Fleet Management Software - How to Choose The Best

“Hi, Dad! Can you pick me up on your way back? ; my cab broke down near the Cornerside Blvd Dunkin Donuts, and the cab service did not even offer me an alternative!” 

Sounds familiar?

Well, as most of the transportation businesses struggle to manage all of their fleets at once, while also responding to customer inquiries, we have a foolproof solution to this problem – a fleet management software. With the help of a custom fleet management software, you can have greater visibility on your fleets and information on how well your fleet is performing. A fleet management software will also assist you in optimizing your business operations and providing better customer service. The list of possible features and functionalities of a fleet management system goes on and on,and to know more about it, here’s a 360 degree view of a fleet management software!

 

What is a fleet management software?

Simply put, fleet management software is a system that allows you to monitor and control your fleet's activities by collecting and analysing all vehicle data in order to optimise overall fleet operations. The capabilities of fleet management software do not stop there. It not only helps you manage your vehicles, but it also helps you save money and enhance efficiency. With fleet management software integrated into your business, streamlining and automating business processes to achieve maximum accuracy and precision is not a hard nut to crack.

Some common software characteristics include :

1. Vehicle maintenance 
2. Fuel management
3. Route planning and monitoring
4. GPS tracking
5. Fleet dispatch and scheduling

 

Why do you need a fleet management software?

A comprehensive fleet management software can help you modernise your conventional vehicle management methods while giving you a detailed picture of how your fleet is functioning alongside. 

So without further ado, let’s have a look at what effective ways a fleet management software can help you enhance your business processes :

 

[1] Enhanced driver performance 

Rough braking, quick turns, and excessive speed can all affect the condition and performance of your vehicle. A fleet management software built around your needs can help you track these actions and generate custom reports highlighting areas where you need to pay more attention, which you can then address with suitable measures.

 

[2] Optimized routes 

With cutting-edge tech evolution sweeping the fleet businesses off their feet, continuing your business without having much of the advancements onboard surely gets you going, but hardly growing! Route optimization with location tracking is one such secret sauce to rapid growth as it enables dispatchers and route planners to identify the most effective routes and help drivers to avoid traffic and accidents. 

 

[3] Enhanced fuel economy  

With an AI driven fuel economy calculator built into the fleet management software  you can easily estimate fuel costs during a trip. It will also take into account the mileage data from the vehicle's past trips, age and scheduled maintenance.  

 

[4] Reduced idle time 

"Engine idling" i.e. times when your vehicle is not moving but your engine is still running, such as when you are stuck in traffic or while waiting at the parking lot outside a business or a residence - is a common headache across every fleet business. As idling wastes both fuel and time hindering fleet business’ growth it can not be left neglected for long. A fleet management software can help mitigate that exact problem by tracking idle time and thus, making the process of minimizing such waste smoother than ever.

 

[5] Reduction in costs

A fleet management system can help you keep track of vehicle maintenance, repairs, and fleet audits through automated reminders and emails. This practice improves the lifespan of your fleet and saves you money on new vehicle purchases. It also relieves administrative personnel off the task to maintain repair schedules, reducing the need of hiring extra workers.

 

Key features to include into your fleet management software

You can’t make a delish pizza with the ingredients of chili, right?

Similarly, when trying to incorporate a fleet management software into your transportation firm, picking features that cater to every other fleet business will only mean cutting down on your USPs. So, you need to have clear goals in mind and then choose the features that specifically function around your unique workflow, aiming to solve your problems solely . 

To help you through the process of understanding which features will do justice to your needs, we have curated the following list :

 

[1] Optimize Fuel Usage

Fuel is, unsurprisingly, one of the most expensive concerns when it comes to running a fleet business. Thus, incorporating a dedicated  module in your  vehicle management software that helps you make your fleet more fuel efficient is an absolute must. 

From custom fuel usage reports showing your vehicle’s fuel consumption trend and keeps you updated on the current fuel level and estimated cost for upcoming refill. Additionally installing fuel level sensors will enable you to have real-time updates on fuel volume, and thus, will assist you in detecting fuel theft when there is a significant unlikely reduction in fuel level.

 

[2] Periodic maintenance 

“Regular maintenance enhances the performance and safety of your fleet” - isn’t it a commandment straight out of the Fleet Bible? But how easy is it to  ensure your vehicles get the attention they require? Easy isn’t the word, you think? Well, that’s true until your software gets you hands-off the responsibility.

With a custom vehicle maintenance software, you can get prompt notifications as texts or emails whenever your fleet has an issue or is simply approaching maintenance. Not just that, fleet maintenance software will also let you know when a vehicle’s tire pressure is low , when brakes or signal lights are not working and similar other crucial issues occur.

Implementing a systematic template for vehicle maintenance ensures these checks are thorough and timely, enhancing overall fleet efficiency.

 

[3] Real-time visibility

If fleet tracking and planning efficient routes are on your to-do list, then make sure your fleet management system incorporates a GPS tracker.

So, GPS trackers are basically devices that help you keep track of your vehicle's location and display it on a map, similar to how Google Maps help you find your location when you open the map on your phone. But, the problem with most of the GPS tracking devices is that they only provide vehicle location after updating every 5 to 10 mins, so to get instant updates on the exact location of your vehicle, try including a vehicle tracking software into your fleet management system that runs in real-time.

 

[4] Safety First

When it comes to managing transportations, keeping your drivers safe on road becomes one of your main priorities. Accidents aren’t as exceptional for a fleet business as we wish they were, , but with fleet management software, accident prediction is possible. You can quickly recognise and prevent a variety of factors that contribute to an accident, such as speeding or harsh driving. You can also integrate an AI driven fleet dash camera into your fleet management software that monitors driver’s eye movement, behaviour and alerts them when it detects something potentially unsafe. Furthermore, dash cameras also record road footage and provide video proof in the event of an accident.

 

How to choose the right fleet management software?

If you want a fleet management software that solves particularly your business problems instead of a thousand other similar businesses (because two businesses even from the same industry are only as same as two fingerprints!) , you should preferably build one that focuses solely on your business goal. So ‘picking’ the ‘best fleet management software doesn’t make sense - right?.

Let’s have a look at some of the characteristics that will help ‘your’ fleet management software work "best" for you :

 

[1] Shift your workforce from ‘bulk work’ to ‘smart work’

Checking, managing and improving vehicle details, driver behaviour, operational activities and more all at once, manually, has higher chances of inaccuracy as well as demands a mammoth deal of time and scrupulous attention. But, keeping in mind “to err. Is human”, getting a bespoke fleet management system planned to enhance your business, it becomes easier than ever. Wonder, how?

Basically, using  fleet management software that has an in-built dashboard, helps you to view and sort data according to your needs, relieving you from putting excessive manual effort. 

 

[2] Great communication leads to better fleet management

The out-dated paperwork processes inhibit proper communication and fails to provide a clear look at your fleets in real-time. But, incorporating a  fleet management software that has a two-way,  real-time communication system, enhances the communication between  drivers and the management to a greater extent. 

With such a communication system,  fleet management software can easily enable you to connect with your drivers on road and track their location in real-time, without the inconvenience of contacting them constantly.

 

[3] Integrating systems for a smoother functioning

While a comprehensive software customized for your business is a great option, that doesn’t necessarily mean there would be no provision to continue using that ‘communication’ tool your workforce is used to since long. That was just an instance, the objective is to tell you that you don’t have to discard your old tools to start using a new custom software, instead, you can always make use of your existing solutions by integrating them to your custom software to make your work and business easier.

That being said, try considering integration as a major part of your fleet management system in order to improve and maximise your business operations.

 

[4] Get all the analytics and insights at your fingertips! 

Having a physical copy of all your fleets data allows you to keep them maintained and improve their operations.

While a spreadsheet can help you get a hold on the data, it can be tough to understand and evaluate them fast. Instead of having to dig down all of the data to find a particular info, fleet management software with its  robust custom reporting features allow you to analyse and improve your fleet efficiently.

 

[5] Ride up the performance parameters

A fleet management software that lets you track performances by evaluating real-time performance metrics can help you identify areas for development and devise an action plan for the enhancement of your fleet. Not just that, it can also show you which of your strategies are succeeding and which are not, making it much easier for you to shift your focus on that aspect that needs it more!

 

Why Is It Wise To Let BinaryFolks Steer Your Fleet Management Software?

If you are in search of an experienced fleet management software development team to pace up your transportation business, BinaryFolks can help you out. Our skilled & experienced software developers have hands-on expertise in delivering a wide range of projects for clients from the transportation industry. Unleash every inch of potential your fleet management software could possibly have and let BinaryFolks uplift the growth graph for your business. Here's what to expect if developing your fleet management software with BinaryFolks : 

 

Conclusion 

Development should look a lot easier already, now that you have got all your questions answered..Oh wait, have another question in your mind?
What about a Complimentary Fleet Management Software Consultation?