How to cut administration and optimise your fleet

Published on 26/08/2016

vehicle administrationHow to cut administration and optimise your fleet

With the continual advances in technology allowing for an ongoing evolution of processes, the demands on today’s fleet managers are continually changing. From fuel cards to telematics and mileage capture systems to fleet management software, automation is quickly transforming the way fleets are run. This article aims to explain how technology can be used to increase fleet efficiency.

Fuel cards have long been a fundamental resource; however, they are evolving. The current progression includes chip and pin technology and allows drivers the ability to refuel at any hour of the day or night. It also allows certain stipulations on fuel type and grade to be put in place.

The biggest advantage of a move to paperless fuel cards and smartphone apps for fleet managers is the elimination of the need to process receipts and paperwork. A way to record proactively audited, HMRC compliant mileage records through an online reporting portal using a GPS enabled smartphone app is an enormous step forward for streamlined working practices.

Smartphone apps are also revolutionising the telematics industry, with processes, such as mileage registrations for expense claims, being fully automated. Telematics systems - such as our fleet management app C-fleet - help to cut administration by using real time diagnostics to automate mileage claims, servicing and maintenance scheduling. They can even automatically transfer the information required by insurance companies in the event of an accident.

Fleet managers can cut their weekly administration to as little as 20 minutes by fully utilising the capabilities available through telematics tracking, while also benefitting from complete peace of mind from knowing that their duty of care responsibilities are fully met. 

Mileage capture systems often sit alongside telematics as fleet managers' top tools for reducing time spent on administration. The technology available for mileage capture is designed to ensure 100% compliance, as fuel expense payments are only made available once specific details have been updated, including licence, insurance, MOT and tyre tread depth checks. Ensuring those important compliance elements are requirements of all fuel expense claims allows fleet managers to access real time reports on their drivers.

Fleet management software is often seen as the engine room of a fleet. The software is designed to organise data into manageable segments, automating and scheduling notifications to ensure smooth operation of the fleet. Some of the latest technology has the ability to integrate data between systems, removing the need for manual re-keying.

Outsourcing can also be an option, giving managers the chance to not only enjoy the benefits of reduced administration, but also the time to focus on other more productive areas, such as new technologies, new areas of growth or cost savings.

The decision to outsource will often depend largely on the cost, responsibilities and expertise of the in-house fleet team. Allowing a knowledgeable and resourceful fleet manager to concentrate on improving the fleet offering, striving to continually progress and explore new initiatives, rather than spending time on administration, can only be of benefit to the company.

Using a specialist outsourced provider such as Neva also gives the business access to expert knowledge, which may otherwise be unavailable. Maintenance is a straightforward division that is often the first to be outsourced. Using a fixed price maintenance contract means the company retains control through the parameters in place, but gains access to a fixed cost motoring solution, as well as the peace of mind of knowing a specialist provider is on hand.

To see how Neva can help you manage your fleet offering,  get in touch with one of our friendly teams today.