Implementing a Successful Vehicle Maintenance Schedule for Small Fleets

A preventive maintenance plan can help you head off issues before they become major problems, enhancing operational efficiency, reducing downtime due to breakdowns, and minimising repair costs.

Effective vehicle maintenance is just as important for small fleets as it is for larger ones - if not more so. With a smaller fleet, if one asset unexpectedly needs repairs or breaks down on the road, it can be more difficult to plug the gap it leaves.

This is why establishing a vehicle maintenance schedule is so critical for effective fleet asset management. An effective program would have ‘triggers’ based on things like mileage, litres of fuel used, time on the road etc., leading to proactive activities such as inspections, replacement of parts, testing, lubrication and cleaning.

With a rigorous maintenance schedule in place, the number of breakdowns a fleet experiences will be dramatically reduced. The time and resources required for this may seem onerous, but they will provide dividends in terms of fewer and less costly repairs, reduced downtime, and better overall efficiency - which invariably means happier customers and an enhanced reputation.

Specific challenges faced by smaller fleets

Vehicle availability

By their nature, smaller fleets have fewer resources to hand. If a vehicle is taken out of service due to mechanical failure, it can be challenging to continue operating as normal if a replacement vehicle is not available.

Human and maintenance  resources

Smaller fleets are also likely to have less manpower available, and may not have the same inspection/repair facilities as larger fleets.

Costs

Managing costs may also be a consideration - since rigorous maintenance means meeting the associated labour and parts costs; a smaller company may not have the same financial resources as larger ones.

However, as mentioned, such a program will likely save money in the long run, while improving operational efficiency.

Set framework vs ad hoc maintenance

A process-driven, proactive maintenance framework, when well implemented, is preferable to an ad hoc approach, where repairs are undertaken once something has gone wrong.

Benefits of a preventive maintenance plan: Summarised

• Safety - your vehicles and drivers will be less likely to have an accident and collision if your fleet vehicles are in optimal working condition.
  
  
• Liability - under UK law fleets are obliged to ensure their vehicles are in good working order; failure to do so could result in legal action, fines or licence revocation.
  
  
• Vehicle lifespan - your fleet assets will last longer if well cared for.
  
  
• Vehicle availability - your lorries, vans, cars and/or buses will be less likely to break down, meaning you’ll be able to use all your resources for more of the time.
  
  
• Lower costs - good maintenance may help prevent more serious mechanical/electrical problems which may cost more to fix.
  
  
• Happier customers - you’ll be better able to meet to your clients’ needs if you have less vehicle downtime.

Implementing your maintenance schedule

Information and resources you’ll need:

• List of vehicles in your fleet
• To establish intervals for the various checks on each vehicle, manufacturer manuals will provide information on this. You may need to increase inspection frequency on older vehicles.
• Man hours available in the schedule for check to be completed
• A way for drivers to submit inspection reports, or to alert management to specific issues
• A location (or locations) where checks, testing and repairs can be undertaken
• Mechanics and technical ns to complete with work (whether in-house or outsourced to an external provider)
• A method for recording all work done - whether paper-based or digital
• A process for buying in spare parts and supplies - and a location to store them
  
  

1. Determine a baseline for all vehicles

Before you start your preventive maintenance plan, you’ll need to establish the current condition of each vehicle in your fleet.

Gather information on vehicle age, mileage, service record, and carry out a thorough baseline inspection.

Information on parts needed and associate vendors would also be recorded.

2. Establish maintenance intervals

You’ll need to determine how frequently each vehicle is subject to checks, tests and ongoing maintenance tasks. This will vary depending on things like:

• Vehicle model
• Vehicle age
• Whether or not it is used by multiple drivers
• Idling: if the vehicle tends to idle often (in urban settings, for example)
• The season (winter may require more frequent checks, for example)
• Whether the vehicle is fuel or electric (EVs may need less maintenance)
• Mileage (you might undertake checks every 3,000 miles)
• Hourly usage (you might decide to set maintenance points every 1,000 hours)

There is no established set of metrics for setting these maintenance check points, but it’s important to decide what they are and stick to them. That said, you may wish to review these intervals annually, for example.

3. Automate with fleet maintenance tracking software

It’s entirely possible to set up a maintenance schedule manually. However, adopting fleet asset management software would dramatically reduce the time spent recording information and generating reports.

An effective piece of software can complete a task that once took hours - in mere minutes.

Maintenance tracking software - which might be part of an overarching fleet management software package - can track critical data from across your fleet and set up alerts when a task is due for completion. This helps to eliminate human error, and removes a lot of the stress of what can be an onerous series of ongoing tasks.

Given the limited resources of smaller fleets, this kind of tool can save a great deal of valuable time that can be put to better use on core activities.

Features to look out for in maintenance tracking software include:

• GPS-based asset and vehicle location tracking
• License and registration tracking
• Cost tracking
• Work order tracking
• Portal for drivers/operators and clients
• Insurance tracking and claims management
• Mobile capabilities

4 . Create a vehicle inspection checklist

Your fleet’s maintenance checklist will vary depending on many factors, such as vehicle drivetrain, vehicle type etc., but the following suggestions could be used to develop a default checklist.

Some vehicle types may need more frequent checks than others.

Note that you should also stipulate any safety precautions that should be taken when carrying out these checks. For example, it’s dangerous to check fluid levels if the engine is still hot.

• Check engine and transmission mounts
• Check and change (if required) drive shafts, CV joints, belts, and hoses
• Change engine oil and filters
• Check transmission fluid
• Inspect cooling and fuel systems
• Carry out general tune-ups
• Check electrical system components
• Inspect steering
• Check suspension system
• Inspect brake system and replace brake pads and rotors (as required)
• Test brakes
• Test brake lights (you’ll need to stand behind the vehicle and tell you if they are working)
• Inspect wheels and rims for damage
• Check tyres are inflated correctly
• Rotate or replace tyres as required (check manufacturer’s guidelines)
• Balance tyres - particularly steering pair (e.g. every 20,000 miles)
• Check exhaust system
• Check condition of undercarriage
• Check lights are working (interior and exterior)
• Inspect windscreen for cracks/chips
• Replace the windscreen wipers
• Refill windscreen washer fluid
• Inspect seat belt operation
• Look for fluid leaks
  
  

5. Set up a reporting system for drivers

Nobody is better placed than your drivers when it comes to identifying vehicle problems. Since they drive these assets regularly, they can pick up on subtle changes that wouldn’t be obvious to a driver who has never used the vehicle before.

With this in mind, you need a quick and easy way to report any changes to management, so issues can be addressed before they get worse (and thus probably more expensive to fix)

You should ask your drivers to look out for issues relating to the above vehicle inspection checklist - where feasible - on an ongoing basis. They should also look out for issues with miscellaneous hardware such as radios, air conditioning etc.

They should also be asked to note any issues related to things like rough idling, juddering brakes and engine misfires, or any other unusual sounds, leaks or vibrations that could suggest a problem.

You’ll need to train your drivers on carrying out these checks and how to use the provided reporting system.

Many fleet management software solutions include Driver Defect (or similar) functions.

6. Track data and continuously improve your procedures

You should look to enhance your procedures on an ongoing basis - since no process is going to be perfect from the outset.

Central to this are key performance indicators (KPIs) or key performance metrics (KPMs). For instance, tracking 'unscheduled maintenance' is an effective way of measuring progress; if these instances reduce over time, it suggests your procedures are working well.

It’s the same story for vehicle lifespan: long-term, if your preventive maintenance plan seems to be extending the lifespan of your assets, this shows your processes are effective and are generating real value for the company.

Use data for future vehicle purchases

You'll also discover if certain vehicle types need more frequent tune-ups and parts replacements, or they undergo more regular breakdowns.

This kind of information is invaluable when the time comes to buy new vehicles; you'll know which models work best with your operation.

Get inventory insights

As you acquire more information on your fleet vehicle maintenance needs, you'll build up a picture of which parts are most commonly required. Armed with this information, you can build up a significant inventory of these parts and aim to get discounts for bulk purchases.

Harness the real-world experience of your drivers

As you tweak your procedures and your vehicle inspection checklist, be sure to gather feedback from your drivers and other staff, since they will have in-the-field insights into which processes are working well, which need to be improved and which are less useful.

If your preventive maintenance schedule has been designed and implemented effectively, it will deliver tangible dividends in the form of avoiding unexpected costs that can be so damaging for smaller fleets, and achieving a healthier bottom line.