Fleet manager’s spring cleaning checklist

Q1 has wrapped up and spring is finally upon us. As we enjoy the spring weather, it is time for many fleets to gear up for the busy season.

Before your drivers get back on the road and out to their job sites, perform a fleet spring cleaning. Taking the time now to review several important indicators of fleet health can save issues from popping up later in the year.

Go into your spring season prepared by going through this fleet checklist. From maintenance to vehicle software upgrades, these are some things that should be top of mind this season.

Your fleet spring cleaning checklist

Maintenance 

  • Have you identified all required vehicle maintenance and services, scheduled maintenance time, and staffed appropriately?
  • Have you updated your routine preventative maintenance checklist to match your fleet’s needs?
  • Do you have the basic checks scheduled?
    • Oil and filter changes
    • Transmission fluid
    • Fuel system
    • Cooling system
    • Braking system
    • Fluid leaks
    • Hose connections
    • Tires
    • Wheels and rims
    • Body and glass
    • Seatbelts
    • Lights
    • Horn
    • Others

Vehicle software and engine calibrations

  • Have you made the right engine calibrations for the workload of the spring and summer?
  • Have you tested your speed governors to ensure they are working?
  • Are you tracking the results of engine calibrations?
  • Is your telematics solution providing the insights you need?
  • Is your telematics solution meaningfully improving the performance of your fleet?
  • If you do not yet have a telematics solution, have you set up the process to evaluate and purchase one?

Staff

  • Are the right fleet management duties assigned to the right people?
  • Does your staff understand their responsibilities?
  • Have you checked with staff on scheduling and vacation planning to make sure you have the right coverage for your jobs?
  • Do you have driver education and training scheduled and ready?
  • Are you prepared for performance reviews with your staff?
  • Does your staff have the opportunity to provide input on fleet procedures or operation changes?

Goals

  • Have you set fleet goals for Q2, Q3, and Q4?
  • Do you have benchmark data from previous years to compare against?
  • Are you using company-wide goals in your goal setting?
  • Do you have buy-in from leadership and your staff to achieve those goals?
  • Is your fleet achieving its goals?
  • Are your drivers achieving their goals?
    • Safe driving
    • Efficient driving
    • On-time rate
    • Others

Policies

  • Have you reviewed policies to make sure they are current and correct?
  • Have you made any changes to your policies that your staff needs to know of?
  • Have you sent out policies with seasonal information or safety reminders to your drivers?
  • Have you informed staff of the consequences or disciplinary actions of not following the company policies?

Reporting

  • Do you need to make any adjustments to reporting procedures for the spring or summer?
  • Are maintenance records up to date? Including: Vehicle number, year, make, and model, driver name, odometer reading, purchase price, and sales tax?

Budgets

  • Are you updating budget sheets in a timely manner and making projections for replacements and new fleet vehicles?

Feel free to add your own line items to the checklist as you think of new ways to improve your fleet operations this spring.

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