May 2009, Automotive Fleet - Cover Story

Bright Ideas Energize Fleet Management

From acquisition to remarketing, a compilation of best ideas in managing successful, cost-effective, and efficient fleets is presented.

By Cindy Brauer & Thi Dao

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◗  Create a paperless fleet environment with online mileage reporting and new-vehicle order forms, policies, procedures, safe and fuel-efficient driver education, FAQ answers, etc.
◗  Use a driver survey tool to evaluate fleet operations on specific issues and an annual overall evaluation on such topics as fleet processes, use of maintenance and fuel card programs, vehicle selector input, etc.
◗  Implement a Web-based automated motor pool reservation system to save time and money.

PROCESS MANAGEMENT

◗  Plan and manage fleet capital spend.
◗  Develop internal partnerships with stakeholders (sourcing, HR, legal, etc.) to promote support and buy-in on fleet operations.
◗  Stay current with emerging technologies to identify those applicable to improving efficiencies and reducing costs.
◗  Centralize and standardize operations.
◗  Dashboard programs provide a valuable monitoring tool, particularly in multifacility operations. Create tiered access to increasingly larger data views according to management level. The program can help pinpoint above-average maintenance costs and identify underutilized vehicles.
◗  Utilize electronic data interchange (EDI) to streamline bill receipt and payment in one consolidated invoice. Greater timeliness is created with streamlining process, which can lead to negotiating better terms with vendors.

FLEET POLICY

◗  Develop a clearly defined, comprehensive fleet policy and review regularly to update. Policy covers personal use, safety, eligibility, replacement guidelines, fuel card use, accident procedures, etc. Clearly outline consequences of noncompliance.
◗  Publish policy on the company’s Intranet and provide drivers a print version for in-vehicle access.
◗  To enhance compliance, educate supervisors and drivers on intent and justification of policy changes.
◗  Contact new hires personally and review policy. Require new hires complete an online policy test with a passing grade of 90 percent.

SUSTAINABILITY

◗  Evaluate fleet composition, utilization, and right-sizing.
◗  Use lifecycle costing to determine which “green” vehicle/technology works best for a particular fleet.
◗  Establish benchmarks to track fuel/emission improvements.
◗  Consider carbon-offset programs as part of an overall corporate sustainability initiative.

OTHER IDEAS

◗  Maintain good relationships with vendors and suppliers. They are a source of new product information and industry trends.
◗  Keep informed. Stay current with industry trends, developments, and events in the greater business/legislative arenas that can impact the corporation’s well-being.
◗  Attend industry group/association meetings, become an active member.

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