Managing a fleet isn’t always easy. You have breakdowns and traffic delays that leave customers frustrated and let down. You’re spending big on fuel, only for your techs to show up late.
The closest thing to a magic bullet fix is fleet management software.
Fleet management software gives you access to real-time tracking data. It also performs cash-saving actions like route optimization to help you cut costs while delivering a superior service.
In this article, we’ll share our top advice for picking fleet management software. We’ll explain what it is and list some key considerations.
We’ll give you six tips to follow before finishing up with a few ways you can take action now.
By the end of our guide, you’ll have the insight you need to make an informed decision. Managing your fleet is about to get easier. Let’s go!
What Is Fleet Management Software?
Fleet management software is a tool that helps businesses like yours track and manage vehicles. It uses technology to monitor, control, and maintain a fleet.
The software gives you information on each vehicle’s location, condition, and usage.
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Why is this important? Here are some of the benefits:
Improved Safety
Fleet management software tracks driver behavior. It looks for speeding, harsh braking, and other risky actions.
Leaders can then step in and address this driving style. This can help reduce accidents and lower insurance costs.
Longer Vehicle Lifespans
Vehicle maintenance is one of those things that can slip to the bottom of your to-do list.
Fleet management software schedules regular maintenance automatically. This makes sure your vehicles stay in good condition. It extends their lifespan and saves you money on replacements and downtime.
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Optimized Routes
Fleet management software can also plan the most efficient routes for your drivers. It considers a whole range of factors: traffic, distance, road conditions, and more.
By taking the shortest and fastest route, your business saves on fuel costs. What’s more, your drivers are more likely to arrive on time, which means happy customers.
Increased Satisfaction
Speaking of customers, fleet management software improves service in another way: by sending real-time updates.
Today’s customers want to be informed. They expect to have all the information they crave at their fingertips.
You can meet this expectation with the right software. It can distribute accurate information to clients about the expected arrival time of their technician.
They are kept in the loop with zero additional effort on your part.
More Accurate Vehicle Tracking
As well as enabling real-time status updates, real-time tracking can show the precise location of each vehicle. This helps you manage and dispatch vehicles.
It also benefits your security by reducing the risk of theft.
Key Considerations for Picking a Fleet Management Software
Deciding on the best-fit fleet management software is an important step for your business. To make the process that little bit easier, consider the following:
Align Software Features with Fleet Requirements
What are your fleet’s specific needs? The software you choose should meet them.
For example, think about how many vehicles you have. It should cater to this number.
Do you do deliveries? If so, route planning is a must-have.
Look for software with features that match your business’s unique workflow.
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Ensure Software Can Adapt to Business Growth
Your business will grow. Your software should grow with you. Pick scalable software that can handle more vehicles and users in the future.
Check if the software allows easy upgrades. How much extra will it cost?
Empower User Adoption with Intuitive Interfaces
The software should be easy to use. If it’s hard, your team won’t get the most out of it. That means you’ll be paying for features no one uses.
In addition, look for quality training options. Access to tutorials and support can go a long way in ensuring adoption.
Customize Software Functionality to Suit Business Processes
Every business is different. Look for software you can customize. This includes setting up your own reports and alerts.
It also includes integrating it with your existing tools. Find out if it can connect to your accounting or customer management systems.
Robust Data Security to Protect Your Business
Data security is non-negotiable. Your software will store important information, so choose one that protects this data.
Look for features like encryption and secure backups. Make sure the software complies with data protection laws.
6 Top Tips for Picking a Fleet Management Software
Ready to make your decision? Follow these six tips:
1. Research Your Options
Every good decision starts with thorough research.
Get online and start looking up your options. Read up on the features and benefits of each.
Scroll through reviews, testimonials, and case studies. What do real-world customers say about functionality and usability?
2. Conduct an In-Depth Feature Comparison
Make a list of the features you need. Then, compare these features across different software.
Look out for GPS tracking, route optimization, maintenance alerts, and fuel tracking.
Ideally, the software you choose should have all the features you need and more.
3. Schedule Demos and Trial Periods
Many software providers offer demos or trial periods free of charge. Take advantage of these.
Use this time to poke around the software. Explore what it offers.
Is it intuitive to navigate? Does it give you access to enough value to justify the price? Can you customize it to better meet your needs?
If not, you might want to look elsewhere.
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4. Check for Integration Capabilities
Seamless integration is essential—especially in today’s digital business landscape.
Businesses have more data than ever. Incredibly, a single internet user generates 1.7 megabytes (MB) of data every second.
This data can be hugely beneficial. You can use it to improve your services and optimize your processes.
But if your data isn’t compatible with all the software you use, you miss out on its potential. You also increase the risk of data errors and mishandling.
5. Put the Customer Support to the Test
Have questions? Want to know more about the software? Reach out to the vendor via phone, email, or live chat.
How quickly do they get back to you? Is their response meaningful or generic?
Putting their support to the test now can save you time and frustration in the future.
6. Calculate the Cost and ROI
Take a good, hard look at the software’s price. Weigh it with the benefits it offers.
For example, how much will route optimization save you on fuel per year? How much money will you save by extending your average vehicle lifespan by three years?
Use these types of insights to calculate your potential return on investment (ROI).
Top Takeaway Tips to Pick a Fleet Management Software
Here are some quick tips you can use right away to choose the best fleet management software for your business:
- Consider your needs. Identify what your business needs from the software. Write down your essentials.
- Set a budget: Determine how much you can spend on the software—and stick to it.
- Prioritize top features. Focus on the most important features. Any additional functionalities can be considered a bonus.
- Chat with staff about their needs. Talk to your team. Find out what they need from the software to make their jobs easier.
- Get a demo. Request demos and use trial periods to test the software before committing.