Fleet Management

Qualcomm Inc.

Streicher Mobile Fueling, Inc.

Guide to Fleet Management for Small Business

Success depends on how well you manage the associated costs
By Jennifer Nichols

Developing a fleet management system for your business is not an easy project. It is important to conduct thorough research now to save yourself headaches and money in the long run.

Luckily, there are federal and private organizations to provide the information and services you'll need to manage your fleet effectively and safely. Alternatively, there are companies that offer fleet management services to take care of everything from insurance to safety compliance to maintenance and repair of your vehicles. If you barely have time to focus on your organization's core competencies, you'll want to consider outsourcing these services.

The three most important things you'll need to remember when using these resources to develop a fleet management strategy are:

1. Conduct a lease versus buy analysis on the vehicles
2. It takes hard work and cash to hire the best truckers
3. Decide how much you can outsource to a vendor or keep in-house with technology

Action Steps

The best contacts and resources to help you get it done

Buy vs. lease Without many cost advantages of one over the other in the long run, rest your decision on the resources you can dedicate up front for vehicle acquisition, management programs, and training for your fleet management staff.

I recommend:  Midway Fleet has flexible solutions, and provides consulting to help you decide which one makes the sense for your organization. Compare types of vehicles, calculate annual fuel costs and shop by application on GM's Fleet and Commercial Site.

Fleet management software Depending on how fancy you want to get, these programs can provide scheduling, tracking, and reporting on fuel, maintenance and vehicle wear.

I recommend:  You can compare software based on features, testimonials and company size on Capterra.com. Fleet Boss and Collective Data both offer global positioning system (GPS) software for small business, which allows you to track your fleet in real time and online, among other functions.

You won't feel used Trucks depreciate as quickly as cars do, and you can save a bundle by leasing or purchasing pre-owned vehicles. Many of these vehicles are in 'like new' condition, so you won't have to compromise reliability.

I recommend:  Merchants Leasing also offers a 24/7 nationwide maintenance program along with your lease.

Tag your stuff A surefire way to keep track of your load is through the use of Radio Frequency Identification (RFID) tags so you know where your products are at all times.

I recommend:  There are a wide range of RFID offerings for small businesses, and a good place to start is Microsoft, which offers a primer on RFID.

Hire grease monkeys One way to cut down on maintenance costs is to hire drivers who can fix their own vehicles if there are maintenance issues.

I recommend:  Companies such as Enterprise can set up a maintenance program for you with a fixed monthly payment that will cover all parts and service.

License and registration, please It is important that your fleet drivers have everything they need if they are pulled over by the cops.

I recommend:  You'll want to hire drivers with CDL certification to serve as a filter in the hiring process. Access the CDL Fact Sheet provided by the Federal Motor Carrier Safety Administration. Chase offers commercial auto insurance for small- to medium-size businesses that covers injuries and damages to your property and the property of others involved if there is an accident.

Tips & Tactics

Helpful advice for making the most of this Guide

• Keep in mind that the quality of vehicles you deploy is a factor in the quality of truckers you attract to drive them.
• Decide whether to lease or buy by figuring out how much cash you can put down up front.
• The Environmental Protection Agency (EPA) offers tips on how to increase your fleet's fuel efficiency.
• Keep up-to-date on current transportation rules and regulations.
• Use your fleet as a vehicle for direct and indirect response advertising by placing your logo on the truck, trailer and truckers' uniforms.