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5 document management best practices every fleet manager should know

5 document management best practices every fleet manager should know

It’s late Friday night and Daniel is still at his office catching up on paperwork. Every week, he puts in 5 hours of overtime just to finish admin tasks. His already heavy workload just keeps getting heavier.

As the fleet manager, Daniel needs to stay on top of the paperwork. Otherwise, he risks compliance issues and unwanted service disruptions. But juggling all the personnel records, timesheets and reports is an organizational nightmare for Daniel.

Important files are often inaccurate, incomplete, or worse - they go missing. No one can access the documents unless they’re physically at the office. Daniel is afraid all these approval delays and overlooked submissions could result in legal problems down the road.

Does this scenario sound familiar? If so, read on to learn 6 expert document management tips for fleet managers.

1. Use fleet management software for document management.

According to one 2019 study, 59% of fleet managers say paperwork and forms processing is one of their biggest challenges. (Source: Peerless Research Group)

Paper forms and records have been the status quo for decades. But paper processes have their fair share of downsides:

  • It’s a slow and tedious process. Papers need to be stapled, faxed, scanned, and stored in bulky filing cabinets.
  • Papers take up a ton of physical space.
  • They’re often misplaced in transit.
  • To review them, you need to physically search the files (which may be disorganized).
  • They’re more susceptible to theft and damage, and documents fade over time.
  • It’s more expensive and not eco-friendly.

Digital is the new normal. Fleet management software is already the status quo for many fleets. Fleet management software is a powerful and user-friendly solution for modern fleet managers. It tracks essential fleet data on one cloud-based platform. It also integrates with a variety of third-party solutions such as your ERP, your planning tools, or CRM.

Software like Logifleet keeps track of workers, machines, equipment, and vehicles. All the information is updated using field data, obtained from GPS trackers and the mobile app. Managers can now monitor their teams in real-time.

Fleet management software like Logifleet shaves hundreds of hours off admin costs. Now, staff can focus on core business priorities and work less overtime.

2. Automate maintenance schedules.

Stop using calendars, notebooks, and sticky notes to keep track of vehicle maintenance schedules. Handwritten reminders are often lost, overlooked, or thrown out. 

As fleets grow, it’s essential to automate these reminders so the team stays on top of maintenance tasks. 

With Logifleet, you can customize maintenance reminders (based on work hours or distance driven) for each vehicle in the system. The software automatically sends out a notification when the vehicle is due for a checkup. It also keeps track of service records and associated costs. Keeping excellent records and staying on top of maintenance prevents future accidents and litigation. Learn about this feature and more under Use Cases.

3. Improve productivity and project management.

More vehicle uptime. Less manual data entry. 

More productivity. Less wasted work hours. It’s a win-win. 

With a fleet management app, it’s easier to assign and manage work orders and invoices.

For example, Logifleet allows fleet managers to monitor how long it takes employees to complete work orders, their trip times, schedules, and even private kilometers. This information can be used for invoicing. With the Worker Connect app, staff can also clock in and log their activity straight from their phones. Drivers can also check on all their work orders without coming into the office.

All work orders are updated in real-time and both workers and managers can remotely review work progress. Proof of work is automatically submitted without hassle. Detailed reports and historical data also help managers better keep track of driver behavior and performance.

Best of all, software like Logifleet can connect with a whole ecosystem of third-party solutions. This custom integration helps you conveniently manage all your daily operations in one place. Now internal communications can become more streamlined. There will be fewer delays at the shop. Fleet managers can also better track work progress and improve their overall project management.

4. Manage inventory and vehicle assignments online.

Keeping track of dozens - or even hundreds - of parts, tools, equipment, supplies, and vehicles can be overwhelming. Even more so if your fleet is already large and growing fast. Lost/stolen inventory, under-utilized assets, and stockouts reduce productivity and increase fleet costs.

Tracking everything on paper or with a spreadsheet is inefficient. The information needs to be constantly updated (by hand) and it will never be “real-time” data. This means it’s harder to make the right decisions at the right time. Which results in unnecessary expenses and potentially overused or underused assets. Yikes!

Fleet management software keeps track of inventory and vehicle assignments all in one place. The data is always updated and easily accessible. This way, managers get more visibility and control over their operations.

5. Cut fuel costs by keeping better records.

Every fleet faces this challenge: controlling fuel costs. It’s almost impossible to make accurate forecasts or budgets if fuel receipts are lost or costs are misreported/ unreported. 

With fleet management software, you will get a more accurate look at one of your biggest expenditures. Logifleet tracks fuel usage and mileage, as well as other factors that impact fuel costs (i.e. aggressive driving, excessive idling, etc.). Custom reports can show you exactly which vehicles and/or drivers are racking up high fuel usage. This helps fleet managers make better decisions on staff training, vehicle assignments, and/or replacement.

In Conclusion

Improving document management is one of the best ways to reduce operational bottlenecks and improve productivity. 

By using a comprehensive fleet management system like Logifleet, many tasks can be automated. Data can be accessed anywhere and no longer needs to exist in silos. Better document management also means reduced fleet costs and liabilities. While it may take some time to train employees on digital documentation practices, the long-term benefits speak for themselves.

Interested in changing up the way you run your fleet? Speak with one of our team members today to learn more about Logifleet’s features and benefits.

Sources:

https://www.fleetmaintenance.com/shop-operations/shop-management/article/21126601/document-management-for-fleets-in-the-digital-age

https://business.uscellular.com/wp-content/uploads/2020/01/WP-Survey-Finds-Fleet-Management-Solutions-Bring-Rapid-ROI-LV.pdf

Raphaël Greppin

Raphaël Greppin

Founder and director of LogiFleet SA since 2002, I take care of the company acquisition and projects management.

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