5 Benefits of Fleet Management Information Systems (FMIS)

Whether you're delivering goods, providing services, or managing a team of drivers, you need to make sure your fleet is always up and running.  

Poor fleet management can lead to all sorts of headaches, like significant downtimes, unexpected breakdowns, and unhappy customers. That's where fleet management systems and software providers come in – they give you the tools and information to keep your vehicles running like a well-oiled machine.  

By using fleet management systems, you can save money, improve your service quality, and stay ahead of the competition.  

In short, fleet management system software is a must-have if you want your business to thrive. Let’s look a little closer at all the benefits of a fleet management system.  

Benefit #1: Improved Vehicle Maintenance Tracking 

One of the biggest advantages of fleet management systems is that it takes the guesswork out of vehicle maintenance. Instead of trying to keep track of when each vehicle needs an oil change or tire rotation, the software does it for you.  

It automatically schedules maintenance based on mileage, engine hours, or time since the last service. This means you can stay on top of maintenance tasks without checking your calendar (or, more realistically, relying on sticky notes).  

Another way fleet software helps with maintenance is by keeping a constant eye on your vehicle's health through integration with telematics. 

The software can collect data from sensors and diagnostic tools in real time, giving you a detailed picture of how each vehicle is performing. If something starts to go wrong, like a drop in tire pressure or an engine issue, you'll know about it right away. This lets you catch potential problems early on before they become costly breakdowns.  

Benefit #2: Streamlined Compliance Management 

Managing mechanics' work hours and productivity can be challenging, especially if you still rely on manual methods. A shop management system simplifies this by automatically tracking when technicians start and finish work orders, take breaks, and go off-duty. This real-time tracking ensures clarity in labor management and helps optimize productivity levels. 

For example, RTA’s Fleet360 integrates seamlessly with shop operations, allowing technicians to clock in and out of jobs digitally. This improves accuracy in tracking labor and provides insights into whether your shop is efficiently sized for the workload. For instance, if technicians consistently meet or exceed estimated job times but work still remains, it indicates a need for additional resources. 

Additionally, generating productivity reports becomes effortless with all data centralized in one system. You can quickly assess technician performance, identify bottlenecks, and make informed decisions to enhance shop efficiency. This streamlined approach ensures that your shop operates smoothly and meets customer demands effectively. 

RTA Inspect (our telematics system) and Fleet360 integrate directly with ELDs, so all the data is automatically synced and stored in one place. This means no more manual data entry or trying to piece together information from different sources. Plus, with ELD integration, you can be confident that your HOS records are accurate and up-to-date. 

Benefit #3: Centralized Inventory and Asset Management 

Keeping track of all your vehicles and equipment can be a logistical nightmare, especially if you've got a big fleet. Fleet management systems help by putting all that information in one central database. You can easily see details like make, model, year, license plate number, and more for every vehicle you own. 

Fleet management systems can also help you get more out of your existing assets by identifying underutilized vehicles or equipment.  

For example, if you've got a truck that's only being used a few hours a week, the software can flag that so you can reassign it or consider downsizing your fleet. On the flip side, if you've got assets constantly in high demand, you'll know it's time to invest. The best fleet management software can even help gather this data months or years in advance for those restricted by budget cycles and resource limits. 

Online fleet management systems can also enhance asset utilization by tracking engine hours. This data helps you determine where each asset stands in its life-cycle analysis. If an asset is over-utilized, it ages faster compared to others. This insight enables you to adjust resource allocation, potentially reallocating tasks to give the asset more downtime or considering rotating it out of intensive use to extend its lifespan. 

It's all about making sure you've got the right assets in the right place at the right time. 

Benefit #4: Fleet Efficiency  

Fleet fuel management system software can help you save big on fuel costs by optimizing your fleets.  

Another way fleet management systems boost efficiency is through real-time vehicle tracking and dispatching. With GPS tracking and a job order management system, you always know exactly where your vehicles are. This makes it easy to dispatch the nearest available driver to a new job rather than wasting time and fuel sending someone from across town.  

A fleet system also helps you keep tabs on how your drivers perform on the road. You can track metrics like speed, hard braking, and idle time to identify areas where drivers may need coaching or training. This not only helps improve safety but can also lead to more efficient driving habits.  

For example, if a driver consistently exceeds the speed limit or lets the engine idle for long periods, that's a waste of fuel. By addressing these issues, you can help your drivers operate more efficiently, which saves you money and reduces wear and tear on your vehicles.  

Benefit #5: Enhanced Customer Service 

Another way fleet management system software enhances operational efficiency is by providing accurate availability information. By analyzing real-time data on asset location and status, the software ensures that departments have timely access to their required assets. This streamlined access to information enables prompt responses to departmental needs, reducing downtime 

Real-time tracking information isn’t just about efficiency.  

Department leaders can receive automatic updates via email or text message to see their assets or equipment's current status and availability. This level of transparency helps streamline operations and build trust internally. Plus, you can proactively communicate with other departments to inform them about availability or any issues affecting service. 

Most good FMISs also track performance and service requests in order to both communicate the needs of regular preventive maintenance to department heads (making them aware when their vehicles are due for service, and track those services in order to bill work back to the department that owns the asset. Operationally, this can be a huge win, as it keeps all parties informed of their role in fleet health, and allows for easy interdepartmental communication for budgetary purposes.  

Get the Best of FMIS with RTA  

Imagine never stressing about when your trusty vehicles need a tune-up again. With RTA Fleet360, maintenance schedules are as automatic as a pit stop at a NASCAR race. So you can keep on truckin' without missing a beat! 

And let's talk compliance. Say goodbye to the days of drowning in DOT paperwork. RTA Inspect has your back, keeping everything shipshape and road-ready so you can hit the highways worry-free. 

With RTA, you'll also always know where your wheels are and how they perform. No more wild goose chases—just smooth sailing with the most efficient routes, saving you time, money, and miles. 

If you’re ready, check out a demo of RTA. If you need advice from experts who have helped hundreds of fleets transform their organizations, get in touch with our consultants.