What is Fleet Maintenance? Everything You Need to Know

Taking care of your vehicles is crucial for your business. If you don’t keep them in good shape, it can cause problems such as unsafe conditions for your employees, failed inspections, and having to pay for expensive fixes and unexpected breakdowns. In essence, the condition of your vehicles can tell you a lot about how well your business is doing. That’s why keeping up with maintenance is really crucial for anyone who owns, manages, or operates a fleet.

What is Fleet Maintenance?

Fleet maintenance is the backbone of keeping vehicles up and running for businesses and organizations. It’s all about making sure that the cars, trucks, or vans they rely on to get things done stay in top shape. To do this well, organizations need a solid fleet maintenance management process in place to keep operations running smoothly at all times.

Fleet Maintenance vs Fleet Maintenance Management

Fleet maintenance is the action taken to ensure that fleet vehicles are in working condition: for example, tire rotations, oil changes, and brake pad replacements. In contrast, fleet maintenance management is the detailed logistical process where managers make sure fleet maintenance is executed efficiently and effectively. When organizations manage fleet maintenance, they’re planning vehicle service based on need, whether that need consists of repairs, replacements, or routine maintenance.

More and more companies are choosing to use special software, like computerized maintenance management systems, to keep track of their fleets in real time. This software gives a broad and detailed view of the fleet’s availability at any time, helping companies focus on maintenance and operational costs.

A good system provides organizations with tools to follow rules, take care of vehicles to make them last longer, keep an eye on equipment, and manage parts and inventory effectively. It’s like having everything in place to make sure the vehicles stay in good shape and operations run smoothly.

What is Fleet Management Software?

Imagine having a central hub for everything related to your fleet, a digital cockpit for overseeing your entire operation. That’s the power of fleet management software. It tracks the location and health of each vehicle, giving you real-time insights at your fingertips, from anywhere, anytime. Think beyond just location. This software empowers you to delve deeper, becoming a comprehensive maintenance management program. It ensures you comply with regulations, maximizes the lifespan of your vehicles through preventive measures, keeps a watchful eye on equipment status, and streamlines your parts and inventory management. It’s like having a dedicated team working tirelessly behind the scenes, keeping your fleet running smoothly and efficiently.

Which Vehicles Benefit from Fleet Maintenance Management?

From cars to boats to planes, every type of vehicle needs regular check-ups to stay in good condition. Organizations need to keep a record of these check-ups. While each vehicle might need different kinds of care, they all benefit from being part of a fleet maintenance management program.

1. Aircrafts

   Fleet maintenance is crucial for aircraft because any issues could lead to serious injury or death. Because of this, the aircraft industry has been a leader when it comes to vehicular maintenance management.

2. Boats and Ships

   Boats and ships are integral to the global economy because they are a keystone factor in moving goods. Regular maintenance ensures that this is not disrupted.

3. Trucks

   Whether they’re travelling long or short distances, trucks go through a lot of wear and tear. It’s necessary for fleet managers to keep an eye on them to make sure they’re in good condition.

4. Public Transportation

   Public transportation is a crucial service for communities everywhere. To ensure it’s well-run and reliable, maintenance and condition tracking is important.

5. Motorcycles and E-Bikes

   With growing demand for quick deliveries and shared transportation, scooters and bikes have become important to residents of large cities. These need to be well-maintained and tracked to meet user needs.

6. Cars

   Whether they’re for rental companies, delivery companies, contractors, or more, cars are crucial and so is their regular upkeep. With proper maintenance, these vehicles can last for as long as possible.

Which Industries Benefit from Fleet Maintenance Management?

From cars to boats to planes, every type of vehicle needs regular check-ups to stay in good condition. Organizations need to keep a record of these check-ups. While each vehicle might need different kinds of care, they all benefit from being part of a fleet maintenance management program.

1. Construction: They use trucks to carry heavy materials and equipment.
2. Oil and Gas: They need fleets to move supplies around.
3. Food and Beverage: Trucks help deliver their products to different places.
4. Manufacturing: Vans or trucks are used to transport finished goods from one place to another.
5. Hospitality: They have various vehicles, from fancy cars like limousines to buses, to help their guests get around.

Key Components of Fleet Maintenance Management

1. Cycle Counts

   Cycle counting is a method of counting inventory. Instead of counting everything all at once, which could disrupt business processes, it breaks the task down into smaller parts each day until everything is counted by a certain deadline. For example, if there are 500 items, 10 might be counted each day for 50 days. This helps organizations keep track of all their stuff without having to do a big, business-stopping inventory check.

2. Fuel Tank Alerts

   Fleet management software can help keep track of fuel in vehicles by automatically monitoring how much fuel is being used. This helps track fuel expenses, prevent unnecessary refueling, and makes sure vehicles don’t run out of gas unexpectedly.

3. Life Cycle Costing

   Life cycle costing is a tool businesses use to figure out how much something really costs from the beginning to the end. It helps them understand all the costs involved, such as its initial purchase cost, maintenance costs, and replacement cost.

4. Keeping Track of Vehicles

   Having a complete view of your entire set of vehicles helps you know which ones are available, how they’re doing, and which ones are out being driven. Organizations can even keep track of where vehicles are using GPS-capable software.

5. Managing Work Orders

   Work order management allows organizations to clearly and efficiently track what maintenance gets done on their vehicles and when. In addition to basic information, work orders include planned tasks, who requested the work, when the work is scheduled, and who ultimately completes the labor. This helps the organization with job costing so they can see exactly how much they’re spending on maintenance and whether their maintenance rates are as efficient as possible for the company.

Types of Fleet Maintenance Workers

1. Mechanical Workers: Mechanical workers are the ones who fix machines and vehicles, dealing with things like engines and transmissions.
2. Electrical Technicians: Electrical technicians are in charge of fixing electrical parts like alternators and starters. They also work on things that need electricity, like air conditioners and power windows.
3. Body and Paint Technicians: Body and paint technicians have a special job – they make damaged cars look new again. They do this by painting and fixing dents caused by accidents or bumps with other vehicles on the road.
4. Chassis Technicians: Chassis technicians take care of trucks’ frames to keep them working well. They make sure the trucks run smoothly and don’t have issues from regular use.
5. Fleet Managers: Fleet managers look after everything related to the fleet of vehicles. They work with maintenance managers to make sure the vehicles are well taken care of and that the maintenance program runs smoothly and efficiently.

Benefits of Fleet Maintenance Management

Imagine a world where your vehicles spend less time sidelined and more time getting the job done: where repairs are minimal, fuel efficiency is maximized, and productivity soars. This is what fleet management can ideally deliver. By implementing a comprehensive program, businesses can unlock a range of benefits, including:

1. Less Time Without Vehicles Taking care of vehicles regularly helps catch problems early, so they spend less time in the shop and more time on the road.
2. Saving Money on Repairs When you deal with issues early on, it stops them from becoming more expensive fixes later. Fleet maintenance helps in keeping repair costs lower.
3. Using Fewer Fuel Vehicles that are well-maintained usually use less fuel than ones that are not taken care of properly.
4. Getting More Done By keeping the vehicles in good shape and on the road, fleet maintenance helps to get more work done overall.

Examples of Fleet Maintenance

Here are some examples of fleet maintenance:

1. Preventive Maintenance:

   • Oil changes and filter replacements
   • Tire rotations and inspections
   • Brake inspections and fluid checks
   • Air filter replacements
   • Spark plug replacements (for gasoline engines)
   • Battery checks and replacements
   • Coolant system flush and refill
   • Wiper blade replacements
   • Lighting checks and replacements

2. Corrective Maintenance:

   • Tire repairs or replacements
   • Brake pad and rotor replacements
   • Battery jump starts or replacements
   • Engine repairs
   • Transmission repairs
   • Electrical system repairs
   • Body and paint repairs

3. Predictive Maintenance:

   • Vibration analysis
   • Oil analysis
   • Coolant analysis
   • Engine diagnostics using specialized software

4. Compliance Maintenance:

   • Regular safety inspections
   • Emissions testing
   • Recall repairs

Strategies for Fleet Maintenance

1. Planning & Acquisition:

   • Right size: Ensure your fleet matches operational needs, avoiding underutilized assets and ensuring diverse equipment for various tasks.
   • Strategic Acquisition: Lease or purchase based on cost-effectiveness and long-term goals.
   • Standardization: Consider standardizing models for simpler maintenance and reduced parts inventory.
   • Sustainable Practices: Explore alternative fuels, optimize routes, and prioritize emission reduction.

2. Leveraging Technology:

   • Track & Analyze: Utilize vehicle tracking and telematics for:
     • Safety: Identify and address risky driving habits.
     • Efficiency: Optimize routes, and reduce fuel consumption.
     • Maintenance: Predict needs, and extend asset lifespan.
   • Data-Driven Decisions: Leverage telematics data to:
     • Optimize: Minimize costs, improve delivery times, and enhance driver performance.
     • Maintain: Predict maintenance needs and make informed decisions.

3. Fuel & Cost Management:

   • Fuel Efficiency: Train drivers on fuel-saving techniques and utilize route optimization software.
   • Cost Control: Implement preventive maintenance, fuel card programs, and cost analysis tools.
   • Environmental Focus: Explore alternative fuels, invest in emission reduction technologies, and promote eco-friendly driving.

4. Compliance & Regulations:

   • Understand Regulations: Stay informed about safety, emissions, licensing, and reporting requirements.
   • Track & Report: Utilize software and document management for compliance monitoring and reporting.

By implementing these strategies, you can build an efficient, sustainable, and compliant fleet that minimizes costs, maximizes performance, and reduces environmental impact. Keep Vehicles Ready for the Road with NEXGEN’s Fleet Management Software. Taking care of vehicles is super important for any organization that uses them, whether it’s a small business with a few delivery trucks or a big company with lots of vehicles.

NEXGEN’s computerized maintenance management software helps you keep track of all your vehicles, document their maintenance, and manage everything smoothly. Want to see how it works? Find out how NEXGEN can make taking care of your fleet easy.