From procurement and maintenance to achieving sustainability targets, fleet management tasks are varied and complex. This job requires not only a great deal of organizational talent, but also extensive technical knowledge. In this article, we present the 10 most important fleet management tasks. We will also show you how a software solution can support you in carrying out fleet manager tasks.
What are fleet management tasks?
Fleet management tasks include numerous activities aimed at making the operation and management of a fleet efficient and cost-effective. In doing so, fleet managers must not only ensure the economic use and optimal utilization of vehicles, but also comply with legal requirements. Fleet management becomes a strategically important task for fleet managers.
The top 10 fleet management tasks
From procuring new vehicles to handling damage, fleet management tasks go far beyond simply managing vehicles. Below, we present the ten most important fleet management tasks and show you how a software-supported solution can help you manage these activities.
Vehicle procurement
Fleet management tasks include the selection and procurement of new vehicles. This includes evaluating vehicle types, negotiating contracts with suppliers and car dealers and ensuring that the vehicles actually meet the company’s requirements.
Before new vehicles are procured, the company’s needs should be analyzed beforehand. How many vehicles are needed? What type of vehicles are needed (e.g., car, truck, van) and what function will they serve (e.g., sales, delivery, service)? Based on the needs analysis, the fleet manager draws up a budget for the procurement of new vehicles that takes into account the costs of purchasing or leasing. purchase or leasing and all associated operating costs such as taxes, insurance and maintenance.
Choosing the right vehicles in particular is one of the key fleet management tasks. After all, company vehicles should meet the company’s requirements and combine the best available option in terms of price, performance, safety and environmental impact. So it quickly becomes clear: vehicle procurement is a complex process that requires careful planning and organization.
Cost Control
The vehicle fleet is one of the largest cost centers in the company. One of the fleet management tasks is therefore to monitor the total costs of the fleet and to ensure its profitability.
The fleet manager therefore prepares and manages the budget for the fleet and monitors all costs such as fuel, insurance, maintenance and other ongoing expenses. The aim here is to optimize operating costs and avoid budget overruns. With regular analyses of the total cost of ownershipthe total costs in the vehicle fleet, all expenditure and consumption are evaluated and potential savings identified.
Fuel Management
Fuel management is also one of the central fleet management tasks and aims to optimize fuel consumption, reduce costs and meet possible sustainability targets within the company. To this end, precise monitoring and recording of fuel consumption for each vehicle is crucial in order to identify possible irregularities and inefficient vehicles. This makes it possible to take targeted measures to optimize consumption.
In this context, fleet management tasks also include fuel card management. Fuel cards can simplify the management of fuel consumption, as they can be used to precisely control and track refueling processes and the associated costs.
Vehicle maintenance and servicing
Regular vehicle maintenance is also part of fleet management tasks. This is particularly important in order to reduce the likelihood of unexpected breakdowns and breakdowns and to ensure that operations run smoothly. After all, well-maintained vehicles are safer: potential safety problems can be identified and rectified at an early stage, before they can lead to accidents.
Fleet management tasks therefore also include the correct planning and monitoring of maintenance work and repairs. To ensure that all deadlines are met, it is advisable to create a maintenance calendar. To simplify the organization of maintenance and inspections, you can also conclude a maintenance contract with a workshop.
Claims Management
The handling of damage should also be listed among the important fleet management tasks. If there is an accident or damage to a company vehicle, speed and good planning are required. This is the only way to ensure that operational processes are not disrupted and costs are not unnecessarily high.
If damage occurs to a vehicle, one of the tasks of a fleet manager is to first document the damage and create a damage report. The information collected should be as detailed as possible, including photos and a description of the damage. The damage must then be reported to the insurance company and a damage assessment carried out, either by an assessor or a garage. In the event that the vehicle is out of service for an extended period of time, the driver should be provided with a replacement vehicle to remain mobile.
A damage analysis can be used to find out what the the most frequent causes of damage and accidents in the vehicle fleet. As part of fleet management tasks, preventive measures should also be taken to avoid future damage. This includes regular maintenance and training drivers in safe driving practices.
Compliance with the keeper's liability obligations
The central fleet management tasks also include compliance with the legally prescribed keeper liability obligations. On the one hand, this includes regular driving license checkwhere the validity of the driver’s license is checked. With digital solutions for electronic driver’s license checks, drivers can also conveniently scan their driver’s license on the move using a smartphone app.
On the other hand, the UVV driver instruction is part of the owner’s liability obligations and therefore part of the fleet management tasks. The aim is to train drivers in the safe use of company vehicles and how to behave in the event of an accident. With the digital instruction as an e-learning course, you are relieved of the time-consuming tasks of a fleet manager, such as organizing appointments and driver communication. At the same time, it means a lot of flexibility for the drivers, as they can carry out the instruction regardless of their location.
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Data analysis
Data plays an important role in the fleet and is the basis for many fleet management tasks. For example, it provides a basis for deciding which vehicle types and models are the most efficient and cost-effective for the company’s respective requirements. Data analysis also helps to monitor and reduce operating costs by analyzing fuel, maintenance and repair costs in detail.
It is therefore part of fleet management tasks to utilize this data in order to make fleet operations more efficient, reduce costs and make well-founded decisions.
Set car policy
With a company car policy, also known as car policydefines all guidelines for the use of company vehicles. As an internal set of rules, it serves as a guide for employees and fleet management and prevents conflicts and misunderstandings.
A car policy regulates, among other things, who in the company is authorized to use company vehicles, under what conditions and for what purposes this is permitted. If, for example, no private journeys are permitted with a company car, this must be specified in the company car regulations. It also contains clear instructions on what to do in the event of an accident or damage to a company vehicle, as well as possible sanctions if the guidelines are violated. Part of the fleet management tasks is therefore to draw up and regularly update such a set of rules.
Mobility management
In addition to vehicle management, fleet management tasks are increasingly focusing on the management of overall company mobility. Because the way we get around is changing: employees want more efficient, sustainable and more efficient, more sustainable and more flexible mobility.
More and more companies are therefore mobility budgets which enable employees to spend a fixed budget on their preferred means of transportation. In this way, public transport, sharing offers or company bicycles can be combined individually and flexibly. Corporate car sharing is also supplementing the personal company car in more and more fleets, thereby expanding the mobility mix within the company.
The tasks of a fleet manager are therefore changing from pure vehicle management to the holistic management of corporate mobility.
Achievement of sustainability goals
In view of the increasing requirements for environmental and climate protection, more and more companies are setting sustainability targets to reduce their environmental impact. The vehicle fleet, which often generates a significant amount of greenhouse gas emissions, is an important area where companies can implement these goals.
For many fleet managers, one of the fleet management tasks is therefore to take measures to improve sustainability in the fleet with measures. These include, for example, the electrification of the fleet by switching to e-vehicles or the integration of more sustainable mobility concepts such as corporate car sharing. Sharing vehicles not only reduces emissions in the fleet, but also helps reduce fleet costs by up to 30 percent.
Training and coaching for drivers can help promote fuel-efficient driving behavior. Eco-driving helps drivers learn how to avoid excessive acceleration and braking, adhere to speed limits, and reduce idling time.
Carry out fleet management tasks with the help of a software solution
Digitalization also offers exciting solutions for fleets that can automate fleet management tasks and save valuable time. Even if fleet management with Excel files appears to be a simple and clear solution at first glance, fleet managers quickly reach their limits when it comes to managing fleet management tasks. Particularly with larger vehicle fleets, the requirements and the volumes of data to be processed are increasing.
A fleet software, such as Fleet+on the other hand, offers extensive functions for the efficient and transparent organization of fleet management tasks. By digitizing the routine tasks of a fleet manager, a software solution creates structured workflows and ensures full cost control. Add-ons that can be booked, such as the electronic driver’s license check and the UVV driver training as an e-learning course, make it easier to meet the owner’s liability obligations.
Fleet+ fleet software
With our powerful fleet management software Fleet+, you can control your company’s fleet digitally, cost-effectively and transparently.
Fleet management tasks: In-house or outsourcing?
In some cases, fleet managers decide to hand over some or even all fleet management tasks to an external service provider. Both approaches have their advantages and disadvantages, which need to be carefully weighed up.
By outsourcing fleet management tasks, companies can reduce costs for personnel, training and IT systems. In addition, external service providers have specialist knowledge and established processes that enable fleet management tasks to be carried out efficiently. At the same time, companies relinquish some control over their fleet and are dependent on the quality and reliability of the fleet service provider. The decision between in-house fleet management and outsourcing therefore depends on the specific needs and resources of the company.
FAQ on fleet management tasks
1. which data is analyzed for fleet management tasks and why?
Data forms an important basis for a number of fleet management tasks, as it can help to increase efficiency, reduce costs and improve safety. Vehicle data including mileage, fuel consumption and maintenance history play a particularly central role here. By evaluating this information, for example, cost drivers can be identified, the profitability of individual vehicles assessed and the planning of maintenance and inspections optimized.
Environmental data such as CO2 emissions and the energy consumption of electric vehicles can also be analyzed as part of fleet management tasks in order to reduce the ecological footprint of the fleet and optimize charging behaviour. Fleet management software facilitates the collection, processing and evaluation of this data, enabling companies to manage their fleets even more effectively and efficiently.
2. how can fleet management tasks be organized effectively?
Fleet manager tasks can be organized through the use of fleet management software and data-driven decision making. The central management and automation of processes and routine tasks such as maintenance reminders and reporting minimize errors and increase efficiency in the fleet. Fleet software also helps to comply with legal requirements.
3. what are the biggest challenges for fleet managers?
The biggest challenges associated with fleet management tasks include organizational, technological and legal aspects. Fleet managers have to juggle a variety of different issues at the same time. These include developing strategies to reduce costs, complying with legal regulations and meeting environmental requirements. The development of new technologies and the changing mobility needs of employees also require constant attention.
