Today, our world relies on transporting goods and services. Logistics firms make sure our shelves are stocked. Travelling tradesmen keep our businesses and homes in good shape. Health care professionals look after vulnerable patients in cities, towns and rural areas. So many businesses depend on transport and travelling around the UK. Behind the scenes are crucial figures – the fleet manager. In this article, we’ll explain their role, responsibilities and skills to shed light on the indispensable part they play in operations everywhere.
What’s the role in a nutshell?
A fleet manager is a professional that’s tasked with overseeing a fleet of vehicles. Whether it’s cars, lorries or specialist farm equipment – they play a pivotal role in ensuring smooth business operations. The job includes a wide range of responsibilities from maintenance to compliance to optimising travel routes and controlling costs. Essentially, fleet managers act as the nerve centre for any business which relies on moving goods or service. They make sure vehicles and staff are operating efficiently, safely and on budget.
What are their responsibilities?
Maintenance
A business can’t keep moving if their fleet isn’t in tip-top condition. Fleet managers are there to make sure everything is in working order by scheduling regular maintenance, keeping on top of service records and addressing repairs or breakdowns straight away. Being proactive about the health of their fleet means they reduce downtime (which can lead to revenue loss), avoid costly breakdowns and extend the lifespan of their vehicles.
Compliance
The laws governing safety, emissions and driver hours are constantly changing. So it’s vital that any fleet manager is aware of what applies and prepared for potential changes to avoid fines and penalties. If a firm operates in different regions or markets, a fleet manager will need to consider local, national and global legislation. They should also oversee training to make sure drivers are operating vehicles safely and in line with the law.
Budgeting
Every company which uses vehicles will allocate a budget for their fleet. Fleet managers are responsible for handling this, making sure it stretches to cover all operational outlays. This could include tracking fuel expenditure, maintenance costs and driver training. Running multiple vehicles is guaranteed to get expensive. So they also need to keep costs down – without compromising safety or efficiency. The best way is by making strategic decisions, using budgeting or planning tools and data analysis.
Procurement & disposal
A key part of any fleet manager’s role is sourcing and buying new vehicles as well as disposing of old ones. To find the perfect new addition, fleet managers will research the best brands, fuel efficiency, maintenance costs and more. They need to meet the company’s specific needs and be a sensible investment. Once a vehicle is at the end of the road, they’ll also oversee sale or scrapping, in line with environmental legislation.
Drivers
Drivers are the crucial, human side of transport. And looking after them is another essential part of a fleet manager’s role. Whether it’s hiring someone new and training them up or reskilling existing drivers, conducting appraisals and enforcing company policies. It’s equally as important for fleet managers to keep up morale to improve performance and staff retention. When drivers are properly managed, this supports a safe environment and enhances operational efficiency.
Optimisation
Fleet optimisation means maximising the productivity of all vehicles. It includes finding ways to reduce fuel expenditure, vehicle or driver downtime. It’s a constant challenge for fleet managers. But by using tools, software and data it’s a lot easier. A planning tool can help fleet managers find the fastest or most fuel-efficient routes. An telematics system will give them insights so they can spot driver issues. Using business fuel cards could help streamline costs and admin. When fleet managers do this, they can also improve sustainability by reducing fuel consumption or emissions.
What skills do they need?
Analytical
To make informed decisions, fleet managers need an analytical side. That means weighing up the pros and cons of any business move and using data to analyse performance, maintenance and costs.
Communication
When you interact with drivers, key stakeholders and other members of the business – you have to be a good communicator. It helps smooth day to day operations, allows fleet managers to convey important information and have serious discussions about safety or policies.
Technical
Technology is a powerhouse for any business. Fleet managers need to be comfortable using different software to manage the fleet like telematics systems or vehicle diagnostics tools. Leveraging technology helps optimise operations and relieve some of the administrative burden.
Problem-solving
Managing a fleet – big or small – will come with its challenges. From breakdowns to unexpected route closures. An effective fleet manager needs to be calm under pressure so they can find simple solutions, quickly.
Financial
Fleet managers are expected to manage budgets, cut or control costs and negotiate contracts. To do that effectively, they need good financial and business knowledge. Being good with numbers is vital.
Leadership
The clue is in the job title. Fleet managers have to manage, lead and motivate their driver teams or maintenance staff. They need to be a strong leader who knows how to take charge but also delegate with confidence.
Suitcase Publications 