We all feel it at some point in our lives. Perhaps some of us more than others. Pressure, over time, can take its toll, wear us down and run us thin. You know that I am talking about tire pressure…right? I mean, this is a fleet management blog after all.
Like so many other things in our business, our tires are often taken for granted. As long as they don’t blow up, they are pretty much ignored. However, here’s a little tidbit you might not have known before…
That’s a big chunk of change for most of us and enough to warrant some pretty serious attention from most fleet owners and managers.
So what are the things that we need to be considering and managing in regards to our fleet’s tires? Glad you asked. Here are the main points to keep tabs on.
1) Tire Pressure: This is the simplest thing to do and yet most fleet managers are getting it wrong. Incorrect tire pressure, specifically underinflating, causes a wide range of problems which include;
2) Tire Rotation: Tires wear unevenly. Three point turns and steering, in general, contribute greatly. Tires wear more and faster when they are not properly balanced and aligned. So, to get the most out of those rubbery investments, rotate your fleet’s tires. Recommended frequency? Around 7,500 miles. Doing this during oil changes is a great way to kill two birds with one stone. End result? Up to 20 percent increase in tire service life.
3) Balance and Alignment: Proper balance and alignment are critical to the safety of your vehicle. On top of that, improperly aligned and balanced tires lead to MAJOR uneven wear issues and can even cause the driver to lose control of the vehicle.
4) The Correct Tires: I know, I know. This is a no brainer right? Wrong. Increasingly, vehicle manufacturers are designing their trucks to take a VERY specific tire. Deviating from this specification in any way can result in potentially unsafe handling and accidents. Before changing or purchasing tires for your fleet vehicle, be sure to check the manufacturer’s recommended specs and stick to them. Chances are that your truck was designed with those exact tires in mind. Get creative with your choices and you may find yourself having to get creative with your resume.
I understand that all of these things may seem like small pieces in the big picture. But all those small pieces and percentages tend to add up fast on a vehicle. Then multiply that by the number of vehicles in your fleet and the dollar signs become significant.
More importantly, your tires are the only connection that your trucks have to the road. Make them a good one.
And don’t forget to relax. Pressure is a killer.
Service vehicles are a huge investment, right? The average price of a new vehicle is not exactly going down over time either. In today’s market, it is easy to spend $30,000 and up on your next fleet addition. And let’s not forget the thousands and thousands of dollars in equipment, tools, and supplies they carry around. Big cash signs is what they start to look like. Big…rolling…cash signs.
So given all of this, let me ask you a question…
Right now, if I asked you to tell me where all your vehicles and their drivers were, could you? What about where your service truck was last Sunday? How fast they are driving?
Could you tell me? If not, consider this…
Would you let an office employee load up $50,000 worth of company property into their car and take off without knowing exactly where they were? I didn’t think so. Yet so many of us have done this very thing, day and day, year after year with our fleet vehicles.
GPS based fleet tracking systems can solve this information vacuum by providing real-time information on location and driving habits for your entire fleet. It allows you to know where they are and what they are doing on a moment by moment basis.
The other bonus…the drivers know that you can see all of this too. Think of it like a small dose of “healthy paranoia”. It’s hard to use the company van to do a side job on Saturday when you know your boss might be watching you on his tablet.
Here is why keeping a tight control over those assets is crucial to your business success. It mostly all comes down to location, location, location. When you know your trucks and service techs location (definitively), you can do the following…
However you accomplish it, it is imperative that you, as a Fleet Manager, know the activity and whereabouts of your fleet at all time. They are your most valuable and costly assets. Care for them well and they will reward you well.
If you are ready to consider GPS tracking for your business, come check us out at www.fleetlog.com.au to see how we can deliver all of this for you.
In our last article post, we talked about information overload and the importance of organizing ourselves when it comes to our fleet management data. We suggested that if you hadn’t already done so, to gather up all of your vehicle info, service records, registrations, maintenance schedules etc. and we would discuss different methods of organizing this information into some sort of usable system. That my dear readers brings us to today.
When it comes to fleet management, information is critical. What you do with that information is even more so. But to effectively leverage all of this data, it has to be organized into some sort of system that makes sense for you and your business. The simplest and most cost effective way of accomplishing this is through the diligent use of a database. Databases are simply electronic filing systems where you can keep all of your documentation in one, easily accessible location. You have many options in this regard, however, today we will be focusing on one example which you probably own and have installed on your computer already.
If your business has computers and email (you do have those, right?), there is a good chance that you are using Outlook to manage your email and calendar. Unfortunately, that is where most people stop and they do so unwisely. Outlook is a fairly customizable database which, if slightly modified, can serve as a storehouse for all of your vehicle’s maintenance records, registration information, insurance details, and more. What’s even more useful is how you can attach your Calendar functions and create reminders for things like license plate renewals, tire rotations, and oil changes. You can even attach documents and an image of the vehicle to its file. Here are the basic steps to get you started with using Outlook for your vehicle files.
1) Create contact files for each of your vehicles. This will take some creativity on your part in that you will have to work around some of the defined entry fields that are provided to you. Just decide what makes sense for you and go from there. For example, instead of entering a Company Name, enter Fleet in that field instead. Doing so will allow you to search for those records in the database that only pertain to your company vehicles. In the Full Name field, you might use the vehicle’s identification number, make, and model, etc. Spend some time with it, play around, and make it your own. The best solution is the one that works for you.
2) Create custom user fields. Under the Contact tab you will likely find an option to view “All Fields”. This will take you to a screen where you can create your own custom data fields to be named and used for any purpose you can think of. Some ideas may be…
You get the idea. Again, look around and play with it.
3) Setup Tasks, Reminders, and Calendar items. This is where the real functionality of this software comes into play. Now that you have all of your vehicles logged into the system, you can keep track of things like scheduled maintenance activities, mechanics notes, insurance renewal information, fuel usage, repairs, and the like. Use the Calendar function with Reminders and you will never forget another service interval again.
Now just because we only highlighted Outlook in this article does NOT mean that this is the only way to get this done. There is a myriad of options and many of them may already exist in your business. Access is a database creation application which allows you to design your own solution, from the ground up. Most of the Client Relationship Management (CRM) software packages can be repurposed for the fleet management function as well and are worth looking into and playing around with if you already happen to own and use them in your business.
The most critical thing to remember is that you do not have to spend a fortune to run and manage your fleet successfully and efficiently.
Combining a solid system like the ones we have discussed today with a GPS tracking solution such as our Fleetlog system, will have you running a world class fleet program, whether you have 1000 vehicles, or just two.
They are marvelous marketing tools, those gleaming vans and shiny trucks rolling around town. We proudly splash them with our company colors, logos, and taglines. Each and every one of them shouting out to the public who we are and what we do. If our service routes happen to take us to crowded highways or through busy downtowns, past countless other drivers and onlookers, all the better. It’s all about exposure in the business world.
If you happen to be the owner of said company, the pride one can feel the first time you see one of your trucks out on the road is truly memorable. I can still remember the first time it happened to me. I even took a picture of the van as it rolled by and can remember the experience vividly.
But all of this visibility and marketing can be a two edged sword if you are not careful.
Much like public nudity, exposure is not always a positive. Oh please! Don’t even judge me. It was college and for the sake of art. Now let’s get back on track, shall we?
The fact is, each one of those vehicles, and the driver operating them, are ambassadors to your company. They are living, breathing, rolling billboards for your organization and their behavior and actions all speak loudly; good or bad, for better or worse.
If your tech is operating his vehicle in a professional, safe, and courteous manner, the billboard is a positive one. On the other hand…
If he or she is speeding, cutting people off, or simply driving in a dangerous manner, you can bet that your logo and company colors will be remembered by the surrounding public as well. And I haven’t even mentioned what may happen if an accident occurs. Yep, those high dollar vehicle graphics you invested in are going to look amazing from the T.V. news crew’s cameras and on your customer’s flat screen televisions.
Much of this can be avoided by instituting a few simple things into your fleet program.
1) Incorporate a solid GPS tracking product into each and every one of your vehicles. I really can’t say enough about how important this is and how easy and wildly affordable the stuff can be. In fact, I can guarantee you that they won’t cost you a dime. ROI is realized within the first month for some companies. Those little black boxes are cash machines, not expenses. Trust me. Given as they will tell you things like location, speed, braking activity, and the like, you know what everyone is doing and WHERE. Right from your tablet, smartphone, or computer. The first time you turn on that screen and see all those little icons (your trucks) moving around, you will be hooked. Everyone is. Knowledge is power and you might just be surprised what you find out.
2) Establish and enforce a safety program. This doesn’t have to be complex, but get it in writing, present it consistently and often, and get their compliance agreement in writing. Lastly, make sure there are consequences to violations.
3) Encourage snitches. Whether it is a toll free number on the truck or telling all your friends and customers, let everyone know that you want to hear about unsafe or unprofessional conduct on the road.
Marketing is great and I love few things more than a fresh graphics package on my trucks. But be sure your drivers are sending the right kind of message when they leave the office doors behind.
And don’t forget….control bad exposure, keep your clothes on.
Human beings, as a general rule, behave much differently when being supervised by an authority figure than when they know they are not being watched. This is true from childhood and on through to our adult years. If you do not believe me, try this little experiment next time you have a moment.
Tell your kids (or borrow some, with permission) that you have something in the closet that they are not supposed to look at, under any circumstances. Explain that they can pretty much do anything, but whatever they do, DO NOT OPEN THE CLOSET. Then walk out of the room, hide, and watch what happens.
Heck, try it with your employees. The result will be the same. If you have staff that are driving company assets without GPS tracking, you already are.
I am not saying that all people are bad and have evil intentions. Not at all. Even though there are some employees out there who are looking to rob you blind, it is my belief that most are well intentioned and have your company’s best interests at heart. Mostly.
However, keep in mind what we said at the beginning of this article. We act differently when supervised. Moreover, when I say differently, I usually mean better. It may help to think of this in this way.
Ask yourself this question, “How would my employees drive, if I was sitting in the truck with them? Better or worse than when driving alone?”
How about this one… “How much more work/service calls would get accomplished if I was able to ride along on every call?” “Maybe better yet…” Would time card accuracy change if I was on every call with them?”
For most managers and business owners, the answer to these questions is clear. The problem lies in the fact that you cannot be in every truck with every employee. However, we have the next best thing.
GPS tracking from Fleetlog allows fleet managers to see live data from their entire fleet, from anywhere in the world, 24/7. Know where they are, where they are going, and how they are driving, minute by minute.
Whether you are at a nearby job site, your office, or on vacation on the other side of the world, with Fleetlog GPS tracking, you are always in the passenger seat!
There are many reasons why some fleet managers are tempted to keep their new GPS tracking systems a secret at first. In most cases, the manager has some suspicions that he would like verified. The new tracking equipment is a glorified mousetrap, set with fresh cheese.
Dreams of watching that little icon that represents your truck, moving across the screen to places it should not be and at times no one is working, fill the manager’s head. Visions of finally confronting your suspected trouble employee become clear. Your victory is so close you can taste it!
I think it is fair to say that most of us can relate to this temptation. Maybe you saw a truck out in the field in a part of town that it should not have been in. Perhaps it was a report of your company vehicle being seen at a location you do not service. Alternatively, it could just simply be the rising fuel expenses for a unit that is not seeing increases in productivity. It is quite reasonable to desire some justice and put to rest your suspicions.
However, before you go setting out those GPS mouse traps, consider the possibility that it may be in your best interest to be upfront and honest about your new Fleetlog tracking program. Now put that cheese back in your refrigerator and let’s take a look at some of the reasons why you should let your drivers know they are going to be monitored.
Trust and Respect: Good intentioned employees do not appreciate feeling like they are not trusted by their employers. Sure, the tracking systems are meant to catch the bad apples, but in the process, if not introduced properly, it may offend your star players.
They are Going to Change: Do you really want to know what your drivers are doing when they think they are not being watched? The most effective element of GPS tracking is the prevention principle. The vast majority of infractions are prevented by the drivers knowing that they are being monitored. Let the equipment do its job and you will save yourself some ulcers.
Team Members Will Not Feel “Targeted”: When you have a staff meeting up front and let everyone in the company know that you are implementing a GPS fleet tracking program, it lets everyone know that it is company-wide and not just intended for a few problem employees. This will give the people breaking the rules an opportunity to change their ways and the conscientious drivers a way of showing off their good driving habits.
It Eliminates Excuses: Properly introducing a tracking program cuts off the possibility of someone telling you that they did not know better. Company policy is explicitly stated (get it down in writing and have them sign it) and expectations are established.
It Smokes Out the Current Offenders: Think about it. If you are a good driving who is following the rules and being safe; why would you care if your company starts watching your driving habits. However, if you have something to hide, you are likely not going to be too happy to hear that Fleetlog equipment is being installed in your truck. Chances are, if you have a complainer, you are looking at an offender too.
There are many reasons why some fleet managers are tempted to keep their new GPS tracking systems a secret at first. In most cases, the manager has some suspicions that he would like verified. The new tracking equipment is a glorified mousetrap, set with fresh cheese.
Dreams of watching that little icon that represents your truck, moving across the screen to places it should not be and at times no one is working, fill the manager’s head. Visions of finally confronting your suspected trouble employee become clear. Your victory is so close you can taste it!
I think it is fair to say that most of us can relate to this temptation. Maybe you saw a truck out in the field in a part of town that it should not have been in. Perhaps it was a report of your company vehicle being seen at a location you do not service. Alternatively, it could just simply be the rising fuel expenses for a unit that is not seeing increases in productivity. It is quite reasonable to desire some justice and put to rest your suspicions.
However, before you go setting out those GPS mouse traps, consider the possibility that it may be in your best interest to be upfront and honest about your new Fleetlog tracking program. Now put that cheese back in your refrigerator and let’s take a look at some of the reasons why you should let your drivers know they are going to be monitored.
Trust and Respect: Good intentioned employees do not appreciate feeling like they are not trusted by their employers. Sure, the tracking systems are meant to catch the bad apples, but in the process, if not introduced properly, it may offend your star players.
They are Going to Change: Do you really want to know what your drivers are doing when they think they are not being watched? The most effective element of GPS tracking is the prevention principle. The vast majority of infractions are prevented by the drivers knowing that they are being monitored. Let the equipment do its job and you will save yourself some ulcers.
Team Members Will Not Feel “Targeted”: When you have a staff meeting up front and let everyone in the company know that you are implementing a GPS fleet tracking program, it lets everyone know that it is company-wide and not just intended for a few problem employees. This will give the people breaking the rules an opportunity to change their ways and the conscientious drivers a way of showing off their good driving habits.
It Eliminates Excuses: Properly introducing a tracking program cuts off the possibility of someone telling you that they did not know better. Company policy is explicitly stated (get it down in writing and have them sign it) and expectations are established.
It Smokes Out the Current Offenders: Think about it. If you are a good driving who is following the rules and being safe; why would you care if your company starts watching your driving habits. However, if you have something to hide, you are likely not going to be too happy to hear that Fleetlog equipment is being installed in your truck. Chances are, if you have a complainer, you are looking at an offender too.