Trucking and transportation are the backbone of our society. With over 2.9 million semi-trucks in the US alone, the trucking industry moved enough freight to earn $940.8 billion in gross freight revenue. ⁽¹⁾ 

Maintaining fleet operability is essential to operations as we rely on our fleets to work effectively, whether in freight or personnel transportation or merely operating a fleet of vehicles for service, rental, or other business purposes.

In this quick-reference guide, we’ll deliver ten tips to help fleet managers make the most out of their fleet management processes, including how to prevent and predict operational equipment or vehicle failure. Let’s dive in.

1. Implement a Comprehensive Fleet Management System

A fleet management system is a platform or integrated collection of platforms that organizations use to manage and maintain fleets. This fleet management solution could focus on a specific type of fleet or use case or provide a customizable solution that is flexible for all use cases, like 1st Reporting.

• Benefits of Fleet Management Systems: Improved efficiency, real-time tracking, and streamlined operations.

2. Regular Maintenance and Inspections

Regular maintenance and inspections are crucial for fleet longevity and safety. For safety and regulatory compliance, it’s mandatory in most states and provinces for drivers to complete a pre-use inspection of their vehicle. They must record the inspection on a report similar to our Pre-Use Walk Around Inspection Checklist that you can download or use in the 1st Reporting app. The app has a powerful form customizer, so you can easily adjust the form to suit your specific fleet needs.

3. Optimize Routes and Schedules

Route optimization is a crucial part of your operations when you manage any type of transportation company or division. Even if you operate a fleet of service vehicles, you still need to adhere to best practices when it comes to optimizing your field assets.

Similarly, vehicle operators could have a report to complete upon arrival at each of their destinations. Using custom notifications in the 1st Reporting app, you can manage the routes, schedules, and vehicle management from any remote location with internet access. Drivers can use the app right on their mobile devices to complete reports, making it one of the most versatile applications for optimizing today’s business on the market.

Speaking of optimization, if you want to learn more about optimizing your fleet management procedures, read our guide: 11 Tips To More Effective Fleet Management Procedures.

4. Monitor Driver Behavior

One of the great things about the versatility of the 1st Reporting app is the ability to customize reports, add GPS functionality, and create custom notifications. The app also allows users to manage reports assigned to field assets as part of their standard operating procedures. 

For example, suppose your fleet starts their day driving a vehicle from either your headquarters or in the field when they complete a pre-use vehicle inspection as a part of their pre-work operations. In that case, you can customize a notification to automatically notify the appropriate supervisor the moment the driver submits their report. The customizable notification system enables you and your team to make decisions about your fleet in real-time, making driver behavior easy to monitor.

It’s as easy as including a few quick reports or check-ins to your driver’s day. With a pre-use inspection, location arrival or parcel drop-off reports, refueling reports, and other similar reports included in the driver’s required daily actions, you can easily monitor timeliness, goal completion, and many other metrics to help better monitor your driver’s behaviors relating to tasks assigned.

5. Effective Fuel Management

Tracking mileage and refueling charges is an effective means of monitoring and managing fuel usage by your fleet. Using the 1st Reporting application, you can easily customize a simple refueling and mileage tracking report. Include the report in your driver’s task requirements, and you’ve got a mobile solution to manage fuel usage effectively in real-time.

According to the US Department of Energy’s site, a study on fuel efficiency versus tire pressure showed that a vehicle with all tires at approximately 75% of recommended pressure can result in a reasonably consistent 2-3% penalty to fuel efficiency. ⁽²⁾

Pro Tip: Include tire pressure checks regularly with your fleet to ensure traction quality and proper inflation levels to achieve the best possible gas mileage for your fleet vehicles.

6. Ensure Compliance with Regulations

In most states, provinces, or territories, records of vehicle and equipment inspection are required. Specifically, the Federal Motor Carrier Safety Regulations (FMCSRs), under 49 CFR 396.13⁽³⁾, mandate that before operating a commercial motor vehicle (CMV), the driver must be satisfied that the car is in safe operating condition. It involves a thorough inspection of various components, including brakes, lights, tires, steering, coupling devices, and more. 

Furthermore, the driver is required to review the previous inspection to ascertain any potential issues or history thereof. The report must be documented, and ideally, both the vehicle and your office would hold a copy. To facilitate sharing reports, using an app like 1st Reporting makes real-time collaboration and access to vehicle inspection reports easy.

7. Implement Safety Programs

According to the National Safety Council, in 2022, there were 4,695 preventable workplace injury-related deaths. Of the industries with the highest amounts, the Transportation industry had the second highest case count, with 964 preventable fatal work injuries. ⁽⁴⁾

It’s always a good idea to implement robust safety programs for your fleet management. Using customizable mobile forms in a reporting solution like 1st Reporting means that you can implement new safety programs effortlessly. Merely include your documentation in the application’s sharing ‘Handbook’ for instant access for your assigned personnel. Furthermore, you can include custom safety inspection reports and disseminate them instantly to your selected teams, making implementation of new or updated forms or reports as easy as a click of a button.

8. Invest in Visual Driver Training and Development

Training is essential for lowering incidents and accidents and is vital to prevention. Remember those 964 preventable deaths in the transportation industry in 2022? Prevention starts with robust training. Remember, training doesn’t have to be long; it just has to have the appropriate impact. So, don’t be afraid to try new training methods. The key is to keep up repeated memorable training.

According to the National Library of Medicine’s published studies on long-term memory, repetition enhances the effects of activated long-term memory. Furthermore, by using visual means, studies have shown that visual stimuli relating to visual long-term memory help enable greater attention, which in turn makes stronger memories. ⁽⁵⁾

Pro Tip: Have your team complete regular Commercial Vehicle Condition Reports. Repeating the process will help commit the condition inspection to memory, making for more efficient and effective inspections.

9. Use Data Analytics for Decision Making

I managed mobile crews and a mobile fleet for years. I can tell you that one of the biggest game-changers for me was having a system to manage fleet operations that would help generate reports for me. You see, back in the day before we had applications like 1st Reporting, data analysis for fleet management was a tiresome, tedious task that involved handling sometimes unsightly dirty vehicle inspection reports from the drivers. Sometimes, we wouldn’t see these reports for days, depending on the particular run the fleet teams were a part of.

1st Reporting has a variety of powerful built-in KPI reports to help you manage your fleet in a data-driven manner. Furthermore, the application integrates with powerful data visualization tools like Microsoft Power BI, giving you unprecedented control over how you see the data your team collects and submits.

For more information, please read our guide: Predict Equipment Failure: Use Field Reporting Data for Proactive Maintenance.

10. Plan for Future Growth and Scalability

One of the biggest challenges to growing a business can be appropriate scalability. There’s a big difference between running ten trucks and running 100, and if you’re not ready to manage a scaling fleet. Still, your sales teams are, you need a scalable solution that works for you and your sales and operations goals.

That’s where 1st Reporting comes in—it’s not only a highly customizable mobile application for fleet management but also a scalable tool for all company inspections, incidents, mobile reports, and more. Take a look for yourself or schedule a demo with our team—you’ll be glad you did.

Driving Efficiency: Summary and Next Steps

In this article, we’ve explored ten essential tips to enhance transportation fleet management, covering aspects from implementing a comprehensive fleet management system to planning for future scalability. Let’s recap the critical points:

• Implement a Comprehensive Fleet Management System: Utilize platforms like 1st Reporting for improved efficiency and real-time tracking.
• Regular Maintenance and Inspections: Conduct regular checks to ensure vehicle longevity and safety.
• Optimize Routes and Schedules: Use GPS tracking and route planning for cost-effective operations.
• Monitor Driver Behavior: Implement telematics and real-time reporting to ensure safe and efficient driving.
• Effective Fuel Management: Track fuel usage and maintain optimal tire pressure for better fuel economy.
• Ensure Compliance with Regulations: Stay updated with regulatory requirements and maintain thorough records.
• Implement Safety Programs: Develop robust safety programs to reduce accidents and enhance workplace safety.
• Invest in Driver Training and Development: Provide continuous training to improve driver skills and prevent incidents.
• Use Data Analytics for Decision Making: Leverage data to make informed decisions and optimize fleet operations.
• Plan for Future Growth and Scalability: Adopt scalable solutions like 1st Reporting to manage expanding fleet operations.

Taking action on these tips will not only improve your fleet’s efficiency and safety but also position your organization for long-term success. Consider integrating a versatile solution like 1st Reporting into your fleet management practices. Its customizable features and real-time reporting capabilities will help streamline your operations and enhance your decision-making processes.

Remember, effective fleet management is not just about keeping vehicles on the road—it’s about optimizing every aspect of your operations for maximum efficiency and safety. Start implementing these tips today and see the difference they can make.

Article Sources

1. “Trucking Industry Trends, Statistics, & Forecast – 2023 Edition.” 2023. Truckinfo.net. 2023. https://www.truckinfo.net/research/trucking-statistics.
2. “Fact #826: June 23, 2014 the Effect of Tire Pressure on Fuel Economy.” 2014. Energy.gov. 2014. https://www.energy.gov/eere/vehicles/fact-826-june-23-2014-effect-tire-pressure-fuel-economy.
3. “49 CFR Part 396 — Inspection, Repair, and Maintenance.” 2024. Ecfr.gov. 2024. https://www.ecfr.gov/current/title-49/subtitle-B/chapter-III/subchapter-B/part-396.
4. “Work Safety Introduction – Injury Facts.” 2024. Injury Facts. February 5, 2024. https://injuryfacts.nsc.org/work/work-overview/work-safety-introduction/.
5. Plater, Lindsay, Sandra Nyman, Samantha Joubran, and Naseem Al-Aidroos. 2022. “Repetition Enhances the Effects of Activated Long-Term Memory.” the Quarterly Journal of Experimental Psychology/Quarterly Journal of Experimental Psychology 76 (3): 621–31. https://doi.org/10.1177/17470218221095755.‌