{"id":2365,"date":"2021-01-25T16:10:56","date_gmt":"2021-01-25T16:10:56","guid":{"rendered":"https:\/\/www.chevinfleet.com\/en-us\/?p=2365"},"modified":"2026-01-28T11:23:03","modified_gmt":"2026-01-28T11:23:03","slug":"what-is-fleet-management-software","status":"publish","type":"training","link":"https:\/\/www.chevinfleet.com\/en-us\/learning-zone\/what-is-fleet-management-software\/","title":{"rendered":"What is fleet management?"},"content":{"rendered":"
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Managing a pool of commercial vehicles can be a challenge at the best of times. Add to this external influences that a fleet manager faces but has little control over such as legislation changes, vehicle market uncertainty and spiralling costs and the task can soon become overwhelming.<\/p>\n

This article looks at the role of the fleet manager, the key issues they face and how software can help support this difficult job.<\/p>\n

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What is the purpose of fleet management?<\/strong><\/h2>\n

Any organisations that incorporates\u00a0vehicles for use within the business\u00a0requires some form of professional fleet\u00a0management. The purpose of\u00a0 such\u00a0is to\u00a0control the entire lifecycle of commercial vehicles alongside\u00a0reducing associated risk, improving efficiency, increasing productivity and ensuring compliance\u00a0with legislation. Private vehicles used for work purposes, known as they grey fleet, should also be\u00a0included in this\u00a0process.<\/p>\n

Companies with\u00a0fleets\u00a0are\u00a0extensive.\u00a0Hauliers, couriers, sales, service, utilities, public transport and the emergency services all have fleets that need\u00a0managing.\u00a0Having\u00a0a grasp of\u00a0the processes required to run a fleet enables\u00a0company\u00a0to control associated costs, remain competitive in the market place and help deliver on customer service expectations.<\/p>\n

Fleet management can be carried\u00a0out\u00a0within the business, usually by the appointment of\u00a0a fleet manager, or\u00a0outsourced to an external fleet solutions provider<\/a>.<\/a><\/p>\n

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What are the challenges faced by\u00a0fleet managers?<\/strong><\/h2>\n

Similar to the level of responsibilities\u00a0of\u00a0an asset manager, a fleet manager is accountable\u00a0for five\u00a0key areas of fleet –\u00a0vehicle acquisition, fuel management, vehicle maintenance, health and safety and\u00a0compliance. We take a look at each of them in turn.<\/p>\n

1. Vehicle acquisition<\/strong><\/h3>\n

Evaluating changes to\u00a0vehicle legislation such as WLTP and RDE2, determining\u00a0purpose and suitability of vehicles,\u00a0negotiating deals\u00a0with vehicle manufacturers\u00a0all sit with the\u00a0fleet manager. Fuel consumption, tax and insurance costs in addition to\u00a0employee expectations need to be considered too when selecting the right fleet vehicles<\/a>.\u00a0Add to this\u00a0a consideration towards\u00a0end of life and vehicle resell\u00a0value\u00a0and it soon becomes clear why the role can be\u00a0such a challenge. Budget allocations need to be met and savings are always\u00a0there to be made.<\/p>\n

2. Fuel management<\/strong><\/h3>\n

Probably one of the biggest cost saving challenges for a fleet manager is the ever increasing rise in fuel costs.\u00a0Fluctuations in market price and the external factors that influence prices\u00a0are\u00a0beyond the control\u00a0of a fleet manager but\u00a0there are options to\u00a0help reduce fuel consumption and costs<\/a>.<\/p>\n

Once the fuel of choice, the popularity in diesel vehicles is in decline following the Volkswagen emissions scandal<\/a> and well publicised negativity on harmful\u00a0NOx emissions.\u00a0The government\u00a0response of adding a surcharge to tax has understandably had an impact on sales. Despite this, an effective fleet manager<\/a> needs to evaluate the options\u00a0to see if they\u00a0still deliver the greatest cost savings. Petrol remains the market leader but margin\u00a0is decreasing\u00a0due to the growing popularity of\u00a0electric and hybrid vehicles.<\/p>\n

Fleet managers can\u00a0carry out a\u00a0cost benefit analysis on\u00a0fuel\u00a0options as a way\u00a0of determining\u00a0the most suitable for the vehicles in their charge<\/a>. Considerations should go to\u00a0a higher purchase price of electric and plug-in hybrid vehicles against\u00a0lower running costs and performance to determine suitability.<\/p>\n

Fuel card choice is\u00a0paramount to any fleet by\u00a0selecting the best value deal to meet\u00a0needs<\/a>.\u00a0Alongside this, telematics can play its\u00a0part in remotely observing driver behaviour and\u00a0the effect on\u00a0fuel management in addition to an\u00a0ability\u00a0to track\u00a0vehicles and\u00a0determine the most cost effective routes.<\/p>\n

3. Vehicle maintenance<\/strong><\/h3>\n

Overseeing the maintenance programme of vehicles within the fleet<\/a>\u00a0can be internally resourced through own resources\u00a0or outsourced depending on the size of the cost benefit analysis.\u00a0Fleet manager responsibility is to ensure that vehicle checks are carried out to comply with legislation. This includes driver daily walk round checks, pre-purchase vehicle inspections, regular maintenance checks and to ensure that reported defects have been rectified.<\/p>\n

4. Health and safety<\/strong><\/h3>\n

Should the unfortunate occur and a driver has\u00a0an accident, the\u00a0responsibility of the fleet manager is to ensure that this is\u00a0actioned\u00a0accordingly. Robust fleet reporting<\/a> procedures need to be in place to enable\u00a0drivers\u00a0to deal with an accident by following\u00a0insurance reporting procedures correctly\u00a0so that claims can be handled quickly and efficiently with the necessary repair work carried out.<\/p>\n

Needless to say, a fleet manager will be responsible for both the development and implementation of the health and safety policy in addition to\u00a0making sure that\u00a0driver training records are up to date to minimise the risk of accidents occurring within the fleet in the first place<\/a>.<\/p>\n

5. Meeting compliance requirements<\/strong><\/h3>\n

Daily checks, inspection sheets, driver checks, defect, reporting, MOT’s, insurance…the list goes on. Compliance and fleet risk management is an essential part of the role<\/a> and all aspects need to not only be carried out but also documented. This ensures that a full trail of information is available for each vehicle for both auditing purposes and in the event of an accident should a claim or investigation need to be made.<\/p>\n

Vehicle legislation is changing apace, particularly\u00a0with the\u00a0move to\u00a0the WLTP vehicle testing structure. This means\u00a0that it is\u00a0imperative that fleet managers are aware of changes to legislation that could have a direct impact on their operation and\u00a0act accordingly.<\/p>\n

6. Controlling\u00a0costs<\/strong><\/h3>\n

Controlling and reducing costs is always a priority for any business and fleet management is no exception<\/a>. Fleet Managers are required to analyse the relevant information about their fleet and realise the areas that can be improved. This can include reducing vehicle purchase costs, reviewing fuel consumption and analysing driver behaviour – achieving more for less.<\/p>\n

7. Avoiding\u00a0information overload<\/strong><\/h3>\n

Fleets generate a lot of data that a fleet manager can review,\u00a0some of which may be useful\u00a0but\u00a0a lot of it probably not so. Trawling through such\u00a0vast amounts of\u00a0information is\u00a0time consuming and runs the risk of missing\u00a0important, relevant information.\u00a0Updating\u00a0such information\u00a0has administrative time and money implications too. Fleet management software can help sort through the unnecessary information and generate reports\u00a0on\u00a0only the areas that you need or\u00a0having the information\u00a0but not knowing what to do with it or analysing\u00a0it correctly.<\/p>\n

8. Expanding role of the fleet manager<\/strong><\/h3>\n

The role of technology is evolving apace which\u00a0will lead to expansion of a fleet manager’s role too.\u00a0Mobility management, asset management and the\u00a0a level of responsibility for\u00a0measuring and controlling the environmental impact of\u00a0a business will begin to fall under the remit of the fleet manager.\u00a0Incorporating fleet management software will become paramount in helping to deliver this.<\/a><\/p>\n

What are the benefits of effective fleet management?<\/strong><\/h2>\n

An exploration of the general benefits of fleet management. Some of these could include:<\/span><\/p>\n