Managing a fleet is no small task. From overseeing the booking process and regulatory compliance to ensuring the safety of your drivers, Fleet Managers juggle a myriad of responsibilities daily. The challenge is that these tasks, while necessary, often leave little time for strategic thinking or long-term planning. Fortunately, there are solutions to streamline operations and help Fleet Managers reclaim valuable time. Let’s explore the key aspects that contribute to a Fleet Manager’s workload and how modern fleet management solutions can alleviate the burden.
The Fleet Management Pie Chart: breaking down the responsibilities
Imagine a pie chart* representing the tasks of a Fleet Manager. There are several large segments that demand attention.
Vehicle Booking and Resource Allocation - This is the most sizable segment. Ensuring that the operational calendar runs smoothly is a significant responsibility. Fleet Managers must manage vehicle bookings, ensuring the right vehicles are available at the right times to meet operational needs.
Key Management - Managing vehicle keys is a seemingly simple task, but each time a key goes missing, it becomes an unwelcome distraction. If multiple people have access to your fleet, keeping track of keys can become both time-consuming and frustrating.
Regulatory Compliance - Tracking regulatory requirements like RUC (Road User Charges) and registrations will depend on monitoring odometer readings or checking windscreens.
Service Milestones and Maintenance - Meeting servicing milestones for individual vehicles, plant, and machinery will depend on odometer readings for some, knowing the current operating hours for others, and calendar events for most. Matching these varying requirements against your operational schedules will be an important part of making sure that fleet assets are available and not unexpectedly pulled out of service for maintenance.
Off-Road Credits and FBT Calculations - Fleet Managers must also stay on top of off-road credits and regularly check logbooks for FBT (Fringe Benefits Tax) calculations, adding even more tasks to their already crowded workload.
The Human Element: Managing Drivers and Safety Concerns
Beyond vehicle management, there’s also the human side of fleet operations:
Driver Availability and Accountability - Soothing ruffled feathers because a vehicle isn’t available for someone and tracking down just who was driving a vehicle that’s attracted a complaint from the public are distractions you will have to take care of.
Driver Fatigue and Safety - Managing driver fatigue and ensuring adherence to safe driving practices can be a growing concern. HR may also have concerns about compliance with safety programs.
Sustainability Goals - In an era of increasing environmental awareness, Fleet Managers are under pressure to help the company reduce its carbon footprint, but often struggle to allocate time for these important initiatives. This leaves a not-so-generous segment to investigate the viability of a C-suite commitment to reducing the fleet’s carbon footprint.
Time spent on administrative tasks: a growing challenge
Depending on the size of your fleet, you could have spent most of the month with your nose in paper logbooks of questionable accuracy, chaired a range of meetings (toolbox and boardroom) in an attempt to get a better idea of particular issues, and stayed late to physically inspect vehicles that spend all day out on the road.
How to Reclaim Your Time and Focus on Strategy
There’s no getting away from the fact that administration is a big part of a Fleet Manager’s role, but is there a better way to handle It’s clear that administrative tasks are a significant part of a Fleet Manager’s role, but is there a better way to handle them? As fleets face increasing demands for greater efficiency and sustainability, there is an urgent need to take a step back from daily tasks and focus on long-term strategy.
If you find yourself constantly bogged down by administrative work, the issue could be one of two things:
You don’t have a fleet management solution beyond spreadsheets and paper logbooks.
You have a fleet management solution, but you’re not utilising all of its capabilities.
The good news is that there are proven ways to reduce the time spent on admin tasks. Moving away from paper-based systems and fully leveraging digital tools can make a significant difference in reclaiming your time.
Wind Back the Clock: Unlock Your Fleet’s Full Potential
This is your opportunity to take control of your time and refocus on the strategic aspects of fleet management. By embracing modern fleet management solutions, you can improve utilisation, increase productivity, and develop a pathway to a more sustainable fleet.
It’s time to wind back the clock on administrative burdens and unlock your fleet’s full potential. Talk to us today to learn how you can get started.
* This pie chart provides a general illustration of how time may be allocated across various fleet management activities. The percentages shown are not representative of all fleets or businesses and may vary based on the size, type, and operational needs of each organisation.
