The Roles & Responsibilities of A Fleet Manager

The role of a fleet manager is more critical than ever for business efficiency. Usually, a person on the receiving end of a delivery does not pay much attention to how it reaches them on time. A lot goes into the process, starting from the warehouse to the delivery vehicle and finally to the recipient. However, as a fleet manager, you can,t avoid paying close attention to every little detail. A fleet manager stays behind the screen and manages all tasks no matter how small it may be. These people ensure each task stays on track to fulfill business objectives.

About fleet managers

Who is a fleet manager? A fleet manager is a person responsible for a company,s vehicle fleet. It incorporates every aspect, from hiring new people to maintaining fleet vehicle efficiency.

Each fleet has its own exclusive set of tasks and challenges navigated by fleet managers. A fleet manager checks fleet operations within the company to help the business run efficiently and safely. Simultaneously, the managers oversee compliance with the laws and regulations.

Fleet managers are also responsible for directing and managing the expenses of the vehicles owned or leased by their organizations. They even create policies depending on company requirements to address driver behavior and vehicle usage, apart from setting driver schedules.

About the job of fleet managers

While the daily tasks of fleet managers may differ, they have a few fundamental, strategic responsibilities that include promoting and raising safety awareness, maximizing fuel efficiency, and reducing operational costs. All of these duties are directed toward minimizing the impact of fleet operations on the company's bottom line.

Responsibilities and duties

As already mentioned, the responsibilities of fleet managers tend to differ. Here are some of the duties they perform.

A fleet manager negotiates the prices and demands with manufacturers and engineers technical solutions, particularly for trucks and equipment. It is a vital aspect of reducing costs. Considering the vehicle,s job and the load it must carry, it is required in forecasting and planning new vehicle purchases.

A fleet has three most significant expenses, and fuel expense is one of them. Managing a preferred fuel network, fleet card program, and on-site fueling with suppliers impacts a fleet,s cost per mile directly. Tools like fuel reporting, gamification, and telematics influence drivers to buy fuel according to their policy.

Fleet managers set preventive maintenance policies depending on vehicle type, geography, and vocation as it dictates driver safety, saves repair costs, and optimizes resale value.

Fleet managers prioritize safety because they consider it a passion. Whenever an incident occurs, negligence and brand damage contribute to the costs incurred by organizations.

Partnering with the executive team and the health and safety office, the fleet manager must limit a company,s liability, bolster safety within the communities they operate, and improve drivers' lives. Any program that improves driving behaviors and reduces accidents also reduces fuel and maintenance expenses.

Fleet managers typically use fleet vehicle trackers and software to monitor fleet activities. The work routine of a manager includes going through daily, weekly, and monthly reports while measuring performance in areas such as routing, idling, fuel consumption, asset utilization, and driver safety.

Staying updated with legislation changes and new regulations lets fleet companies maintain fleet compliance and avoid hefty fines. Examples of vehicles subject to compliance regulations include motor carriers, vehicles carrying hazardous materials, and food. Most of the heavier commercial vehicles must undergo inspections and report on them.

Vehicle lifespan management and coordinating replacement with the timing of the sale are mandatory in achieving optimal re-marketing value. Keeping the vehicle in a clean, well-maintained condition and all the accessories it was delivered with will help sell it at a better price.

Core competencies or key skills

Fleet managers need high-quality operational experience and skills to oversee their primary tasks. These include the following.

Knowing the particulars of using software and fleet technology, such as dash cams and fleet vehicle GPS trackers, is crucial to tracking performance trends, predicting mechanical failures, minimizing downtime, and providing valuable insight into the vehicle,s replacement cycle. Staying on top of reports, understanding systems, and following up on the insights provided is essential when managing assets.

Building and maintaining collaborative relations with internal and external stakeholders, staying updated with regulatory requirements, and creating company and driver policies help avoid incurring fines and maximize safety.

Fleet managers create fleet budgets that require understanding the business, proper analysis, and bench-marking within the industry and current economic conditions.

All executives, including fleet managers, should be capable of providing cybersecurity. Fleet managers must know the tricks of evaluating security requirements when integrating data into their companies, environments, including partnering with primary stakeholders who oversee data security and privacy for their organization.

An evolving role

Evolution in technologies and vehicle types push fleet managers to amplify their skill sets to a new level. There is an increased demand for technological knowledge and use of data, analytics, and strategic forecasting. The evolving role of a fleet manager will need the following additional abilities.

• Should understand analytics and make decisions based on the information.
• Must be a superb communicator who can cooperate with all departments in the company, including C-suite executives, drivers, and stakeholders, both internally and externally.
• Can make perceptive recommendations to reduce exposure and create opportunities to capitalize on industry developments.
• Can identify and manage technology, sustainability, telematics, logistics, and safety.
• Should consider how new laws will change fleet operations. Legislation may also include taxes or penalties associated with carbon footprint or fuel consumption, which may impact the types of vehicles purchased to comply with the new standards for fuel consumption.

Challenges faced and ways to overcome

Every job is challenging in its own way, and things are not different for fleet managers. Here are the top three challenges fleet managers deal with.

1. Cost reduction: The fleet manager must be capable of analyzing and making suggestions while considering fluctuating vehicle costs, fuel market volatility, and all unexpected expenses.

2. Reduce fuel consumption: Handling fuel costs and identifying ways to decrease these expenses is mandatory. Fuel prices are not easy to forecast. As a result, budget planning becomes a challenge.

3. Improved driver safety and productivity: Using technology to establish driver productivity can lead to driver safety challenges, which, in turn, may make driver education on the proper use of technology imperative. Managers should create and manage fleet and driver safety policies to reduce incidents and the associated repair costs, liability, and downtime.

The future of fleet management

Researchers stated that the market size of global fleet management will possibly grow to $52.4 billion by 2027 at a Compound Annual Growth Rate (CAGR) of 15.5% (Markets and Markets). Fleet managers will keep playing a bigger, more crucial role in companies as electrification, OEM, and sustainability gain more popularity.

By cutting costs, improving savings, and directing operations and policies that impact business revenue and the bottom line, fleet managers will continue to be important and valued. They will keep playing an integral role in every organization that needs them.

Fleet managers can resort to telematics solutions from Vyncs to ease their daily tasks. If you wish to learn more about Vyncs and how it can support your fleet, check out our Vyncs Fleet product.

Sources:

1)  https://www.geotab.com/blog/what-is-a-fleet-manager/

2)  https://www.nafa.org/certification/certification-program-choices/

3)  https://www.fleetmanagementweekly.com/nafa-announces-major-partnership-brazilian-fleet-association-parar/

4)  https://www.marketsandmarkets.com/Market-Reports/fleet-management-systems-market-1020.html#:~:text=Get%20in%2Ddepth%20analysis%20of