How to Set up a Fleet Maintenance Program

Are you tired of dealing with surprise breakdowns and endless bills? When costs suddenly go up because of poor maintenance, efficiency decreases, and your trucks aren’t as reliable as they used to be. 

A solid fleet maintenance program will keep everything running smoothly, saving money and ensuring your fleet is always ready for your next big contract. 

If you are a pro at fleet management or just getting started, you want a program that doesn’t just do the job—it excels. This guide will look at the how-tos of setting up a fleet maintenance program that answers your immediate questions like—how do you plan fleet maintenance? How do you create a maintenance program?

This guide will also equip you with the knowledge to anticipate challenges and make informed decisions. 

Why Set Up a Fleet Maintenance Program?

knowing your trucks are always ready is critical to planning your schedule and controlling costs. That’s why sticking to a regular maintenance schedule is a must. If you skip routine maintenance, your trucks could break down unexpectedly. 

Some trucks break down more often and need more costly repairs if they don’t get regular maintenance. This could lead to unplanned downtime and safety concerns.  Ignoring maintenance could also expose you to more driver injuries, incidents of liability, and other serious crises. 

Preventive maintenance is just as important as keeping your drivers safe. If a truck becomes unsafe because it wasn’t maintained properly, fleet managers could be held responsible for letting employees use it. 

It’s crucial to ensure your trucks are safe to drive. If there’s a serious accident and investigators find out it was because of a faulty braking system or other maintenance issues, you could face legal consequences if you haven’t kept up with maintenance records.

Lastly, a well-maintained fleet is also more environmentally friendly. Efficient engines emit less pollution, and regular maintenance can identify and fix issues that may lead to higher emissions. This aligns with increasing regulatory and societal expectations for businesses to operate sustainably. 

Start with a Complete Inspection of Your Fleet

Conducting a detailed fleet inspection enables you to identify any existing issues or potential concerns before they escalate into major headaches. Addressing these issues upfront ensures fewer surprises and keeps your business operations running seamlessly. 

Recognizing that not every truck in your fleet requires the same level of care is important. By checking each truck, one by one, you can see which ones need extra care. This varies based on age, usage frequency, and overall condition. Some trucks might need more frequent check-ups, or certain parts may wear out quicker. 

You can set aside money and plan when to fix things without interfering with your regular operations. 

Following safety rules and meeting regulations is crucial, especially in tightly regulated industries like transportation and logistics. With these data-driven insights, you can whip up a maintenance plan that is way more efficient and effective and increases your fleet’s lifespan.

Set Maintenance Schedules Based On Your Specific Fleet Trucks

Every truck is different, so their maintenance needs vary too. Customizing your maintenance schedules ensures each truck gets the care needed to stay in top condition. 

Standard maintenance plans might not cover all your fleet’s unique features or demands. By adapting your schedule, you can address specific issues or requirements relevant to your fleet. These schedules help you optimize your resources and avoid unnecessary costs. You can focus on the tasks that matter most for your trucks, saving time and money in the long run.

Build a More Effective Program Over Time

Keep Detailed Records

Gather data from your preventive maintenance activities and expenses and compile a comprehensive report using an Excel spreadsheet. This report should be generated monthly and presented to senior management for assessment. Include details on the total number of completed truck tasks, both planned and unplanned, along with specifics on the types of maintenance performed. 

Additionally, incorporate any variable operating costs related to fleet usage scenarios, such as operating in off-road conditions, extensive idling, or towing trailers. 

Clearly outline any expectations, requirements, and scheduled intervals for maintenance tasks. This information is invaluable for identifying patterns, tracking trends, and understanding the overall health of your fleet. 

For instance, you might see that some types of trucks need repairs more often or that certain parts tend to break down after a certain mileage. Having detailed records lets you plan maintenance ahead of time using past data instead of waiting for issues to pop up. 

And don’t overlook compliance—detailed records help you stay in line with industry regulations, keeping you out of trouble. 

Optimize Your Part Inventories

Keeping the parts you need nearby speeds up fixes, avoiding delays, and keeping everything on track. Having the right number of parts saves you money and prevents them from running out when you need them the most. Plus, it ensures you’re always prepared to keep your trucks in shape. 

When technicians can quickly get the needed parts, repairs happen faster, keeping your operations smooth and getting your trucks back on the road sooner. By checking your maintenance records and how your trucks are used, you can predict what parts you’ll need down the line. 

Maintaining optimized part inventories also involves building strong relationships with vendors and suppliers. This leads to better deals, smoother ordering, and quick delivery. And having a dependable supplier on standby? That can be a lifesaver when you’re in a tight spot! 

Work with Your Drivers

The driver plays a crucial role in preventing unexpected breakdowns and repairs by promptly reporting truck issues to fleet management. Drivers should regularly monitor the following vehicle systems:

• Drivability factors such as rough idling or misfires 
• Truck body condition, including cleanliness, glass, and body damage.  
• Safety features like windshield wipers, horns, steering, tires, and brakes. 
• Parts such as the exhaust system, hoses, fuel system, etc
• Miscellaneous repair items like heaters and radios

Ensuring drivers take responsibility for inspecting these components is crucial, as an effective fleet maintenance program hinges on their attentiveness. Failing to check the trucks before, during, and after trips may lead to unnoticed problems, potentially causing breakdowns or unsafe situations. 

Training and accountability are key components. Drivers need proper training on inspection procedures and must be held responsible for failing to report truck problems. This requires support from all departments and senior management. 

Track Metrics

Track your maintenance costs to stay on top of expenses, whether for routine upkeep or unforeseen fixes. Monitor how long each truck spends in the shop for maintenance or repairs. Excessive downtime might signal areas where your maintenance process could be improved or recurring problems that need attention. 

Ensure your trucks adhere to their preventive maintenance schedules to avoid missed check-ups or overdue services. Catching up on maintenance tasks promptly helps prevent breakdowns and keep safety concerns at bay. Track metrics related to truck reliability, such as the frequency of breakdowns or roadside assistance calls. Gather feedback from drivers regarding their experience with truck maintenance and repair processes. 

Make Use of Technology

Truck preventive maintenance (PM) can be arranged either manually or through the use of fleet maintenance software, which is an automated computer system. Manual methods can be burdensome and time-consuming, particularly for larger fleets. 

Nowadays, even small fleets can afford technology, often through a prepaid maintenance plan.  Some managers are using telematics and Computerized Maintenance Management Systems (CMMS). 

Affordable software systems are available from reputable companies specializing in fleet management systems. As for hardware, most companies have an IT department that can provide fleet management with suitable computers or hire an IT expert for assistance. 

Regardless of which scheduling method you opt for, investing in a system that can be tailored to meet your unique application needs is crucial. 

Avoid Shortcuts

Educating in-house technicians on the significance of conducting thorough preventive maintenance services is essential. The effectiveness of the PM service relies heavily on the individual performing it, so it’s crucial to avoid taking shortcuts. Each truck must be serviced proactively by the technician to minimize breakdowns and repairs. 

If your fleet operation delegates preventive maintenance tasks to an external provider, consider partnering with a local vendor specializing in maintaining fleet trucks. Meeting with the service manager to address various PM service-related matters is advisable.

Provide the vendor with your PM checklist. Many shops focus primarily on breakdown maintenance rather than preventive maintenance. Communicate your specific expectations to the maintenance facility using your fleet preventive maintenance program. Also, inquire about fleet discounts for parts and track the number of repairs, jumpstarts, breakdowns, tows, oil changes, emergency, and collision repairs for unscheduled maintenance. 

Understand the Difference Between Scheduled and Unscheduled Maintenance

Scheduled maintenance involves proactive missions like regular services and truck inspections, aiming to catch and fix minor issues before they become major problems. 

On the other hand, unscheduled maintenance tends to be more costly and leads to significant downtime. It often happens due to incidents on the road or neglect from drivers. Encouraging drivers to perform routine truck checks can help avoid expensive and scheduled maintenance events and turn them into less costly ones. 

The majority of maintenance tasks should be scheduled PM. By monitoring and comparing scheduled and unscheduled maintenance activities, you can generate a detailed report on the effectiveness of your PM program. 

It may not be possible to prevent all unscheduled maintenance incidents, such as when drivers accidentally leave interior lights on, leading to a dead battery. Analyzing breakdown maintenance data allows for PM frequency adjustments and maintenance checklist modifications to better align with the fleet’s needs. 

Should You Hire a Partner to Handle Fleet Service?

A fleet service provider oversees logistical duties and ensures truck readiness for your fleet. They guarantee that your trucks operate efficiently and effectively, both financially and operationally. While businesses with fewer trucks may handle fleet management alongside other business tasks, this balancing act becomes challenging beyond the 24th truck.

Each day presents an opportunity to enlist a fleet service provider, but it becomes increasingly critical as your fleet exceeds a dozen trucks with potential for expansion. Some of the major benefits of hiring a fleet service provider include:

• Ensuring maintenance quality for your fleet 

These providers can thoroughly evaluate your maintenance service providers to ensure that only skilled and dependable mechanics handle your trucks. Regular fleet maintenance ensures a return on investment but with one condition: strict schedule adherence. Hence, having someone oversee your schedules and monitor maintenance expenses is essential. 

• Tracking driver performance 

Consider hiring fleet service providers to actively monitor your drivers’ truck-use behavior. They’ll meticulously assess your fleet operators to ensure strict adherence to the best driving practices. Moreover, fleet service providers will identify and collaborate with efficient drivers to develop long-term plans and strategies that optimize your fleet operations. 

• Overseeing vehicle procurement and parts acquisition 

They’ll explore various options when purchasing truck materials in bulk to secure the best discounts and deals for you. A fleet service provider is adept at negotiating deals and leveraging promotions when sourcing parts, ensuring your company obtains top-quality items at reasonable prices. 

• Scaling your business 

The advantages of enlisting the services of fleet service providers surpass the associated costs. You can dedicate less time to worrying about your fleet and instead focus on critical business aspects such as evaluating products or services, developing strategies, and exploring expansion opportunities.

• Keeping up with vehicle registration and inspection management 

Fleet service providers efficiently handle annual inspections, deadlines, and registration renewals, preventing oversights that could result in costly fines. 

• Staying updated on new technology and trends 

Fleet service providers will keep you informed about emerging trends in trucks relying on superior services and products to maintain your fleet stock condition year after year. From maps to fuel cards to GPS trackers and digital payment solutions, they’ll ensure that your fleet benefits from new truck upgrades and enhancements. 

Ask us about Fleet Services

Ultimately, partnering with professionals for your fleet requirements is a smart move. With their knowledge, convenience, and affordability, you can be confident that your trucks are well cared for. 

Do you need routine maintenance, immediate repairs, or comprehensive fleet management assistance? We ensure that our services align perfectly with your specific situation.  

For more information about our fleet services and how we can help you establish a successful fleet maintenance program, contact us today!

Fleet Maintenance Tips: Ideas for Building the Most Efficient Fleet

Taking good care of your fleet has serious advantages—you reduce fuel costs, experience less downtime, and even reduce your overall expenses. 

Committing to great maintenance for your fleet isn’t always easy. Mistakes, sudden fleet growth, and lack of proper driver training can mess up your plans. When your trucks aren’t running smoothly, it can hurt your bottom line.

In this guide, we will explore tips for business owners running fleets like yours. We’ll examine why taking care of your trucks before they act up is essential and how it can impact your fleet’s earnings.

Tip #1: Create Clear Maintenance Policies & Enforce Them

You must establish and stick to straightforward maintenance rules to increase efficiency. This creates a strong plan for your fleet, ensuring each truck gets the care it needs when it’s due. 

Start by putting together detailed maintenance policies covering everything from regular engine oil changes and tire rotations to giving the engine a thorough clean. 

Sticking a well-thought-out maintenance plan reduces the chances of surprise breakdowns, lowers the risk of more extensive repairs, and makes your trucks way more reliable. 

Train your fleet team to understand why following these rules matters. Use your fleet management system to set up alerts and reminders. Alternatively, you can have these schedules designed and administered by dedicated truck maintenance service providers.

Tip #2: Set Up Fleet Management Software

These systems come packed with tools for planning maintenance, monitoring performance, and tracking everything in real-time. Real-time tracking means making quick decisions, avoiding downtime, and finding the best routes. 

When picking an FMS, choose one that fits your needs and fleet size. Take, for example, Kyrish Partner Intelligent Fleet Care, a one-stop shop for optimizing fleet operations. Get everyone, from managers to drivers, familiar with how it works in your day-to-day operations. 

Remember to maximize the benefits by using features like automated maintenance reminders, route planning, and performance analytics. Integrating it with a fleet management solution can even get more value.

 Tip #3: Keep Idle Time to a Minimum

Idle time is when a truck’s engine is running but not doing anything useful. Even though it seems insignificant, it can mess with how much fuel you use, bump up maintenance costs, and make your whole operation less efficient. 

So, setting up some rules to keep idle time down is essential to ensure you use your resources efficiently. You’ll save money on fuel and give your fleet a longer life, making everything more cost-effective and eco-friendly. 

Encourage your drivers to turn off the engine during long breaks. If someone’s idling too much, set up alerts to give them a heads-up. Create some clear rules about how long they can let the engine run without doing anything. Make sure everyone knows the drill, and include it in the driver training.

Tip #4: Use Trucks Properly

When you use trucks properly, it makes a big difference in how well things run. Train your drivers so they know what each truck can and can’t handle. Encourage them to drive responsibly and manage the load well to get the most out of each trip. 

Also, make the most of technology to enhance your truck usage. Use tools that help plan the best routes for each truck. This saves time and increases fuel efficiency, making your fleet operations even more cost-effective. 

Tip #5: Keep Great Maintenance Records

Keeping solid maintenance records means jotting down every detail about a truck’s upkeep—when it got serviced, what got fixed, and which part got swapped out. 

First, it helps you schedule preventive maintenance on time to avoid surprise breakdowns and spend less time on the road. Plus, it can be great for your fleet’s resale value because people looking to buy or lease trucks prefer trucks with a well-documented maintenance history. 

Make your life easier using digital systems or fleet maintenance software (FMS) for recording and tracking maintenance. It will keep things accurate and make digging up information easier. 

Keep those records in check with regular audits to ensure they are complete and spot-on. Train your maintenance crew to keep things consistent when it comes to documentation. 

Tip #6: Enforce Industry-Specific Fleet Maintenance Practices

When it comes to keeping your fleet in top shape, tailoring your maintenance routines to fit your industry’s unique needs and metrics is vital. That might mean adding special checks, adjusting preventive maintenance schedules, or following specific rules that apply to your line of work. 

This proactive approach means less downtime, increased customer satisfaction, and a fleet that stands out as a well-tuned and compliant asset in your field. 

Check in with industry groups, look into regulations, and chat with the seasoned professionals in your field for advice. Then, build plans that match your industry’s needs, including any special checks or steps. 

Keep your fleet team and drivers looped in on any changes or updates in your industry’s maintenance practices. Regular training sessions make sure everyone’s up-to-date and following the latest requirements.

Tip #7: Conduct Regular Inspections

Checking up on each truck involves looking at parts like the engine, tires, fluids, and overall structure. Doing these check-ups regularly is essential for making your fleet run smoothly. Spotting and fixing small issues keeps your trucks performing at their best and makes your whole fleet last longer. 

Set up a routine based on how much your trucks get used and what the manufacturers suggest. It could be daily checks by drivers or more thorough monthly or quarterly inspections by trained professionals. Get your drivers involved in the process. Give them maintenance checklists and tools or easy-to-use apps for digital checkups.

Tip #8: Plan Ahead

Create a big long-term plan for your fleet’s growth. You get to predict what you might need down the road, figure out potential issues, and develop solutions ahead of time. It makes expanding, keeping things in shape, and managing your resources in an organized manner easier. You can also make use of predictive maintenance models.

Tip #9: Look After Your Tires

Check every truck’s tires to ensure they’re in the best condition. You must keep an eye on things like tire pressure and overall tire wear and fix any issues immediately. 

Set up a regular plan for checking tire pressure. Encourage your drivers to take a look and make sure the tires are good to go before and after each trip. Teach them why taking care of tires matters—it makes a real difference in your fleet’s fuel consumption.

Make sure they have what they need for quick on-the-road pressure checks. Make a schedule for rotating tires so they wear out evenly. This will help keep your trucks performing at their best.

Tip #10: Organize for Regular Driver Reports

Getting regular reports gives you a good look at how your drivers are doing—their habits, how fast they go, and how well they use fuel. By keeping an eye on things like wear and tear or issues drivers notice, you can plan regular maintenance ahead of time. 

This means fewer surprise breakdowns and less time your trucks are out of action. You can set up regular training for drivers with what you learn from the reports. 

If drivers consistently drive well and use fuel wisely, recognize and reward them. This builds motivation to keep up the good work. 

Have regular meetings to talk about what you find in their reports. This way, they understand how their actions impact the overall efficiency of the fleet. It’s a chance for them to share concerns or ideas, too.

Tip #11: Accelerate Maintenance Procedures Using Mobile Work Orders

Consolidating inspection results, work orders, and maintenance progress in a single location ensures the efficiency and longevity of your preventive maintenance schedule.

As previously mentioned, making use of inspection findings can significantly enhance your fleet’s preventive maintenance procedures. However, traditional paper-based systems often result in communication breakdowns, leading to a backlog of work orders. 

With preventive maintenance software designed for fleets, fleet managers can generate mobile work orders to plan, schedule, and execute maintenance tasks efficiently. They can receive email notifications for failed inspection items, swiftly create work orders to address any identified issues, and kickstart maintenance. 

The ability to generate work orders based on inspection findings, engine status, and hour intervals allows for a proactive approach to maintenance. 

Tip #12: Set Purchasing Requirements

Decide on specific criteria for the trucks you add to your fleet. Doing this makes things like maintenance, repairs, and training easier because everyone is dealing with the same kind of truck. 

Also, be clear about the technology your trucks need to have. Ensure they can easily fit into how your team already does things, like fleet management software or telematics systems. 

Safety is a big deal, too. Make it a must to have certain safety features in the trucks you buy. To set up these rules, first, take a good look at what your fleet really needs. Get your drivers involved—they know best what works on the road. 

Work closely with the people who sell you trucks. Building good relationships with them can lead to better deals and trucks that suit your needs. Regularly check and update your rules to match the latest technology, industry changes, and the dynamic maintenance needs of your fleet.

Tip #13:  Streamline Third-Party Repairs

When repairs are streamlined, it means your trucks are back on the road faster. A system that fixes trucks quickly can save you money. 

You get to spend less on other transportation or temporary replacements while your fleet is fixed. Instead of spending too much time organizing repairs, your team can focus on the main tasks of managing your fleet. 

Team up with repair partners you trust. This could translate into getting good deals, quicker service for your fleet, and efficient ways to communicate. Use digital tools for easy communication between your fleet team and those doing the repairs. 

Watch how well the people running your fleet’s maintenance program are doing. This information helps you see where things can improve and ensure your chosen partners always meet your efficiency standards.

Clear rules on procedures, paperwork, and reporting ensure fixing things up is consistent and efficient, no matter who’s doing the job.

Tip #14: Set Up Odometer-Based Service Reminders

Accurate odometer data allows your fleet to schedule preventive maintenance, input service timelines into your maintenance software, and receive reminders based on odometer updates. 

Due to the continued use of manual, paper-based processes, drivers can only provide odometer readings upon returning to the office. Instead of chasing down drivers and manually tracking service due dates, you can sidestep information delays and ensure timely maintenance. 

Preventive maintenance plans for fleets revolve around mileage and hour markers, making odometer readings crucial for maintenance management. Say goodbye to missed oil changes and effortlessly stay on top of your maintenance schedule.

Tip #15: Develop a Strategy for Truck Retirement and Replacement

Despite regular maintenance efforts, a truck’s engine, drivetrain, and electrical systems will naturally wear out over time, necessitating the retirement and replacement of the truck. 

While this transition incurs a substantial expense, a well-established fleet maintenance program ensures that it doesn’t catch you off guard. 

When maintenance costs accumulate, it’s critical to formulate a plan to phase out the vehicle from service and substitute it with a newer model. 

Do You Need Help Improving Fleet Efficiency?

In this guide, we’ve covered key tips to make your fleet management more efficient. We’ve discussed setting up clear maintenance rules, using advanced fleet management software, and implementing industry-specific practices. Each tip is aimed at increasing your fleet’s performance. 

Think about teaming up with a trusted industry expert for the best results in optimizing your fleet. Kyrish Truck Centre Group provides a range of solutions, including Intelligent Fleet Care, to simplify your maintenance tasks and make your operations more efficient. Contact us today!