Fleet Management and Tracking Systems

Employers in the transport sector can benefit greatly from having constant knowledge of the locations of their fleet. These processes allow organisations to ensure that productivity and efficiency are optimised while safety precautions and government regulations are followed. Fleet management systems provide organisations with the means of monitoring their vehicles. By utilising fleet management, employers can stay up to date on their vehicles’ and drivers’ exact locations and operations. In addition to verifying a vehicle’s whereabouts or route, fleet management systems can also allow organisations to monitor employees’ health and well-being.

A fleet management system can assist organisations in the following ways:

• Tracking—GPS and telematics technology solutions can help organisations remain aware of the locations of their vehicles, including if they are currently being driven or are parked or idling.
• Logging—A fleet management system can also utilise telematics technology so employers can accurately log the hours and mileage of vehicles and drivers. This can help ensure that employers comply with driver safety requirements and Her Majesty’s Revenue and Customs.
• Planning—Employers can optimise drivers’ routes and assist them in avoiding unexpected obstructions with a fleet management system.

The Benefits of Fleet Management

Transport organisations that implement a fleet management system reap many benefits, such as:

• Lower fuel costs—Fleet management can track driving behaviour that may waste fuel, such as speeding, idling or aggressive driving tactics. By monitoring these actions, employers can address the issues with drivers. In addition, planning routes more efficiently can also help minimise the amount of fuel used for trips.
• Improved record keeping—Employers are legally required to maintain driving records for 28 days. Fleet management systems can reliably track this information. Moreover, this process can be done electronically. As such, organisations may not have to deal with misplaced papers or excessive clutter.
• Better customer service—By using GPS tracking, organisations can provide better and faster service to clients. If a customer requires services, GPS tracking will help an organisation locate their nearest vehicle to reach the destination as quickly as possible. Customers can also be regularly updated on any issues or delays.
• Safer driving—When vehicles are tracked, drivers may be more likely to use the optimal route and avoid unsafe behaviour. Fleet management systems can also track drivers’ hours and mileage to ensure they are taking necessary breaks and not overworking themselves.
• Faster response times—In the event of a crime, accident or breakdown involving an organisation’s vehicle(s), fleet management can help rectify the situation more quickly. GPS tracking can help find a vehicle that has been stolen or involved in an accident. In the event of a serious accident on the road, being able to provide emergency services with a location as quickly as possible can be critical.
• Maintenance tracking—Fleet management can keep records of the condition of vehicles and any necessary maintenance. These systems can also measure the lifespan of vehicles and provide optimal replacement dates.
• Reduced insurance costs—Many insurance providers offer lower prices to organisations that use fleet management systems. This is because vehicles are less likely to be stolen or lost due to GPS tracking and because of employers’ ability to provide reliable vehicle data. Furthermore, the data maintained by a fleet management system may be able to reduce costs related to accidents or other legal claims.

In Conclusion

Vehicles are invaluable assets for transport organisations. They represent significant financial investments and are also a critical part of daily operations. Regardless of whether an employer is responsible for loaning cars, providing transport using larger vehicles or carrying goods, the use of a fleet management system may be a necessary investment.

For assistance on any of our Risk Management services please contact our Head of Risk Management Joe Hanna on jhanna@willisinsurance.co.uk  

For more information on bespoke fleet, liability and goods in transit policies for your business contact our Transport & Haulage specialist Marc Rice on mrice@willisinsurance.co.uk