7 Things You Must Do If You Run a Company Fleet
If you’re in charge of running and maintaining your company fleet as effectively as possible, you must be on your toes and make strong and tough decisions to keep things running smoothly, right? But don’t worry because with some foresight, a dash of organisation, you can keep your fleet on track, your costs under control, and your sanity intact, and we’ve got a few tips to help you below, too.
1. Know Your Drivers (Because They’re More Than Just a Licence)
You wouldn’t let a stranger borrow your wallet for a week, so why would you hand over the keys of your company car to someone you know nothing about? Before leaving your employees behind the wheel, make it your mission to understand who they are as drivers. Vetting their driving history is step one: check for any repeated offenses or patterns that might suggest they’re prone to fender-benders. It’s not about snooping into their personal lives—it’s about safeguarding your vehicles, staff, and reputation.
Once you’ve given them the green light, set some ground rules. No matter how chatty Linda from accounting is, your drivers should always follow essential road safety protocols (hands-free phone setups are a must, no texting while driving, etc.). Regular refresher courses can help even the most seasoned drivers keep up with new regulations and best practices. Don’t forget the occasional pep talk on courtesy: reminding drivers not to tailgate or make rude gestures at that slow-moving tractor might save you from a few complaints—and an awkward HR meeting.
2. Take Servicing and Maintenance Seriously
If you treat your vehicles like disposable coffee cups, you’re setting yourself up for a literal financial breakdown. Regular servicing is non-negotiable if you value your fleet’s longevity and your employees’ safety. It’s easy to skip that scheduled check-up when the van seems to be running fine, but trust us, preventative maintenance costs far less than emergency repairs. Whether it’s rotating tires to keep the wear even, inspecting brake pads before they squeak their last breath, or simply swapping out oil on time, these small steps can prevent an entire avalanche of mechanical woes.
Keeping meticulous records also matters. If you’ve got a logbook that looks like it’s been scribbled on by a caffeinated spider, it’s time to tidy up. Track mileage, servicing dates, and repairs for each vehicle. Not only will this help you plan maintenance more effectively, but it can also be a lifesaver if you ever need to justify costs or create a resale portfolio. Plus, there’s a sense of smug satisfaction in whipping out a neat spreadsheet whenever someone asks, “When did we last replace the spark plugs on Van Number 7?”
3. Consider Comprehensive Company Fleet Insurance Options
If you’re managing a company fleet, “insurance” might as well be your middle name. Think of it as the sturdy umbrella that shields your business from financial downpours, whether caused by a rogue driver or an unfortunate act of nature. Comprehensive company fleet insurance options come in all shapes and sizes, allowing you to tailor policies to the specific needs of your business. Have you got a couple of vans doing local deliveries? Or is your fleet crisscrossing the entire country? Either way, a policy that covers damages, third-party liability, and those inevitable bumps in the company car park is worth its weight in gold.
The trick is shopping for coverage that genuinely suits your needs rather than the first policy in your inbox promising “amazing deals.” Be transparent with insurers about the nature of your operations—telling little white lies now might save you a few quid in premiums, but it can come back to haunt you when you need to file a claim. Read the fine print about excess, any restrictions on types of drivers (e.g., under 25), and whether breakdown coverage is included. And if you find a provider that answers your calls with a human voice rather than an endless automated menu, hold on tight—you’ve struck gold.
4. Embrace Technology (But Don’t Let It Drive for You)
Let’s be honest: your average 21st-century vehicle is more computer than a car. We’ve got dashboards that track fuel economy, sat navs that re-route us from traffic jams, and sensors that beep if we drift too close to the curb. If you’re running multiple vehicles, technology can be your best friend—provided you can use it effectively. Fleet management software can help you track maintenance schedules, monitor driver behavior (no more 90 mph joyrides on the motorway, thank you very much), and even send real-time alerts if a vehicle deviates from its route.
The key to harnessing this power is ensuring your drivers know how to use these tools—and that you, the boss, aren’t just ignoring the data. If your software flags that Dave keeps accelerating like he’s on a racetrack, address it early. If your system sends you a friendly reminder that the minibus is due for a check-up, don’t wave it off. Technology can’t think for you, but it can present the facts in a handy, easy-to-digest format. Whether you act on them or not is up to you.
5. Fuel Efficiency: Saving Pennies (and the Planet)
A significant chunk of your fleet’s operating cost can vanish into thin air in fumes if you’re not careful. Encouraging drivers to adopt more fuel-efficient techniques—gentle acceleration, steady cruising speeds, minimizing idle times—can have a surprisingly significant impact on your bottom line. Sure, telling your staff to drive like they’re balancing a glass of water on the bonnet might garner a few eye-rolls, but they’ll likely thank you when you can reinvest the savings into something useful, like comfier seats or maybe a new coffee machine.
Also, consider whether your current vehicle choice is the best for the job. Are you using a hulking 4x4 to pop around city streets where a small van or even an electric car might do? Upgrading or downgrading to a more fuel-efficient model might require some upfront investment, but it could pay off faster than you think if you're clocking up serious mileage. As a bonus, showcasing your green credentials by reducing carbon emissions can also score points with eco-conscious clients.
6. Safety, Safety, Safety (Did We Say Safety?)
Nobody wants to be the manager who has to break the news of an accident to someone’s family—or, worse yet, handle a serious crash's legal and financial fallout. Make safety a cornerstone of your fleet’s operations, not an afterthought. This goes beyond telling your drivers to wear seatbelts and keep their phones out of their hands. Conduct regular safety drills, keep a strict protocol for reporting near-misses (because sometimes a scare is a sign of more significant issues), and encourage a culture where pointing out hazards is welcomed rather than frowned upon.
Of course, your vehicles also play a massive role in safety. Worn-out tires, dodgy brakes, or a windscreen that’s more crack than glass are accidents waiting to happen. Check everything regularly and replace components when they show signs of significant wear. The adage “better safe than sorry” might be clichéd, but it’s clichéd for a reason—if you don’t invest in safety now, you could be spending a fortune on lawsuits and hospital bills later.
7. Plan Your Routes Like a Mastermind
Throwing your drivers into a labyrinth of city streets without a plan is akin to dropping them in the middle of a hedge maze and hoping they emerge on the right side by tea time. Good route planning can slash travel times, reduce fuel costs, and keep your staff less stressed (and more polite) on the road. Consider a route-optimization tool for local deliveries or if your drivers frequently hop between the same sites. These programs can calculate the fastest or most efficient way to hit multiple stops.
It’s also worth thinking about the times your fleet is on the move. If they’re always stuck in rush-hour traffic, you’re not just burning fuel—you’re burning time, wages, and patience. Adjusting schedules to avoid peak congestion might take some logistical wizardry, but the payoff can be huge. Ensure your customers aren’t left waiting until midnight for their parcels unless that’s part of the deal.
Safe travels!
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