Trucking and service fleets use a variety of methods to maintain fleet safety. Fleet managers need to maintain a safe work environment for drivers while on the road. From preventative maintenance to training programs, these methods maximize efficiency and security.
One key technique is a fleet audit. During these processes, you look deeper into financial history, driver safety procedures, maintenance techniques, legal compliance and more. By auditing a fleet, you ensure driver safety and compliance with legal regulations.
Fleet audits are crucial for driver safety and legal compliance. They help you identify issues with security, driver activity and compliance levels. Then, you can resolve them before they affect overall fleet performance.
Other benefits to your fleet include:
A trucking fleet audit and or a service fleet audit can cover a variety of issues, depending on your needs and preferences. Most audits inspect components like:
You'll need a few key documents and records to complete a successful audit. Here are a few examples:
Once you've gathered the correct documents, you can begin your audit. These are four recommended areas to focus on during your audit and how to approach them:
It's crucial to keep track of your fleet's vehicle performance. Many fleet managers start their audits with vehicle data analysis. This step allows you to detect underperforming vehicles, monitor maintenance frequency, uncover fuel efficiency rates and more.
You likely have a system in place for recording vehicle data, whether it's a digital or a paper-based solution. Your records might track features like:
During your audit, you can use this information to evaluate vehicle performance. For instance, you could calculate the overall cost of ownership or average cost per mile for each truck in your fleet.
With this data, you can remove vehicles and make necessary upgrades. You might notice during the audit that one truck has higher annual maintenance costs. These fees could cause you to lose money. In response, you could replace this vehicle with a newer one. That way, you can improve your fleet's efficiency by keeping it full of high-performance vehicles.
You can also use the audit as an opportunity to analyze your data-gathering techniques. If you notice you have inaccurate or incomplete vehicle records, you could implement a new methodology for the following years. For instance, a digital system can reduce manual errors and aid with analysis.
Legal compliance is another essential component for most fleet audits. Maintaining correct documentation for each vehicle is crucial for road checks and other compliance regulations. Without the right records, you could face fines or other complications. In addition, you need the right driver's licenses and records that certify your drivers have the necessary training to be behind the wheel.
Important compliance documents include:
During your fleet audit, ensure your legal documentation is updated and accurate. In many cases, you need these documents present both in vehicles and your office records.
You can also analyze your spending while you complete an audit. Analyze costs like:
It's often helpful to conduct a budget audit before a new fiscal year starts. That way, you can compare your previous budget to actual spending throughout the year, then update your upcoming budgets as needed.
You can also adopt new ways to decrease spending. For instance, you might notice excessive spending on toll management. In response, you could invest in a toll management solution like Bestpass to better manage these expenses.
Be sure to examine vehicle safety and maintenance procedures in your fleet. Because vehicle safety consists of many aspects, it's often helpful to use a safety auditing checklist. These are some features you can implement as part of a vehicle audit:
By using strategies like these throughout the year, you can create an ongoing audit. These thorough measures ensure your vehicles are safe to use and can work at optimal efficiency.
The power of a fleet audit can't be understated. Regular audits keep your drivers safe on the road and help you reduce expenses.
At Bestpass, we understand the importance of managing fleet costs. Our comprehensive toll payment platform serves trucking and service fleets of all industries. By investing in Bestpass software, you can simplify your toll payments, find the best discounts and analyze toll amounts. We help you find the best toll pass for your fleet.
To learn more about how Bestpass can reduce toll expenses, contact us today.