Businesses need to track their assets and manage inventory logistics information. It affects their performance and productivity. So, it is a vital task to perform. When you serve it manually, then it might take long hours to complete the work. It can be hectic for the employees and slow your progress.
There won’t be any visibility. That’s why you must automate it by implementing Fleet Management System. You must choose an effective software solution to manage the fleet and its data. A fleet management system will allow you to manage all the vehicles without any complications.
There will be an enormous amount of data that must be handled adequately. So, there transparency from higher to lower levels of the organization. These are some of the areas where fleet management software can help. You might also want to know about what fleet management is. Today, we are going to let you know about some essential features of a fleet management system.
What is Fleet Management?
Fleet management generally means a set of processes to oversee fleet operations and manage the fleet. Any business that uses any commercial vehicle will have some fleet operations and processes. They need to control the fleet as well as other assets. Without fleet management, there can be inefficient performance and uncontrollable.
So, businesses need to perform fleet management. Through this, it will be easy to analyze the vehicle’s performance and maintenance. Due to this, the life span of vehicles is increased. Apart from that, it will get rid of any manual tasks.
All the processes will be streamlined, and increased productivity will be felt. That’s about fleet management, but you will need an efficient system to automate and speed up the operations. A fleet management system can do all those things. It is specifically made to fulfill your goals & objectives.
Why to implement Fleet Management System?
A Fleet Management system can be implemented to get rid of manual work and streamline functions of organizations. It can significantly bring transparency. Anyone can analyze the driver’s performance and vehicle location. So, there aren’t any delays in departure or arrival.
There are some reasons to implement a fleet management system in your organizations:
- Streamline all vehicle activities.
- Increase data & asset transparency.
- Real-time tracking of vehicles.
- Automatic report generation of each trip with tiny details.
All of these can only be achieved if you include some must-have features in the fleet management system. So, the system can perform at the highest level.
Essential Features of Fleet Management System.
Before implementing a fleet management system, one must be fully aware of the features that must be in it. Several functions need to be performed to achieve business goals. So, you must know about the essential features of a fleet management system:
A centralized database will be the key to improve visibility. The fleet management system will collect all the data like vehicle details, maintenance dates, fuel consumption & cost, asset details and routes. This information will be displayed in a centralized dashboard. So, you have complete knowledge about what is happening.
Moreover, real-time information is provided in it as well. Due to this, the vehicle’s locations and route details can be tracked anytime. It brings in more visibility for the stakeholders.
Manage Lease Contracts.
Businesses purchase the vehicles on lease. It is essential for them to manage the lease contracts and renew them from time to time. If the renewal date is missed, then they might lose control over the vehicle. So, the fleet management system will send you an alert over email about the expiration of lease contracts.
The renewal or termination of contracts will be simple and easy. Within this feature, invoices and notes of individual vehicles can be managed. Also, it will enable to set up several documents of vehicles like insurance policy and others.
Cost Monitoring & Visibility.
As there will be utter transparency, there won’t be any irrelevant expenditure. The number of resources will be visible. It will let you know about the low quantity of resources. So, you can purchase those in no time. In this way, you can monitor the expenditure.
Apart from the above, the fleet management system will allow you to trace and identify the expenditure for the individual fleet. Through this, there will be visibility about where the money has been spent.
The maintenance of the vehicles is significant. It helps to improve the lifespan and performance of individual vehicles. The fleet management system will have a feature to maintain the vehicle frequently. It will store the information about the maintenance date of a particular vehicle.
When the vehicle has run for an amount of distance (km) where it needs to be serviced, it will generate an alert to let you know. So, there won’t be any delay in service. Moreover, the employee will be able to prioritize the routine checkup of vehicles.
Each vehicle will be equipped with a GPS tracking device. So, it is pretty essential for real-time tracking of all the vehicles in the fleet management system. Through this feature, one will be able to know information like:
- Live location of vehicles.
- Route & Movement of the fleet.
- Tasks of a driver.
- Stop location and time of interval of vehicles.
It will allow to maximize the driver’s performance and improve customer service.
Fuel is essential for every fleet manager. Also, it contributes a lot to the budget of an organization. So, it is vital to do fuel management. The fleet management system will provide a feature to analyze the fuel levels and how frequently a vehicle is being refuelled.
All the above information will help to manage fuel consumption efficiently and reduce the cost. The average fuel measurement will be recorded for every vehicle as well.
Taking the optimized route will be healthier for the fleet managers in every way. The fleet management system has a feature to perform route planning. Also, it will allow them to take the shorter route with less traffic.
So, the fleet managers can provide a convenient service and perform their activities in less time. This feature will allow them to:
- Increase Productivity.
- Take less time for arrivals.
- Minimize Fuel Consumption.
- Support employee decisions.
A fleet management system can quickly bring a ray of increase in a business’s productivity and performance. But, you must make sure that it contains all the essential features. Then, it will be much easier to achieve success. This system will also assist the fleet managers in performing well towards the organization and providing the best experience to the customers. So, you must implement the fleet management system with these essential features in your organization.