Choosing the Best Fleet Management Software

Whether you're responsible for a couple of company cars or a huge fleet of HGVs, managing a fleet is no more efficient and easier than using one of the best fleet management software solutions on the market. 

In this article, we're looking at why you - as a fleet manager - should be using fleet management software. More specifically, how it can help you improve your fleet operations, the benefits to look for in software, and more. 

What is the purpose of fleet management software? 

Fleet management software collects data from vehicles and other sources and sorts it to present all the important data to the user. 

In essence, it is an intelligent database with several front-end applications. These applications vary from software to software, but the end goal is always the same: to enable you to use the data to improve your fleet operations. 

The best fleet management software integrates with other third-party tools and applications, is intuitive and easy to use, and helps fleet managers improve their operations in several areas. 

The main areas where fleet software will help you improve your fleet operations are: 

• Fuel usage and other running costs 
• Managing drivers, vehicles, and other assets 
• Tracking vehicle location 
• Handling insurance claims 
• Scheduling maintenance and repairs 
• Performing risk assessments 
• Compliance and legal requirements 

The benefits far exceed these areas, though. Software enables fleets, particularly large fleets, to gather and use data that wouldn't be possible without technology. 

What kind of companies use fleet management software? 

Any company that uses at least one vehicle in its operations can benefit from fleet management software. 

Being able to see where a vehicle is at all times, communicate with the driver, and remind the driver of key details like scheduling maintenance can prove invaluable. By monitoring vehicle health, companies can act preemptively and save thousands in fleet maintenance costs. 

Even with one vehicle, it's realistic to see a positive ROI on the software's cost. You'll save several person-hours just by automating processes and cutting down on manual paperwork. 

Obviously, the larger the fleet, the more valuable fleet management software becomes. In fact, the size of a fleet eventually becomes unmanageable without software. 

The sooner you can integrate software and get your administrative team and drivers onboard, the better. 

The software can scale seamlessly as your fleet grows. Unlike manual systems, with everything stored digitally in a central location, you will not notice an increased workload, reducing or hopefully eliminating the headaches and problems that often accompany growing a fleet of vehicles. 

How can fleet management software help you? 

Fleet management software can help organisations improve their fleet operations in several key areas: 

Improving Driver Safety 

Financial savings aside, improving safety should always be one of the top priorities for fleet managers. 

On average, there are around 6 million vehicle accidents in the U.S. every year. If you're running fleet operations, you must ensure your drivers are as safe as possible. 

Fleet software allows you to set real-time alerts for dangerous driving habits and receive vehicle diagnostics. You could even install dashboard cameras to get a live street-level view or use the footage to settle insurance disputes. 

Reducing Fuel Costs 

Fuel is one of the largest expenses of running a fleet of vehicles. However, if you have the data to give you insights into where you can be more efficient, you can reduce this expense even further. 

That's exactly what fleet management software does. You can produce reports showing you how much idle time your vehicles are clocking if there are more efficient routes drivers could be taking, driver behaviours that affect fuel consumption such as speeding and braking hard, and much more. 

Moreover, with this added advantage of route optimisation and tracking systems to track drivers' performances, companies employing fleet management software improve efficiency and reduce overall fuel costs. 

Vehicle Maintenance 

It can be difficult to check or remember when individual vehicles need to be in the garage for maintenance without a robust system. 

With a fleet management system, you can set reminders based on the time since the last service, the number of miles travelled, or any other metrics that are important to you. 

This will potentially save you a lot of time and hassle from a paperwork perspective. In addition to the admin, a well-maintained vehicle also performs better and will cost less in repairs and fuel usage over its life. 

Data and Insights 

Fleet management software’s core function is sorting data to gain insights into every aspect of fleet performance. 

How you use the data largely depends on what's important to you and your organisation. For example, if you're a logistics company, you might want to refine the routes your drivers take to save time and fuel. 

If you're a construction company, safety metrics might be more important, such as monitoring time spent using heavy machinery, knowing where your assets are, and improving compliance. 

Features to Look for in a Fleet Management Solution 

No two fleet management software packages are the same. Neither are the needs of two different companies. 

Therefore, you must take some time to find software that will be the best fit for your organisation. 

Some of the most important features that appeal to most companies are: 

• Easy-to-use—No matter how good the software is, if you can't easily use it, you'll never make the most of it. 
• Reporting features—Check you can easily produce reports that are going to be important to you. 
• Range of metrics—Again, depending on your organisational needs, some metrics will be more important to you than others. 
• Scalability—Good software scales up seamlessly. It's worth thinking ahead into the future and checking the software will scale easily if your fleet does. 
• Automation—One of the key benefits of any software or digital product is that it automates those day-to-day tasks that take up your time. 

Before choosing any software, request a demo or take a free trial. Specialists can help you determine which solution best suits your unique needs.