Fleet maintenance

What is fleet maintenance?

Fleet maintenance refers to maintaining and repairing company vehicles to ensure they are safe, reliable, and durable. It entails regular inspections and repairs to ensure no component malfunctions or fails that might endanger drivers or passengers. Fleet management software can help you keep track of your vehicles' condition and ensure they're ready for use before they hit the road.

What is fleet management software?

Fleet management software is a set of tools that helps you keep track of all the information related to your fleet, including the location and condition of each vehicle. The software allows you to view the information in real-time, making it easier to manage your vehicles. It also allows you to access data from anywhere at any time.

Check out Fiix's fleet management maintenance software (opens in new tab)

Examples of fleet maintenance

• Regular inspections (opens in new tab). Vehicle inspections are essential to your fleet maintenance plan and should be performed by a certified mechanic. These inspections are part of a preventive maintenance plan.
• Maintenance schedules (opens in new tab). While regular vehicle inspections are essential, there's no substitute for following proper maintenance schedules to ensure that your vehicles run smoothly over time and keep their value throughout their lifespan.
• Emergency repairs and replacements (opens in new tab). In addition to regular vehicle maintenance, you must be prepared for emergencies like flat tires or engine trouble. Some companies offer 24/7 roadside assistance services and mobile repair.

Short-term vehicle inspection examples

Several crucial components are evaluated during short-term vehicle inspections to ensure safe and efficient operation. These components include:

• Engine oil and filters: The engine's oil levels and quality must be maintained at optimal levels to lubricate moving parts, seal against debris, and prevent the engine from overheating. Oil filters must also be checked and replaced regularly to prevent dirt and debris from clogging the engine's oil channels.
• Tires: Properly maintained tires are essential for safe and fuel-efficient driving. Technicians must check tire pressure, tread depth, and overall condition, including any signs of wear and tear. They may also recommend tire rotation or alignment if necessary.
• Air filters: Clean air filters are crucial for driver health and engine performance. Regularly changing air filters can increase fuel efficiency, reduce harmful emissions, and prolong the engine's lifespan by preventing dust, dirt, and other debris from entering the combustion chamber.
• Coolant levels: Adequate coolant levels are necessary to prevent engine problems, including overheating and damage to critical engine components. Technicians will check the coolant levels and recommend any necessary repairs or replacements.
• Headlights, turn signals, and brakes: These elements are vital to driver safety and must function correctly. Technicians will check that all lights are working correctly and that brakes are in good condition, including brake pads, rotors, and brake fluid levels.

Other examples of components that may be evaluated during short-term vehicle inspections include:

• Battery health: The battery's condition and charge levels must be checked to prevent unexpected breakdowns and ensure the vehicle starts reliably.
• Belts and hoses: Technicians will inspect the vehicle's belts and hoses for signs of wear and tear, including cracks, fraying, or leaks, and recommend any necessary repairs or replacements.
• Suspension and steering: A vehicle's suspension and steering components must be in good condition to ensure smooth and safe driving. Technicians may inspect shocks, struts, ball joints, tie rods, and other critical details.
• Exhaust system: A properly functioning exhaust system is essential for reducing harmful emissions and improving fuel efficiency. Technicians may check for leaks, damage, or other issues that could affect the vehicle's performance.

Long-term fleet inspection examples

During long-term fleet inspections, it is crucial to inspect various components to ensure optimal performance and safety. Some of the parts that require close attention include the following:

• Transmission fluid: Just like engine oil, transmission fluid lubricates the moving parts enabling transmissions to function effectively. Refrain from replacing or topping up transmission fluids regularly to avoid premature wear and tear of the transmission.
• Transfer case fluid: This fluid facilitates power shifting from the transmission to the axles in four-wheel and all-wheel drive vehicles. When neglected, the transfer case can suffer from increased wear and tear, leading to costly repairs.
• Shocks and struts: These parts are crucial in maintaining a smooth and safe ride. Over time, shocks and struts wear down, reducing steering control and putting drivers at risk.
• Coolant fluid exchange: Regularly flushing coolant systems is vital for removing contaminants and ensuring that radiators operate effectively. A malfunctioning radiator can lead to overheating and engine damage.
• Spark plugs: These small but essential components are responsible for igniting fuel in the engine. Malfunctioning spark plugs can cause engine power to decrease slowly over time, leading to costly replacements.
• Serpentine belts: These belts power various peripheral devices in the vehicle, including the alternator, power steering pump, and air conditioner compressor. Neglecting to replace worn or damaged serpentine belts can lead to costly repairs.
• Front and rear differentials: These components help transfer torque or power from the engine to the tires. Neglecting to lubricate differentials can lead to increased wear and tear, affecting the vehicle's performance and longevity. 

What are the benefits of fleet maintenance?

There are numerous benefits of fleet maintenance, and they can be broken down into the following categories:

1. Reduces operating costs. By keeping your vehicles in top shape, you'll spend less on repairs and replacements. This is especially true if you have a large fleet of vehicles that are used for long periods without being serviced properly.
2. Increases productivity by improving safety and efficiency. When you have a well-maintained vehicle on hand, it's easier to get where you need to go safely (and quickly) while also getting more done during each trip because there are fewer obstacles (or none at all).
3. Ensures compliance obligations are met. Companies that operate commercial vehicles and perform maintenance and repair activities must comply with regulations set by agencies such as the FMCSA and OSHA. To ensure compliance, companies should create a maintenance plan, provide training and PPE to workers, and keep detailed records of maintenance activities. By doing so, companies can avoid accidents, fines, and legal actions and demonstrate a commitment to safety and responsible operations.

Types of fleet maintenance workers

• Mechanical: This type of worker is responsible for repairing vehicles and mechanical equipment, such as engines and transmissions.
• Electrical: Electrical technicians repair electrical components such as alternators and starters. They also work on other parts that use electricity to operate correctly, like air conditioning units or power windows.
• Body and paint: Body and paint technicians specialize in restoring damaged vehicles to their original condition by painting them or fixing dents caused by accidents or collisions with other cars or trucks on the road.
• Chassis: Chassis technicians focus primarily on maintaining trucks' frames. The technicians ensure the vehicle continues to run smoothly without any problems occurring over time due to wear-and-tear caused by driving.
• Fleet manager: The fleet manager oversees all fleet operations and works with maintenance managers to ensure that the fleet maintenance program, costs, and maintenance are conducted optimally.

How do you improve fleet maintenance?

If you want to improve your fleet maintenance, several things can help. First, fleet management software is the best way to do this. This will allow you to track all your vehicles and ensure they're always in good working order. It also gives you access to an easy-to-use maintenance schedule tool that automatically generates checklists based on each vehicle's type and age.

These checklists should include everything from oil changes (which should be done approximately once every year) through tire rotations (once per month) and even routine inspections like brake pad replacements or windshield wiper blade replacements as needed throughout the year. You should ensure everyone who works with these vehicles knows what needs to be done when it comes time for it, this includes the drivers themselves.