How to Improve Fleet Management

Fleet Management Software vs. Paper Based Fleet Management

The use of paper-based fleet management systems creates a budgeting strategy that is behind the ball, so to speak. It takes much longer for data to be obtained, tracked, and interpreted by Fleet Maintenance Managers and the data obtained is not always as reliable or standardized as what fleet management software can provide. This delays data analysis, compromises the integrity of the data, and limits a Fleet Maintenance Manager’s ability to make accurate predictions about future needs and decisions regarding fleet and driver management.

Downtime, the Dominant Fleet Expense

The paper trail is paved with big bills. As compared to fleet maintenance software, paper-based management systems restrict workflow and are arguably the number one contributor to increased vehicle downtime, to the tune of $448 – $760 per day. Studies show that paper-based systems extend vehicle downtime by up to 2.7 days, while the average repair time is only 5.4 hours(!) It’s even worse for external maintenance which prolonged downtime of up to 4.5 days.

Why is this?

It is because submitting written fault reports which then get generated into work orders that are sent to the mechanic where they eventually work their way to the top of the task list takes an exorbitant amount of time. This also leads plenty of room for human error, especially in the realm of concise, clear, comprehensive communication.

Tracking Driver and Vehicle Stats

Without fleet management software, tracking driver and vehicle data is sketchy at best and is subject to the individual driver’s consistency with accurately filling out his/her paperwork. Think of odometer readings, fuel purchases, daily checklists, and fault reporting. And that’s just the driver. Without fleet management software, forget live tracking, real-time engine performance, or avoiding traffic congestion. It does not have to be this way.

Fleet Management Software for Real-Time Maintenance and Streamlined Workflow

There’s a reason we don’t use a horse and buggy, candles, and washboards anymore. Reasons such as speed, effectiveness, and labor. Likewise, transitioning from outdated and cumbersome paper-based management systems to fleet maintenance and management software will also improve speed, effectiveness, and labor. How? There’s no faster speed than “real-time.” Customized forms on easy-to-use fleet management apps for drivers to utilize will increase communication accuracy and repair efficiency. Digital customized work orders submitted instantly to the mechanic and manager decrease the labor by prioritizing the most important assets and repairs.

Take Inventory and Prioritize Action

When Fleet Managers have instant access to fleet and driver data from their dashboard, they are able to see the “big picture” and attend to the biggest, most urgent needs first. User-friendly fleet management apps allow drivers to include photos and comments with repair requests which helps the fleet manager prioritize maintenance and repairs appropriately. Driver’s inspections performed to prevent or report accidents or failures are customizable and easy to use on mobile apps.


Daily Vehicle Inspection Reports are not the only itemized reports required for fleet operations. Each fleet will run more smoothly with its own customized paper maintenance checklists. The good news is that however these are currently formatted, they can easily be transferred to the mobile fleet management app. Mobile checklists provide data in real-time and keep the Fleet Maintenance Manager informed.


Fleet maintenance and management software with its accompanying mobile-friendly apps provide clarity. With each driver having his/her own profile and assigned vehicle, it is easy to track individual inspection records as well as vehicle data. Each driver has their own login and DVIRs can be viewed by date range. Analytics can include the number of inspections and faults, trends in faults, traffic and mileage, data-based maintenance and budgeting decisions, and the use of vehicle histories to make purchasing decisions.

Take Control

Stay ahead of repairs and reduce costly downtime by utilizing fleet management software. View a vehicle’s location, sync odometer readings, obtain data on driver behavior and manage alerts. Ensure the health of your fleet and company by switching from paper to digital by employing a fleet management software system that customizes to your needs today.