How does fleet management software work?

 

Fleet management software is only one part of an entire system that combines in-vehicle devices, software, apps, and a main platform to create a method of gathering, reporting, and transmitting data in real-time. 

• Devices: The software provider installs devices inside fleet vehicles. These devices should have ELD attributes as well as a means of communicating navigation or other essential information to the driver. The size of your fleet determines the number of devices you need. 
• Software: Software that installs on your fleet manager's computer connects with the devices or apps to gather information in reports or to communicate with drivers. While the software installs on a computer, it may also connect to a cloud-based storage platform, as Rand McNally's fleet management software does. 
• Apps: Apps are how the fleet management system connects to driver or fleet manager mobile devices such as phones or tablets. These apps make the information collected from vehicle devices accessible from anywhere. 
• Platform: The main platform for managing a fleet is in the cloud. When you use a cloud-based system, anyone with authorized access to the fleet management system can view the information from vehicle devices or the software. Using a cloud-based platform, fleet managers can save space on their computers and not rely on a single office-based device to connect to the platform.

 

Putting them all together

Combining all aspects of the fleet management system creates a cohesive way for managers and drivers to optimize their individual jobs. Devices gather information from the vehicles about driver habits and vehicle performance. A fleet manager can access this information from an app or software on their computer via the cloud-based platform to look at trends, view reports, and more. The many ways of interacting with the system make it more convenient for managers and drivers to remain connected, even if they're on opposite sides of the country

Considerations for choosing the right fleet management software

When comparing several software solutions, consider some of the following aspects and how they will impact the benefits that you get from the software. 

• Features: Match the features the software offers to what your fleet needs. For instance, if you have long-haul truckers, you might want to invest in software that includes ways to optimize routes and improve driver safety. 
• Flexibility: Your business will go through changes and you need a fleet management software that is adaptable so you can scale features and benefits as needed. 
• Customer support: Eventually, you may need some help with the software. A strong customer support system from the software provider can ensure that a minor technical problem with the software does not cause an unnecessary delay in operations. 
• Installation: How easy is the installation of the devices on your fleet vehicles? Will you have to do this process yourself, or will the software provider do it? Also, ask about the cost for installation and activation of the software. Don't forget these aspects when choosing the best fleet management software for your company.

Process for choosing the best fleet management software 

Rather than making a quick choice for a fleet management program, follow this process to narrow down the numerous options you have to find one that works for your company. To start, you have to know what your business needs from the software before you can identify programs with the features that will improve how you manage your fleet. 

Define goals

Before identifying the right software for your company, you need to know what your company needs to get from the program. If you currently use fleet management software, identify any flaws or gaps in the features you need. For instance, can your existing software monitor for harsh driving such as braking hard or rapid acceleration? Do you need to monitor for this? 

When defining the goals that you have for your new software, also outline how you will measure whether you have reached those goals. If you want software to help your fleet increase fuel efficiency, for example, what is the minimum increase you want to see to prove the software works? 

Research options 

Research the options available in your area that fit your budget. Since fleets differ drastically in size, you will likely need to request customized pricing for fleet management software based on the type of fleet you have and the number of vehicles. 

As you gather information during your research, eliminate programs that don't offer fleet management software features that will help you to attain your company's goals for the operation of your fleet. For instance, if you need speed monitoring, don't request a demo of a system that does not offer it. 

Request demos 

Once you've narrowed down the options as much as possible from research, try each out by requesting demos. This step allows you to get a first-hand feel for the features and to see how well your company may benefit from the software system. Since software for your fleet is a significant investment, you should have the chance to learn more about the program before buying it. Compare products during the demos to find the best solution for your company's fleet. 

Choose a software option and have it installed 

Once you've chosen an appropriate fleet management program, have the devices and software installed on your fleet. Because you don't want to put your entire fleet out of commission for installation, have the software provider come multiple times for installation in groups of vehicles to minimize service disruptions. 

Train drivers and managers in using the new program 

As with any new system, you will need to train all your drivers and fleet managers in using the program properly. Schedule regular training sessions and encourage drivers and managers to use the software. 

Reward those who properly use the program to encourage buy-in 

Because some managers or drivers at your company may be wary of the software change, offer rewards for those who properly use the programs for improving their driving habits or otherwise show the benefits of fleet management software use.