cannot be overlooked.  While all specifics are important, these four areas are crucial to the success of the operation.

Find out why safety, productivity, purchasing and preventative maintenance must be tracked by fleet managers.



The top priority for fleet managers is safety. When a staff is not operating in a safe manner, neither is the equipment.

Managers should start by implementing a safety program that trains and tracks employee progress.  Conduct an audit (internal or external) and identify potential danger zones.  Enact a plan which staff and management are required to complete by a set timeframe.

Fleet managers should also track inspections. Drivers and mechanics should conduct routine inspections each time they operate or repair a vehicle. These inspections should be documented and updated each time they are performed. This information can help with future vehicle repairs and can also be helpful if the vehicle is involved in an accident or incident.



Labor is one of the largest expenses for a shop -- in addition to fuel and tires. Therefore, it’s important to keep staff members as productive as possible.

Fleet managers can track work orders to monitor how much time it takes technicians to perform service requests. Managers can also look for workflow issues to enhance productivity. For example, tracking how much time is wasted if a technician starts a repair only to realize the parts room doesn’t have the necessary materials. Instances like these can be reduced by using fleet management software. The system can help improve productivity by allowing staff members to have real-time access to parts inventory so technicians know ahead of time what parts are available and what needs to be ordered.



Fleet managers need to track all aspects of an operation’s purchasing process, including requisitions, purchase orders, work orders and vendor maintenance. Managers are tasked with keeping operations on budget, so they must monitor all expenses. Tracking purchasing information also lets managers know how much money is being spent with particular vendors, and how much work is being done on-site versus off-site.

Fleet management software can help monitor these areas. POs can be tracked through the software, which allows managers to monitor their status and allow payment to be sent when orders are complete. Using information in the software system also allows managers to pull reports as needed to track where expenses are to-date.

Preventive Maintenance

At the center of most fleet management operations is a preventive maintenance program.  Scheduling routine inspections helps mechanics discover issues before they arise.  Tracking PM allows fleet managers to help the operation decrease equipment downtime, reduce the frequency of major repairs, increase equipment life expectancy, eliminate premature replacement of equipment and improve conservation of assets.


To learn how RTA Fleet Management Software can help your operation track these key areas, contact us today to request a free demo.