By Mary Motzko | October 30th, 2018 | Uncategorized | 0 Comments

Determining what to prioritize in a fleet operation can be difficult. With so many different areas to oversee, it can be hard for fleet managers to focus on the most important tasks.

Following best practices like focusing on costs, regulations, vehicle maintenance and technology can help fleet managers run more efficient fleets.


Save-Time-Money_Pixabay-834x1024 Photo Courtesy of


Manage Costs

Fuel and labor make up a large portion of a fuel operation’s expenses. To run an efficient fleet, those costs need to be monitored.

While the cost of fuel can be largely out of a fleet operation’s control, how much fuel is used can be regulated. Fleets can use fleet management software and fuel integration tools to track the amount of fuel vehicles are consuming, and how much drivers are purchasing. This can help operations pinpoint if fuel is being wasted or misused. Tracking drivers’ behaviors behind the wheel can also help identify training opportunities to help drivers save fuel by reducing idling, sudden accelerating or braking.

Labor is another area where costs can fluctuate greatly. Fleet managers should have accurate data to measure how long technicians are spending on each service request, and if there is a surplus of overtime hours. These can identify inefficiencies that could be resolved with improved workflows.


Know-the-rules_pixabay.com_-1024x683 Photo Courtesy of


Stay Up-to-date with Regulations

To be compliant, it’s important for fleet operations to stay up-to-date with rules and regulations. These can change often, so it’s crucial for operations to know what’s expected of them and their staff to avoid violations.

To ensure fleets are following rules and regulations, fleet managers should subscribe to industry newsletters and alerts and closely follow the progress of proposed regulations.


15886175932_399b67c80b_b-2 UW Facilities Services


Follow a Preventative Maintenance Schedule

A large part of having fleet operations run on-time and on-budget is keeping vehicles on the road. One way to keep assets working is by following a preventative maintenance schedule. Performing PM allows fleet operations to identify small issues with vehicles early on, before the small issue becomes much larger. Performing regular PM on vehicles can help operations avoid breakdowns and downtime.

Using fleet management software can help fleets keep their vehicles on a regular PM schedule.


Data-trends-1024x745 Photo Courtesy of


Measure KPIs

To run efficiently, fleet operations need constant monitoring. Managers can do this by setting key performance indicators and pulling data to help measure these. By setting goals and focusing on the information that is most important to an operation’s success, managers can determine if the operation is performing at, above or below expectations.


Skills_training_learning_pixabay Photo Courtesy of


Enforce Training

All staff members need to receive proper training for fleet operations to run smoothly and safely. Operations should ensure all employees know how to perform their job up to specified standards before being allowed to work. Organizations should also make sure all employees who need certifications have current ones on file.

For the future of the operation, fleets should encourage employees to pursue ongoing training and education. This will help the operation grow with new technology and new advancements in the industry.


Software-developer_Pixaby-1024x683 Photo Courtesy of


Utilize Technology

To operate efficiently, fleets need to use modern technology both in the shop and behind the scenes. Using the latest equipment and tools will help technicians perform tasks quicker. Integrating GPS tools will help fleets track vehicles, put drivers on better routes, and monitor driver behaviors. Using fleet management software will also help with the overall management of the operation. Software can help managers track data like labor and parts inventory and can streamline workflows with needs such as work orders and preventative maintenance.

To see how fleet management software can improve your fleet operation, contact us today to request a free demo.