“Managing and analysing data is one of the biggest challenges within any business running company vehicles. Traditionally, all this data goes into analogue or unconnected media such as whiteboards or spreadsheets.”
How Do You Currently Manage Your Fleet Data?
- Paper records?
- Post-it notes?
- All the above?
What are the risks associated to using spreadsheets for your Fleet Data.
- Multi-user worksheets not easily accessible or understandable for ad-hoc users. If multiple versions of workbooks used through businesses causing duplication of work.
- Spreadsheets are notoriously insecure with ‘un-protect’ programs readily available online. Businesses are responsible for their own IT security with spreadsheets often being overlooked.
- Spreadsheet formulas are easily corrupted by errors hard to track down and rectify. Manual data entry increases the chance of human error.
- Vehicle and driver data needs to be included in any backup regime and disaster recovery plan. This needs to be handled by a suitably qualified employee, typically part of the internal IT team.
- The worksheet must be manually checked to see if there are any outstanding issues with key dates being easily missed.
- All data must be manually inputted with no integration with any existing systems (telematics, fuel cards, tachograph analysis etc.).
- Manually preparing reports is time-consuming and cumbersome.
- Reliant on individuals accessing the correct version which can be difficult to track especially if they are updated by more than one person. Access on the go is limited.
What are the risks associated to using Whiteboards for your Fleet Data.
- Is it up to date?
- Are you spending too much time updating a whiteboard when the smallest operational changes can make the data defunct.
- Is the whiteboard visable to all people associated with Fleet operations or is it in one office. This can cause issues with multi depot companies. Lack of visabilty to all operational team members can result in confusion.
What are the risks associated to using Paper Records for your Fleet Data.
- Where are the records?
- Are they stored in box files or a cupboard?
- Are they secure?
What are the risks associated to using Post-it notes for your Fleet Data.
- Where did you leave it?
- Will you remember to action the note?
In summary, every tier of data you have that involves Fleet management needs to be proactively analysed and recorded in one place with a robust audit trail to get the complete picture. Most importantly, ANY concerns highlighted by your data must be acted upon. With so much essential information landing in your inbox day in and day out, using fleet management software really is the only way a company can effectively organise, view and manage the responsibilities that arise from the data you collect, and get that all-important peace of mind that none of your drivers or vehicles are going to turn into a statistic in the national press.