Your To-Do List
Tackling some of these tasks in 2025 will benefit the organization and help you breathe a little easier.
One thing all these fleets have in common is difficulty getting everything done. It seems like work loads have increased significantly while staffing lags. Quite often, it is the same tasks that are overlooked or pushed aside due to operational priorities.
What are these tasks? They are frequently the invisible, but critical, pieces of the fleet management framework such as:
Training
All members of the fleet organization should have a formal training plan that ensures they stay up to date with technology and emerging issues. Mechanics should receive a minimum of 40 hours of training a year to maintain their skillset. Training, however, is not just for mechanics and operators. Fleet management and support staff need to be proficient in their roles as well.
Job descriptions
Many organizations have no job descriptions. Where they exist, they are often outdated. A lack of job descriptions does not necessarily hamper an organization when things are going well. When something goes off the tracks, however, the lack of job descriptions can seriously impede finding solutions.
Preventive Maintenance (PM) Program
The lack of a formal PM program can cripple an organization, yet it is a common area that is overlooked. Many organizations persist in an informal approach and do not invest the time in establishing, publishing and enforcing a schedule.
Policy Framework
All organizations can benefit from a policy framework consisting of three documents: a Fleet Management Policy Manual, an Operator’s Handbook, and Service Level Agreements between fleet and their customers. The Policy Manual should address all aspects of fleet management. The Operator’s Handbook should be focused on issues of importance to operators such as what to do in the case of a crash and the conduct of trip inspections.
Performance Management
Fleets are increasingly data-driven organizations and organizations must spend some time thinking about which metrics are important to them. They should consider who needs what information, in what format, and with what frequency. Critical information that is often part of this includes vehicle downtime, PM compliance, fuel consumed and Greenhouse Gas emissions.
Organizations that are missing some or all these elements are usually aware of the omissions, but simply cannot find the time, or the staff to address them. There are, however, a few options that can assist:
1. Phone a friend. I have never met a fleet manager who was unwilling to share. Whether you need a sample policy, a job description for a new position, or recommendations for a new software tool, you should start in your local area. The wider community of manufacturers and service providers can also be tapped for their expertise in areas where you may be lacking.
2. Hire an intern. Funding may not support a full-time position, however, a student intern can be a cost-effective way of addressing some of the more routine needs. Georgian College has a co-op program for their Automotive Management students and can provide knowledgeable assistance for temporary needs.
3. Explore Fleet Management as a Service (FMaaS). Many organizations don’t want or need a lengthy and costly fleet audit, they just want a list of tasks taken off their plate so they can run more efficiently. Hiring a service provider capable of affordably addressing some of the tasks described can be a huge relief. This service can extend to routine monthly or annual tasks, such as replacement plan review or utilization updates.
