As the manager of a large fleet, you are all too familiar with the unique challenges that go along with keeping it organized. The sheer size and scale of such a fleet makes it tricky enough to get day-to-day business done, while improving its efficiency probably seems like little more than a pipe dream.
5 Tools That Make Short Work of Everyday Challenges
Keeping track of hundreds or thousands of parts, vehicles and pieces of equipment is nearly impossible without a software system. We’ve heard from many managers of large fleets who point to these key features in fleet management software that have proven invaluable in the struggle to stay organized:
Generating a quick report for a fairly small fleet isn’t too challenging. The larger the fleet is, however, the less manageable the entire process becomes. Larger fleets are more complex, which often creates a need for custom reporting.
All too often, fleet management software backs you into a corner by only giving you a handful of pre-made reports to choose from. Customized reports allow you to choose the parameters that matter to you and your fleet, so you can generate reports by region, facility, etc. Custom reports allow you to both hone in on specific vehicles and groups and see the “big picture” view of the entire fleet.
Sharing Data Across Multiple Facilities
Huge fleets are complicated by their very nature; things get even more complex when you have multiple facilities. Fleet management software modules that facilitate sharing and tracking data across several facilities, such as cross-facility transfers and ordering, help to reduce redundancies while increasing efficiency. When all facilities are connected and aware of what the others are doing, the fleet as a whole is better for it.
Paperless Work Orders
The larger the operation, the more paperwork is generated. Paperless work orders mean that instead of drowning in paper, technicians can use tablets and other wireless devices to generate work orders on the go. The work orders can then be transmitted wherever they need to go without having to print a single page. Paperless work orders won’t get lost in the shuffle, and they can easily be shared between facilities and among employees.
Efficient and effective inventory management is a must for any business. A good inventory tracking and management system will help you keep a firm handle on your inventory regardless of how many vehicles you are managing, and no matter where they are located. Some systems even support barcode scanners, which are 20,000 times more accurate and up to 20 times faster than manual data entry. Useful inventory reporting options, like parts usage tracking, restock notifications and vendor performance tracking, will help you run the tightest ship possible.
Handheld Devices for Work Orders
When work orders are filled out by hand, it’s easy for information to get lost in translation, not to mention the tendency for simple human error. Minor mistakes become major problems when multiplied over a large fleet. By switching to tablets and other handheld devices, there’s no longer any need to decipher other people’s handwriting; the orders are clear, precise and easy to read.
When it Comes to Fleet Management Software ─ One Size Doesn’t Fit All
The right fleet management software can make all the difference in the world, but there’s one problem: Such programs are often geared toward smaller fleets. If yours is large ─ and especially if you are dealing with multiple facilities ─ look for software that is scalable and designed to help you get a handle on your fleet without hiring more employees or engaging in other costly changes.
Organizing a large fleet and improving its efficiency are lofty goals. With good fleet management software, they are readily attainable. If you’re ready to experience the difference of fleet management software designed with large fleets in mind, contact RTA today and ask for a free demo.