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What is Fleet Management : An Overview

Fleet management involves a series of tasks performed by the businesses that are partially, or completely dependent on vehicles. In this blog post, we will throw some light on what Fleet Management is, and why is it important for the smoother functioning of all the fleet businesses?

Businesses that rely on a small or large fleet incorporate a list of roles and responsibilities to manage that fleet. Hence, the role of a fleet manager becomes extremely important. From purchasing/leasing to maintenance, and from meeting compliance requirements to budgeting, the fleet manager takes care of everything needed to keep the fleet operations organized and properly managed. But the job of managers becomes chaotic as they need to manage the fleet within the tight budget allocations, and to yield maximum productivity. However, their real tasks start when the fleet is on-the-go.

For any manager, it becomes very difficult to keep a track of their fleet vehicles individually, to check driver and road safety, and ensure timely delivery. Especially, in the case of hospitals, oil, gas, mining, transport and such industries, where the fleet should be service-ready 24×7, the role of fleet managers becomes more crucial. Operating at such high levels of dependability makes their job even tougher. So let’s have a quick look at the duties of the fleet managers and the problems they face while performing them:

    • Vehicle acquisition and management: Keeping a complete record of the vehicles available and required is the prime responsibility of the fleet managers. Negotiating prices and concessions while purchasing or leasing a new vehicle to come under their purview. Managing this data manually makes the entire process cumbersome.
    • Maintain contacts: Along with the vehicles, managers need to handle the complete information of drivers in their team as well as the customers/passengers. Manually updating and managing the details in a huge pile of papers or computer files complicates their job.
    • Lower down fuel and maintenance cost: Physically, it’s impossible for the manager of a fleet to check the fuel consumption of the vehicles on-the-go. Adding to it is the threat of fuel theft which directly impacts the fuel budget. Supplementing this, managers have to take care of timely servicing of vehicles. Hence, it becomes challenging for them to keep records of past servicing of all vehicles. Also, maintaining parts and inventory to check the availability of all the equipment is a critical part of their job.
    • Track vehicle location and assess driving: While the fleet is on the move, tracing the real-time vehicle location at any point to check whether or not the drivers are following the predefined routes is a fleet manager’s duty. Similarly, managers need to assess their drivers’ behavior and ensure the safety of the fleet, especially when managing the fleet of hospitals, transport, schools or colleges, etc. This simply can’t be done without the help of an efficient GPS tracking tool.
    • Conduct regular inspections: The most tedious but equally important task of a fleet manager is to get the vehicle inspection done on a regular basis, and getting details of the issues in vehicles in real-time. As this makes the fleet performance seamless and eventually increases the uptime. But maintaining these details certainly isn’t a cakewalk.
    • Reporting: Generating and maintaining reports of the trips, calculating travel allowances, and most importantly, assessing the drivers’ performances after every trip to maximize the productivity and performance, also comes under the scope of a fleet manager. This, again, can’t be done without the help of proper reporting tools.

So, these were some of the duties of the fleet managers. The list is not over yet. But we can draw a clear picture from the ones mentioned above that managing the fleet – small or big – is not a single person’s game. Industries, along with manual hard work, need technical assistance to carry out organized and successful fleet operations. But where exactly does that technical assistance come from?

Here’s introducing Basecamp FleetPro, the smarter and economical way of fleet management. This GPS based fleet management system, which comes loaded with a host of exciting features, can efficiently help the fleet managers to monitor, track and perform all the fleet activities flawlessly. FleetPro enables real-time tracking of fleet & drivers, resource optimization, fleet safety, cost reduction, and compliance management, among others. So, whether you are a transportation company with a large fleet like oil or gas, run a school/college fleet, emergency service fleets, or any other fleet business, reach out to us at to learn more about FleetPro, and its benefits to your business.

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