How Guardsman Group refreshed fleet operations with FleetWave

Industry: Security Services

Fleet Size: 500+

Region: Kingston, Jamaica

Customer Since: 2009

Products Used: FleetWave

Background

Guardsman Group manages more than 500 vehicles supporting its security operations, from mobile patrols and incident response to transporting personnel and equipment between client sites. With vehicles playing such a critical role in day-to-day operations, effective fleet administration, compliance and visibility are essential.

We spoke with Jacqui Lambert, Group Telecoms and Fleet Manager at Guardsman Group, about the challenges of managing a 500+ vehicle fleet before FleetWave, and how centralizing fleet information has helped improve compliance, reduce administrative time and support more data-driven decision-making.

Challenges

Before FleetWave, managing the fleet meant trying to keep track of a large volume of information and documentation across the entire operation. As Jacqui explains, the challenge was simply “Trying to figure out what was happening with it.”

For a fleet of this size, keeping track of vehicle documentation and certificate expiry dates can quickly become difficult, particularly when information is held across paper files. FleetWave has given Guardsman Group a centralized system for managing this information, while also providing greater visibility and reporting capabilities.

Without a dedicated fleet management system, keeping track of everything happening across a large fleet can be challenging. As Jacqui puts it, “I think anybody who does not have a fleet management system has those challenges.”

For Guardsman Group, one of the most significant challenges was keeping track of certificate expiry dates. Jacqui explains: “Keeping track of the expiry dates of all your certificates for in excess of 500 vehicles becomes a challenge.”

Managing these documents through paper files also made information less accessible. Finding the right documentation could require searching through physical records, creating additional administrative work and making it harder to have a clear view of the fleet.

Guardsman Group needed a way to bring this information together, make it easier to access and give the wider team greater visibility of fleet activity.

Our Impact

FleetWave has brought together Guardsman Group’s fleet information and documentation, giving the team a single place to manage and access important records.

This has had a direct impact on compliance. Jacqui explains “Since the implementation of FleetWave, we’re significantly more compliant.” Storing documents digitally has also made them easier to access than paper records. She adds: “And because we’re able to keep the documents online, they’re more easily accessible than pulling paper files.”

With information consolidated into one system, Guardsman Group can also report on its fleet more effectively and give employees greater visibility. Jacqui states: “It consolidates all the information and it has it in one place, so it’s easily accessible. We can do proper reporting on it. Everybody has visibility.”

That combination of centralised information, digital documentation and reporting has simplified the day-to-day management of the fleet.

Benefits

The move away from paper-based fleet administration has delivered a clear efficiency benefit for Guardsman Group. With documents stored digitally, the organization no longer needs to manage the same volume of physical records. Jacqui shares: “There are no paper files, that cuts down administrative time significantly for us, 20% would be a fair assessment.”

That 20% administration time reduction represents a significant improvement in administrative efficiency, freeing up valuable time that the team can now spend on higher-value fleet management activities.

FleetWave has also given Guardsman Group greater insight into what is happening across its fleet. With a single source of information and reporting available, the team can identify trends and use that information to improve how the fleet is managed.

Jacqui shares: “I’ve been able to see trends.” That visibility has helped Guardsman Group improve accountability among its drivers, while also giving the team a clearer picture of vehicle consumption. She adds: “Now we’re able to hold the drivers more accountable, and we’re able to monitor our consumption significantly better.”

Access to fleet data has made decision-making more objective, giving the team a clearer picture of what is happening over time. As Jacqui explains, “And just overall, it has made it easier for us to make decisions because we’re not really going based on somebody’s sentiment.” Instead, Guardsman Group can use its fleet data to identify patterns and make decisions based on evidence. She adds: “We actually have the data to say, listen, this has been the trend over time.”

Conclusion

FleetWave has helped Guardsman Group move from a largely paper-based approach to fleet administration toward a more centralised, visible and data-driven operation.

With information and documentation held in one accessible system, the organisation has strengthened compliance across its 500-plus vehicles, reduced administrative time and improved visibility across the fleet. The ability to report on fleet activity and identify trends has also helped Guardsman Group improve driver accountability and monitor vehicle consumption more effectively.

Most importantly, FleetWave has given the team greater confidence in the information behind its decisions. Rather than relying on sentiment, Guardsman Group can use its own fleet data to understand trends and make more informed choices.