Developing and implementing an effective fleet management policy is critical to the continued expansion of a business. Regardless of their size, fleets take careful managing to avoid excess costs and unplanned vehicle downtime.

In this article, we explore some of the steps that fleet managers can take to ensure their policies, processes and strategies are as clear, straightforward and effective as possible.

Manage performance

One of the most beneficial methods of managing a fleet effectively is to ensure to manage overall performance. From driver behaviour to servicing schedules, fuel economy to maintenance and repairs, there’s plenty of information available. However, if the set up isn’t streamlined, then this can soon become overwhelming.

If this is the case, then it’s time to utilise fleet management software. For businesses that regularly lease vehicles, this may be an option that’s made available. For example, the GKL Fleet Management portal is free for our customers to use, and gives them the key information they need to monitor, maintain and manage all aspects of their fleet.

Continuously focus on improvement

As we’ve already mentioned, managing performance and monitoring data are essential when it comes to effective fleet management. But once that information is in hand, it’s important to see whether anything can be improved.

For example, if certain vehicles are under-performing with fuel efficiency, then it may be time to replace them or upgrade them to a more economical model. The same applies to pool cars or long-term leases. If a business has several cars that are coming to the end of their contract, then the fleet manager should reach out to their leasing company and find out what the alternatives are.

Communicate policies, processes and procedures

If a fleet manager needs to overhaul their fleet policy, they need to ensure that they communicate any changes or updates with the rest of their business.

Whether this is through monthly communications or through weekly team meetings, making sure every driver in the business understands the policy is crucial.

However, this doesn’t just apply to current employees. It’s equally important to communicate these policies to new starters. This means that they are aware of how they should treat their vehicles, and you have adhered to your Duty of Care requirements.

Understand your fleet

Understanding the way your vehicles are driven is another way to effectively manage the fleet. Speak to the drivers themselves and see what problems they face when they’re out on the road. This will help you identify areas that could be improved and potentially save the business money.

If that isn’t possible, then it would be worth thinking about installing telematics into the vehicles. The data collected can then be used to analyse routes, which vehicles are making unnecessary detours and whether any alternative working arrangements (such as remote working) could be made.

The GKL Fleet Management Portal enables fleet managers to monitor vehicle mileage and roadworthiness aiding to your knowledge of your current fleet. This is just a small part of what is available.

Consider ‘green’ alternatives

It should come as no surprise that ‘green fleets’ are becoming more and more popular amongst businesses across the country. With the continued focus on reducing carbon emissions and improving the air quality of urban areas, companies need to consider ‘green’ alternatives within their fleets.

Government grants are still available, and these will help to cover the initial investment of installing charging stations within a workplace. This is a popular option because of how convenient it is for employees to have their vehicles charging all day.

Further reading

• The benefits of new business car leasing
• How driver training could benefit your business
• The benefits of working with GKL UK

In summary, fleet managers have the ability to transform the way their business operates their fleet. With meticulous planning, communication between all parties involved and careful vehicle selection, the process will soon be streamlined and stress-free.

But there’s one important thing to remember, if your business needs help or advice, then there are companies available that can help. If you would like any more information on what we’ve mentioned above, don’t hesitate to get in touch with our team today.

Our dedicated team of consultants are always available to speak about your fleet management needs, so give them a call on 01246 572180 or email us here.