Running a fleet is no mean feat. Fleet management teams have to juggle myriad responsibilities and keep a close eye on a lot of moving parts – literally. In the scheme of this careful balancing act, the one thing that simply cannot slip is fleet safety and compliance.
The duties of a fleet manager include four major responsibilities:
- Ensuring the safety of vehicle operators
- Protecting the organisation’s assets
- Staying on top of vehicle inspections, maintenance, and licensing
- Preserving the safety of the public
Prioritising and maintaining fleet safety and compliance keeps operators and assets safe on the road, in the sky and in the ocean, and avoids the hefty fines imposed on non-compliant vehicles. The importance of fleet safety and compliance cannot be overstated. But, then again, neither can the administrative burden of following up on safety and compliance.
Fortunately, there are a few strategies that fleet management teams can implement to relieve the headache of ensuring fleet safety and compliance with confidence. This article breaks down best practices for fleet safety and compliance.
For the record: staying on top of an asset’s inspection history
Effective fleet management requires that vehicles are regularly inspected. Routine inspections are essential to picking up minor defects or deficiencies before they become full-blown problems. They are an administrative burden, it’s true, but routine inspections allow you to identify minor issues before they turn into unplanned downtime and motor incidents further down the road.
Planning and implementing a preventive maintenance schedule is the best way for fleet managers to stay proactive to vehicle downtime. But the preparations don’t end there. When it comes time for vehicle inspections, several documents need to be in order.
Vehicle inspections typically call for the following:
- A full record of inspections, maintenance, and repairs demonstrating what was done and when
- Vehicle identification details, including make, year, serial number, tyre size, ownership, and company number
- For buses, planes, and other passenger vehicles, tests on push-out windows, emergency doors, and emergency door marking lights need to be conducted
The bigger your fleet is, the more documents you’ll need to keep in order. That’s a lot of information to keep track of. And nobody wants to be fishing around the glove compartment for a loose stack of papers when roadside inspections happen. The most logical and efficient way to store inspection records is with a cloud-based fleet management software solution.
By storing all licenses, permits, and a full inspection history in a centralised cloud-based location, FMS digitises the inspection process and allows team members to access critical information from mobile devices. Anyone can access a complete history of inspection data to prove compliance from their mobile devices whenever they need to.
Putting safety in the driver’s seat: driver management
Asset operators play a key role in the safety and compliance measures of a fleet. However, it can be challenging – sometimes impossible – to ensure that drivers are operating assets in such a way that protects themselves, the assets, and the public from accidents.
The right fleet management software (FMS) will grant fleet managers full oversight of their drivers’ behaviour so that they can monitor their drivers and correct unsafe driving practices if necessary. Furthermore, the data collected by FMS can be leveraged to structure an efficient maintenance workflow which, in turn, automates and optimises fleet safety and compliance practices.
For example, once the right fleet management solution for your organisation is up and running, it monitors vehicles for insightful data like breakdowns, wear and tear, and service levels per kilometer. Then, it can alert fleet managers with notifications about upcoming tyre changes, vehicle services, and routine inspections.
It doesn’t stop there. A quality FMS also allows fleet managers to monitor driver behaviour by giving them full oversight of dangerous driving practices like sudden acceleration and braking. It also empowers fleet managers with current and actionable insights – alerts which show, for example, when a driver ought to be pulling over for a break. Team leaders can then phone the driver and ensure their safety.
Furthermore, emphasizing ongoing driver training programs, driven by relevant driver behaviour data, can contribute to a proactive approach to safety. These programs can cover defensive driving techniques, understanding vehicle technology, and reinforcing the importance of adhering to safety protocols. The behavioural data can also be used to implement safety incentive programs that reward drivers for maintaining a high level of safety and compliance. Positive reinforcement can contribute to a safety-conscious culture within the fleet.
Hope for the best, plan for the worst
Develop and regularly update emergency response plans that outline the steps to be taken in case of accidents, breakdowns, or other unforeseen events. Ensuring that drivers are well-informed about emergency procedures contributes to a quick and organized response, minimizing potential risks.
Implementing a system for prompt and thorough incident reporting is crucial. Fleet management teams should establish clear procedures for reporting accidents, near misses, or any safety-related incidents. Additionally, analyzing the root causes of incidents can help in preventing similar occurrences in the future.
Prioritise your fleet’s safety and compliance with Fusion the Apps People’s Fleet Management
Fleet Management is an innovative FMS solution that grants team leaders greater visibility into an entire fleet. This allows you to create and maintain compliance-proof safety and maintenance procedures.
When Fleet Management is integrated into Microsoft Dynamics 365, it becomes a complete fleet ERP solution. Because Fleet Management is built inside Microsoft Dynamics 365, it transforms Dynamics from a purely economic management tool to a comprehensive fleet management system.
Fleet Management grants you full control over fleet management and maintenance during the entire lifecycle of your fleet, from acquisition to disposal. Manage warranties, permits, operations, and accidents with the convenience of centralised, cloud-based technology.
Eradicate disparate legacy systems for a single source of truth. Get in touch with our team today to find out how our Microsoft powered solution can optimise your fleet safety and compliance.
