Elements of a Fleet Management System

To effectively utilise a fleet management system, you need to be clued in on all the elements that make it work. Find out more about the ins and outs of fleet management. 

A fleet management system is intricate and has many moving parts to perform optimally. Whether you're curious about the multitude of features this service offers or want to know what to look for in your fleet management solution, this technology will help you manage a more efficient fleet—and the more you know, the better. 

Understanding your Fleet Management System 

Fleet Management Systems 101 

A fleet management system’s main goal is to always keep your fleet functioning optimally. This brings issues of security, compliance, safety, efficiency, and sustainability to the forefront. 

Fleet managers are at the epicentre of all fleet activity. Their role involves ensuring jobs are completed, and deliveries are dispatched on time. However, they also need to guarantee road safety for their drivers and ensure that their fleet meets compliance regulations. 

Essentially, a fleet management system aids fleet managers by streamlining operations, reducing costs, minimising risk, and effectively planning. It does this by empowering operators with the data and insights they need to run an efficient fleet. 

Features of Fleet Management Software 

Understanding the features that enable a fleet management tool to function effectively would be beneficial. In fact, multiple technologies are involved, including GPS fleet tracking, AI, geofencing, and KPI management tools. 

Let's unpack the main features of a fleet management system: 

GPS Tracking 

GPS fleet tracking is key to gaining full visibility of your fleet's movement at all times. This hardware component of telematics systems monitors your assets' activity in real time. 

Powerfleet's Plug 'n Play device, OBDII, can be self-installed and enables users to track their fleet's activities. It offers daily notifications and alerts on the vehicle's performance. This solution presents data pertaining to your vehicles in an easily accessible online platform, which can be accessed on your laptop or mobile phone. 

Vehicle Tracking can benefit fleet managers by: 

• Detecting any over or underutilisation of vehicles 
• Helping to reduce the risk of accidents by monitoring unsafe driving behaviours 
• Assisting in recovering stolen vehicles 
• Providing better customer service due to route planning 
• Spotting misuse of assets 
• Lowering insurance costs 

This tool also tracks your fleets' historical data, assisting with future course correction and route planning. 

Driver Tracking 

Driver tracking is another central feature of fleet management software. The behaviour of your drivers has a domino effect on your fleet's efficiency and safety. If a driver engages in risky behaviours, such as speeding, harsh braking, distracted driving, or mobile use behind the wheel, this could put them and other road users at risk. 

As important as driver safety is, it can be challenging to keep up with the administrative tasks associated with it and analyse performance for an entire fleet. A fleet management system gives fleet managers access to real-time insights into driver behaviour, allowing for immediate self-correction and overall better performance. 

We also offer a driver engagement app. This solution provides drivers with insightful alerts to help improve their driving style with audible in-cab feedback. 

Fleet Security 

Threats to security are everywhere when managing a fleet. Thus, a fleet management system is essential for safeguarding vehicles, drivers, and assets. 

Dashcams, like Powerfleet’s Vision AI, help you monitor what's happening in a vehicle at any given moment. They also assist with security in the event of theft, as they catch these moments on camera, which could aid vehicle recovery. Additionally, they assist with insurance claims if an asset has been damaged or stolen. 

For example, external cameras can safeguard drivers from theft by serving as an extra set of eyes if they're loading or unloading goods. If anything goes awry, the fleet management system can alert operators for assistance. 

Compliance 

Ensuring your fleet is compliant can feel like a lot of admin, but with the use of a fleet management system, it's simple. At Powerfleet, our Electronic Logging Devices (ELD) are a feature of our Hours of Service (HOS) solution, which helps fleet managers lessen the administrative burden but guarantee compliance. 

Human error is a reality in any business, and we try to minimise the likelihood of incomplete or incorrect HOS logbooks. Our ELDs constantly capture location data while a vehicle is on the road as it syncs to its engine. They are also tamer-proof, and any system errors are detected and automatically recorded. 

Powerfleet's Hours of Service are registered with the Federal Motor Carrier Safety Administration (FMCSA), and data can be easily transferred to regulators via USB when necessary. 

Fuel Management 

When the price of fuel fluctuates constantly, managing it effectively is crucial. This is why fuel conservation is always top-of-mind for fleet managers. Excessive fuel consumption can eat away at a company's budget, so utilising a telematics system like Fleet Manager can help you keep a close eye on your fleet's fuel usage. 

This system can ensure drivers are allocated jobs near them to avoid travelling too far. GPS fleet tracking features would then come into play again, helping to optimise routes more efficiently to save fuel. Moreover, using driver tracking tools can help operators monitor fuel-wasting behaviors, like excessive idling. 

Fleet Maintenance and Diagnostics 

Avoiding regular maintenance can be costly, detrimental to productivity, and have a ripple effect on other aspects of your business. For example, if your engine is in poor condition, it may burn more fuel. If your tyres are worse for wear and your vehicle breaks down, your fleet can be out of action for some time while being repaired. 

This is why preventative fleet maintenance is a must for all fleets. A fleet management system can run diagnostics on the state of your fleet and alert you when you're due for a service or if your vehicle is having performance issues. It's better to catch problems in their early stages than let them snowball and disrupt your daily operations. 

Finding the right fleet management system 

As you're looking to gain insight into how efficiently your fleet is operating from all areas, you need access to clear and actionable data regarding the performance of your assets. This is where a fleet management system comes into play. 

When trying to find the right fleet management system for your brand, consider the following: 

Driver Management 

Effective driver management is crucial when choosing a fleet management provider. Solutions such as driver tracking, safety, performance, and driver behaviour data are core concerns. 

Vehicle Management 

To receive comprehensive vehicle management, your fleet management system should offer solutions like GPS tracking, HOS compliance, route planning and vehicle maintenance, to name a few. 

Inventory Management 

Inventory Management is also an important area to consider when choosing a fleet management system. The system must give you insight into the number of assets you possess, their condition, and the acquisition of vehicles. 

What sets Powerfleet apart 

Powerfleet offers comprehensive and customisable coverage for all areas of your fleet, guaranteeing that all of your bases are covered at all times. We remove the guesswork and admin and provide you with clear data that allows for actionable insights into business operations. 

Fleet Management System FAQs 

Which type of businesses could benefit from a fleet management system? 

The main industries that could benefit from a fleet management system are: 

• Public Transport 
• Oil and Gas 
• Security 
• Mining 
• Emergency Services 
• Governments 
• Construction 
• Transport and Distribution 
• Utilities 
• Rental and Leasing 
• Fast Moving Consumer Goods 
• Landscaping 
• Pest Control 
• Telecommunications 

How can I save money with a fleet management system? 

Fleet management systems assist with managing operational costs, fuel saving and vehicle maintenance. For this reason, you save money, as these are areas where costs can quickly add up. 

Why is fleet management important? 

Fleet management systems are essential for fleets looking to keep up with industry competition. Leveraging the data derived from this technology gives your business an edge over competitors. This tool also helps fleet managers run a tight ship by keeping costs low while maximising efficiency.