Owning a vehicle for business purposes can often feel like a full-time job — owning a fleet of vehicles, even more so! From maintenance to managing service hours and everything in between, it can be practically impossible to keep track of all the important details without a bit of help and some forward thinking. Here is a breakdown of fleet management best practice guidelines for all owners of small businesses to take note of. 

Keep Detailed Records 

Detailed records are a must if you are to properly manage your fleet. These records should include any receipts relating to service expenses and fuel consumption. You should also hold onto proof of payment for repairs conducted on your vehicles. Doing so will ensure that you are aware of the true expense and value of all your company vehicles.

Consider Investing In Fleet Management Software

You will almost certainly find yourself overwhelmed with maintenance tasks as your fleet continues to grow. This is when you know it is time to invest in fleet management software. There are many benefits to purchasing software to aid in managing your fleet. For example, you will save time due to the majority of management tasks being automated. 

Further to this, you will likely save a substantial amount of money. This is because most fleet management software is capable of calculating the best routes at the most affordable costs, therefore saving on fuel. 

Finally, you will benefit from optimized driver safety and an easy way to ensure compliance. 

Schedule Maintenance Rotationally To Avoid Downtime 

Regular maintenance is one of the most important aspects of proper fleet management. As a small business with limited vehicle resources, it is almost always best to schedule maintenance on a rotational basis. In other words, your vehicles should never undergo maintenance or repairs at the same time. This approach reduces downtime and ensures that you will always have access to a vehicle when necessary. Work with your chosen mechanic to create a rotational schedule suited to your budget, as well as your unique fleet and its requirements. 

Maintain Strong Relationships With Your Drivers And Mechanic 

Nobody will be aware of the potential problems regarding your business vehicles quite like the driver. This is why it is important to constantly check in with your drivers to find out if there is anything that they would like to bring to your attention. In most cases, there are various signs that something is amiss with a vehicle and, if dealt with swiftly, can prevent costlier issues from coming to the fore a bit further down the line. 

Along with maintaining relationships with your drivers, you should also strive to do the same with your chosen mechanic. If you do, he or she might consider offering a subscription deal or a discount to maintain your entire fleet from month to month. 

Fleet management doesn’t need to be a stressful undertaking. Put all of these best practice guidelines to good use and you will be far less likely to encounter any problems in the near future.