We barely imagine what you go through on a daily basis to manage your when using spreadsheets. A Fleet management platform can help you.
The arrival of “Software as a Service” (SaaS) shakes up traditional fleet management. You can save hours of work, up to 30% of the operating costs of your fleet, and are able to improve your assets’ lifespan. In fact, SaaS facilitates data collection and data analysis, thus contributing to improving your team’s productivity.
Say goodbye to spreadsheets, and welcome to platform managed maintenance.
We all know the shortcomings of Excel-based management. The use of a fleet management software is one of the best solutions for following up on maintenance tasks.
Working with Excel is accepting to lose time and to lack organization. On the opposite, fleet managers who use a software can:
- eliminate manual data entry,
- improve team communication
- maintain full visibility on the fleet
Managing your fleet in a centralized system allows you to easily track maintenance progress and collaborate with your technicians. Especially when it comes to :
- Maximizing fleet efficiency
- Ensure data reliability
- Simplify data analysis
- Offer real time updates
- Support team collaboration
- Allow mobile and cloud communication
- Maintain historical updates
- Centralize data in an organized software
Let us dive deeper into these 8 aspects:
1. Maximizing fleet efficiency
We know that as a fleet manager, your days are filled with a variety of tasks, not to mention the unexpected interruptions that can occur at any time. Spending time on a low-value task such as “data entry in maintenance spreadsheets” takes you away from your goals.
Fleet maintenance software automates the collection and aggregation of data.
You spend more time actively managing your fleet and less time entering numbers and data.
Users can capture precise maintenance, inspection and vehicle data, from anywhere on the field thanks to a mobile fleet management app. To further streamline data collection, fleets can integrate other systems, such as fuel cards and telematics devices, to automatically synchronize updates that trigger maintenance workflows.
2. Ensure data reliability
Fleet maintenance spreadsheets are only as accurate as the data you enter. Unfortunately, we are all prone to errors. When errors creep into your data, they can lead to poor decision making in the long run.
In fleet management, it is estimated that between 3-7% of the data entered may be subject to error.
While some errors are easily corrected when detected in time, the problem with spreadsheets is that it is often difficult to determine where an error occurred. You may not even notice the errors until much later, once the information is shared within your company.
With fleet maintenance software, not only do you receive error-free data synchronized from other systems, but you can easily spot and correct problems with simple data visualizations.
3. Simplify data analysis
It’s important to track your data to ensure that repairs are completed on time and within budget. With current and historical data, informed decisions can be made regarding vehicle maintenance, replacement and acquisition.
Fleet maintenance spreadsheets are not only frustrating to maintain, but they are also difficult to navigate. It’s impossible to draw meaningful conclusions at a glance by looking at endless lines of data.
Instead of wasting countless hours running formulas and manually creating graphs to visualize data, the maintenance software makes the analysis exercise enjoyable. Especially thanks to the visualization through configurable dashboards and easy to understand reports.
This way you can also comment on the trends that are gradually emerging and make improvements.
4. Offer real time updates
Your fleet maintenance spreadsheets are only a representation of your fleet at a given time. They are only accurate up to the minute of their last update. You don’t have time to update your spreadsheets daily. This means that your spreadsheets are weeks or even months behind.
Without a simple way to track maintenance data in real time, you can’t get an accurate view of your fleet’s performance, health or budget.
Fleet maintenance software fills this role.
Managers can get the latest metrics from data entered by users in the field, as well as data from sensors, fuel cards and maintenance reports.
Your fleet management dashboard is instantly updated with new information.
5. Support team collaboration
Imagine not needing to attach endless spreadsheets to your emails, nor printing tons of pages for your meetings !
Fleet maintenance software allows you to collaborate seamlessly with your entire team, and will become essential to your team’s success.
Maintaining an Excel spreadsheet means centralizing information in your hands and making the entire team dependent on its updating. This, even though each stakeholder could bring value to the analysis of their data.
An optimal fleet maintenance software should offer unlimited users and easily configurable access levels. This way, you can synchronize with all members of your team while limiting the display of sensitive data to some employees.
6. Allow mobile and cloud communication
No matter where your team is, they can access information directly from their cell phone or by connecting to the application in the cloud.
This way, you are kept informed of the progress (deliveries, routes, etc.), as opposed to working with a classic spreadsheet.
Think also that the downtime of your teams is optimized thanks to mobile applications that simplify the field actions. For example: inspection of the vehicle can be done directly from a phone.
7. Maintain historical updates
Excel overwrites previous data with recent data. Today, we need historical data to visualize trends and benchmarks.
Fleet maintenance software allows you to easily maintain past records.
With the “historic updates” feature it is possible to go back up to one year to know exactly what tasks were performed on each vehicle and how much each one cost.
This simplifies audits and makes it easier for you to maintain compliance.
Users can access past records for maintenance, inspections and other critical data as needed.
8. Centralization of data in an organized software
We have already mentioned several frustrations caused by spreadsheets, but before we finish we want to remind you how difficult it is to keep your database organized when dealing with a large amount of data, coming from various and varied sources.
By using software, all your information is organized and you can consult it at a glance. Your managers can also take an interest in a well-defined perimeter and analyze its operations.
Have we convinced you to leave your spreadsheet for a maintenance management platform?
If so, please feel free to leave your contact information and a consultant from our team will contact you.