Fleet managers can benefit from a preventive maintenance approach. Usually, it is the best way to mitigate the risk of vehicle breakdowns that can cripple the distribution of their business and lower customer experience. Regular check-ups of vehicles instead of the common one-year check-up will allow small wear and tear problems to be raised quickly, leading to fixing them at a lower cost before they descend into larger problems. Another primary benefit of preventive maintenance is that vehicles will be in accordance with all vehicle safety regulations or compliance. This will reduce liabilities for any breaches of obligations if compliance fails. It is better for reducing downtime, controlling costs, and better resource planning. Saudi Companies that depend on logistics and transportation for their business cannot afford to have non-compliance or external issues in any part of their business model.
Preventive maintenance in fleet management is a clearly defined and organized process. It consists of check-ups, service and minor repair of problems before they become large problems. Put simply, it is a general outline of how to keep fleet vehicles operating in the best condition possible and is to be distinguished from systematic maintenance, which reacts to problems if and when they appear. It depends on a periodicity based on miles traveled, engine hours, and time periods. Its planning helps reduce unexpected vehicle downtime, extend vehicle life, and increase the safety of its drivers and commodities. It is the foundation of effective and reliable fleet operations.
A successful maintenance plan for preventative maintenance includes four main components.
- First, you will need to develop a schedule based on manufacturer recommendations or internal benchmarks, including oil changes, tire rotation (and alignment), brake checks, battery tests, and fluid top-ups.
- Second, you will need to maintain fluid logs, i.e., record the date of service, type of service, and condition of the vehicle via a digital log.
- Third, inspections are performed based on whether they are conducted by trained technicians or reputable service partners, with the possibility of also including diagnostic tools, telematics systems, and similar technologies to allow for real-time updates on performance.
- Finally, you should review and reevaluate the maintenance plan on an ongoing basis, allowing you to adapt your fleet maintenance plan to accommodate new regulations, changes in procedures, technologies, and operational obstacles.
Preventive Maintenance Tips
Maintenance Schedule
Your first step in creating a fleet maintenance schedule is to create a calendar schedule based on the vehicle type, mileage, and manufacturer specifications. For example, a logistics company like FedEx changes the oil in the vehicle every 7500 miles. You will also want to include brake checks, fluid checks, and tire checks. There is software that you can subscribe to for maintenance schedules, or you can use spreadsheets to create notices of any services and avoid forgetting services. If you can maintain a consistent schedule, the maintenance schedule you develop will keep your fleet safe and compliant to avoid costly repairs in the future.
Complete Pre-Trip Inspections
Prepare drivers to do pre-trip inspections every day. They should check tire pressure and condition, oil levels, lights, and brakes. For example, UPS drivers have to do a 10-point inspection prior to the start of every shift. This allows potential issues to be addressed early before they lead to breakdowns. Develop checklists and logs to hold people accountable. If performed regularly, routine inspections will help prevent minor issues from leading to significant service interruptions.
Explore Fleet Management Software
You should use fleet management tools such as Tachyon TMS for scheduling automatic preventive maintenance. The fleet management system will track mileage and engine hours and provide diagnostic codes in real time. A delivery service company using our tool will send a notification to the driver when nearing the service trigger, for example, changing transmission fluid at 30,000 miles and providing proof of service. Automating these tasks can help ensure that nothing is missed and saves time from tracking manually.
Track and Record Maintenance History
Record all of the maintenance performed in detail. Record the date, parts replaced, costs to service, and mileage. For example, a rental company like Enterprise uses maintenance logs to make decisions about retiring or recycling their vehicles. Viewing maintenance history is beneficial for identifying recurring issues, providing evidence for warranty claims, identifying vehicles that may be performing poorly, and determining depreciation at resale. Regular reviews and assessments will invariably improve planning and budgeting for ongoing fleet needs.
Train and Engage Your Drivers
Drivers should be informed of the early signs of a vehicle issue. For example, if they hear an unusual noise —or notice a warning light on the dashboard—that could indicate a major problem. Drivers should be encouraged to report any issues to dispatch right away. A fleet that actively uses driver input —like a food distributor’s fleet —may catch a coolant leak or brake wear on eight vehicles before it becomes a major issue. Driver training is a key component of preventive maintenance, and it should be ongoing. Drivers should be trained as often as possible, and they should have the ability to report issues through mobile reporting. A fleet that engages and trains its drivers is going to be able to develop a preventive maintenance plan that operates every day that the vehicle is on the road.
Preventive Maintenance Vs. Reactive Maintenance
The primary difference between how items are maintained relates to the timing of when the maintenance is performed and actual costs. Preventive maintenance or planned maintenance is scheduled maintenance, whereas reactive maintenance is when a vehicle is only maintained after there is a breakdown or malfunction. Reactive maintenance seems cheap but often costs more when emergency repairs, time loss, and proper repairs are accounted for. Since it is in a proactive mode, preventive maintenance will have fewer instances of disruptions, utilizing drivers’ time more efficiently within maintenance intervals and typically leading to better budgeting. Fleet managers looking for an efficient and sustainable approach to service preferred preventive maintenance rather than reactive maintenance.
Role of Technology in Preventive Maintenance in Fleet Management
Technology is an important component of preventative maintenance activities today. Fleet management software enables many activities, from automating service schedules to vehicle diagnostics, as well as past maintenance service history. Fleet GPS tracking and telematics can even notify management of engine issues, mileage thresholds, as well as reckless driving behaviors. Predictive analytics leverage real-time data to forecast evolving maintenance needs. Mobile applications enable drivers to report issues as well as upload inspection reports instantly.
In the case of fleet management systems with dashboards, reports will enable access to trends in costs for specific vehicles’ performance, as well as compliance metrics. In all of these circumstances, technology helps accuracy, improves decision-making, and reduces opportunities for human error. Technology has made maintenance faster, smarter, and more influential in business practice, especially when businesses are relying on more data than ever before.
Tachyon TMS__ Revolutionary Solution for Optimizing Preventative Maintenance for Fleets
Tachyon has developed a fleet management platform from the ground up to provide a fast, simple and efficient solution for developing a preventative maintenance strategy. Fleet managers in Saudi Arabia can automate maintenance schedules, get notifications for upcoming services, or scan any vehicle’s maintenance record in one simple dashboard. The Tachyon TMS enables direct real-time monitoring of the vehicle’s health through telematics data, reducing breakdowns and maximizing operational uptime. Our solution will create streamlined processes for effective fleet management and for extending the life of vehicles at affordable maintenance costs. Whether big or small, Tachyon is a smart management service designed to streamline fleet operations and maintenance for each vehicle. Upgrade your fleet with us today because smart maintenance starts with smart technology.
Frequently Asked Questions
What does preventive maintenance mean in terms of managing fleets?
Preventive maintenance means the day-to-day inspections, servicing and/or small repairs that allow fleet vehicles to remain in a state of fitness to avoid unexpected breakdowns.
How often should fleet vehicles be serviced?
Service intervals for fleet vehicles are not an absolute science. It is a function of the type of vehicle and how it is used. That said, it is generally a good business practice to have a vehicle serviced every 5,000 to 10,000 miles. This also may include a time interval or engine hour.
Is there software that could help with the tracking of preventive maintenance?
Yes, there are a multitude of fleet management software programs currently available on the market, such as Tachyon TMS, that automate your schedule, track service history, and maintain alerts of maintenance due dates.
Why is it important to engage drivers?
Every time a driver performs checks prior to starting any duty, there are usually some early indicators of a problem. If caught early enough, the repairs will not be as costly, and the fleet will continue to operate.
