Category: Vehicle Tracking

Vehicle tracking gives you the most transparent view of your fleet’s operations. Read the latest vehicle tracking news and learn how to make the most out of your telematics software.

Fleet vehicles on the motorway being tracked by telematics

What’s The Difference Between A Telematics Box And Vehicle Tracking?

Posted on | by Simon Pavey

You’ll no doubt have heard a lot about technologies such as fleet vehicle tracking and telematics in recent years. These tools are an increasingly important part of any business’ fleet operations. Without them, firms won’t have crucial insight into what their drivers are doing or how to improve efficiency.

But if you’re unfamiliar with these technologies, you may be asking ‘What’s the difference?’ Business Vehicle tracking solutions and telematics are sometimes used interchangeably. But in fact, there are a wide range of differences that separate the two. Therefore, if you’re looking to reduce fuel costs, boost safety or increase productivity, you’ll need to know exactly what they do.

What is vehicle tracking?

Vehicle tracking, as the name suggests, lets you keep an eye on your fleet at all times. Using satellite-based GPS technology that feeds information back to the base via mobile networks, you can see where all your vehicles are in real time. This includes who’s on the move, who’s at an appointment and who might be available.

This can assist you in making better decisions about how to run your fleet. As well as helping drivers find their destination, the data gleaned from this can be used to help fill in mileage reports and other records.

What is a vehicle tracking device?

A vehicle tracking device is a GPS vehicle tracking system that enables real-time monitoring of a vehicle’s location, movement, and behaviour. 

Installed discreetly within the vehicle, these devices send data to a central server or application, allowing users to track the fleet vehicle’s route, speed, and stops from a smartphone, tablet, or computer. 

Vehicle tracking software

This software enables users to view detailed maps, track routes, and analyse driving data from a central platform or vehicle tracking app on a computer or mobile device. 

It is commonly used in fleet management to enhance operational efficiency, improve route planning, and ensure driver safety. 

 

Vehicle tracking employee rights GOV UK

According to GOV UK guidelines on vehicle tracking and employee rights, workers must be informed about how their personal data is collected and used. Employees must give explicit consent before any commercial vehicle tracking starts and have the right to access the data collected about them by the company.

Best vehicle tracking device

FleetCheck is a comprehensive fleet management solution offered by Fuel Card Services, designed to streamline and enhance the management of your vehicle fleet. This service provides a range of tools to monitor and optimise fleet operations, including real-time tracking, detailed reporting, and maintenance management. 

FleetCheck helps businesses improve efficiency by providing insights into vehicle usage, fuel consumption, and compliance with regulations. By leveraging this technology, companies can reduce operational costs, ensure better vehicle performance, and make data-driven decisions to manage their fleets more effectively.

Vehicle tracking costs

In the UK, the cost of vehicle tracking systems varies depending on the device, features, and service provider. 

Typically, the initial purchase price for a tracking device ranges from £20 to £150. Basic models with standard GPS tracking are on the lower end, while advanced devices with features such as real-time diagnostics or driver behaviour monitoring can be more expensive. 

Installation costs can range from £40 to £100 per vehicle if professional installation is needed, although some devices are designed for DIY installation. 

Most vehicle tracking services in the UK charge a monthly or annual subscription fee, usually between £8 and £40 per month, which covers data transmission and access to tracking platforms. Additional costs may apply for extra features or data usage beyond the plan limits. 

Despite these expenses, investing in vehicle tracking can significantly enhance fleet management, improve security, and help reduce overall operational costs.

Benefits of vehicle tracking

Vehicle tracking solutions help you build a picture of where your vehicles are and how to best optimise their routing. Real-time tracking can ensure drivers avoid any congestion points and provide accurate estimates for when they can expect to arrive at their destination. In turn, this helps with overall planning and can even boost customer satisfaction by giving them more info on when to expect your employees.

A GPS vehicle tracking system can also help you spot any vehicles that are being used where or when they shouldn’t. For example, you’ll be able to see if a car or van is being used out of hours. Geofencing solutions can also enable you to set up a designated area for your operations. If a vehicle strays outside of these restrictions, you’ll quickly be able to see this. This will also be hugely valuable if you fall victim to theft, as it can help the police home in on the vehicle.

What is telematics?

Telematics tracker scale

Vehicle tracking services alone, however, only offer a partial picture. This is where telematics comes in. A key factor that separates telematics from simpler vehicle tracking solutions is the amount of telematics data and reporting tools you have available.

A good telematics box will offer all the same benefits as a GPS tracking system, but will also build on this with much more detailed information about the vehicle and its driver. For instance, telematics tools offer more insight into how the vehicle is being driven. It can record not only speed, but also information about how frequently or harshly the accelerator and brakes are being used. It can also show you how long engines spend idling.

Elsewhere, integration with the vehicle’s diagnostic computer can give you an early warning of any potential issues, letting you better plan for any repairs or maintenance.

What is a telematics device or software?

Telematics software can also integrate directly with reporting tools on a telematics app. This helps you easily calculate fuel usage, driving hours and expense claims, to name but a few. With information displayed in easy-to-use dashboards, you have a complete picture of everything your fleet is doing at your fingertips.

What is telematics insurance?

Telematics insurance, also known as usage-based insurance, is a type of car insurance where premiums are determined based on the driver’s actual behaviour and usage patterns rather than traditional risk factors. 

The data is transmitted to the insurance provider, who then uses it to assess risk and calculate premiums. 

Fleet businesses that demonstrate safe driving behaviours and low mileage may benefit from lower insurance costs. 

This approach offers a more personalised insurance experience and can reward conscientious fleet drivers, while potentially offering valuable feedback to help improve driving habits.

 

The best telematics device

Our Tele-Gence telematics device is one of the best options available for comprehensive vehicle tracking and management. 

This advanced device provides real-time data on driving behaviour, vehicle location, and performance metrics. 

By integrating with a sophisticated telematics platform, Tele-Gence enables users to monitor key parameters such as speed, acceleration, and fuel consumption, offering valuable insights that can help improve fleet efficiency and safety. 

Its user-friendly interface allows for easy access to detailed reports and alerts, making it an excellent choice for businesses looking to optimise their fleet operations and enhance overall management. 

Benefits of telematics

One of the key benefits of a good telematics solution is the impact it can have on driver behaviour. With the system recording a wide variety of metrics, you can easily see who’s driving sensibly and who could be putting themselves and other road users at risk. This lets you step in with training programmes, a warning or even disciplinary action for those who are frequently speeding, tailgating or otherwise driving erratically.

As well as making your fleet safer, this also has a direct impact on your fuel consumption. Smoother driver inputs and less time spent idling means you use less petrol or diesel. As this is one of the biggest expenses for any fleet, this is a simple way of reducing your expenditure and saving the company money.

This is before you take into account the fuel savings that can be achieved through better monitoring and route planning. As well as ensuring your drivers are following routes that provide the best efficiency, fuel tracking systems offer a quick and easy way of reducing your consumption and protecting your business.

Cracking down on fuel fraud

Close up of hand holding a fuel pump at filling station

You can also see at a glance where and when fuel cards are being used by your drivers, and ensure the time and location match the vehicle. This is a vital tool in cracking down on fuel fraud issues such as people sharing cards and using them to fill up personal vehicles.

Fuel fraud is a significant problem for many firms, with research from Shell revealing that almost two-thirds of fleet managers in the UK (65 per cent) view this as a major issue. If left unchecked, it could easily end up costing you huge amounts of money, so you must be able to spot this and take action.

Improving your day-to-day workload

A good telematics system also means much less time spent on paperwork. With detailed reporting on everything from fuel efficiency and mileage to emissions, it automates and streamlines what would otherwise be tedious manual tasks. This also ensures accuracy and leaves you free to spend your time on more worthwhile, value-adding activities.

A complete fleet management solution

A telematics solution therefore offers a full fleet management and vehicle tracking solution. Compare this to a more limited GPS-only monitored service and it’s easy to see where the extra value lies.

Research by Verizon suggests effective telematics software offers a wide range of benefits. Among the results businesses have seen include:

  • Fuel economy improved by 18 per cent
  • Economical driving increased by 15 per cent
  • Harsh braking incidents are down by 77 per cent
  • Engine idle time was reduced by 64 per cent
  • Driving hours decreased by 24 per cent

 

How Fuel Card Services can help with Vehicle tracking and telematic needs

If you’d like to know more about what telematics or vehicle tracking can do for your business, get in touch with our experts today.

connected roads

What is Telematics & How to Improve Fleet Management

Posted on | by Simon Pavey

Telematics is a big deal for the fleet sector. Deploying this technology lets you transform your fleet management, giving you better insight into every part of your operation. This can be used for everything from better route planning to ensuring safer driving.

If you aren’t using telematics, you’re in an increasingly small minority. According to IBIS World Industry revenue has grown at a CAGR of 4.7% over the past five years, to reach an estimated £1.2bn in 2024 showing just how quickly telematics is growing.

So what is telematics, and what do you need to know to make it a success?

What is a telematics box?

A telematics box is a small device that’s fitted to your vehicles. It’s sometimes called a ‘black box’ and it works in much the same way as one on an aeroplane. It collects a wide range of data about the vehicle, letting you know exactly what it’s been up to.

Key information collected by telematics systems include:

  • Location
  • Speed
  • Driver inputs
  • Fuel consumption
  • Vehicle faults
  • Idling time

These are just a few of the systems telematics technologies can monitor. With an advanced solution, you can keep an eye on every aspect of your fleet’s performance and your drivers’ behaviour.

How do telematics work?

GPS tracker

There are a few key parts to any telematics system. The first is a GPS tracker. This monitors the vehicle’s movements and provides you with a clear map of exactly where it’s been and how long it took to get there.

Data collection

Secondly, there are a range of sensors hooked up to various parts of the vehicle to gain further information. These can measure throttle, braking and steering inputs, for example, but it doesn’t stop there. With the right sensors, you can measure everything from when the doors are opened to the temperature of a trailer.

Data transmission

Finally, there’s a mobile data connection to transmit the data back to your system. After all, the info is useless unless it can be collected and analysed. This typically uses a 4G mobile connection or a radio network, though some can even connect via satellite.

Data storage and analysis

All this data is then fed in real time back to your business, where it’s evaluated by fleet management software. This then provides insights into your fleet’s activities and highlights recommendations for improvements in a range of areas.

How Are Telematics Systems Installed?

Installing telematics is straightforward, and you don’t need any special tools. You’ll get a small device connected to the vehicle’s On-Board Diagnostics (OBD) port, usually located under the dashboard near the driver’s seat. Once connected, it starts collecting and sending data.

Ensure a good fit so the device stays connected and transmits data without interruption. If you’re not confident about the fit, consider getting professional help ‌installing the device.

Open telematics platform

As technology has evolved, telematics systems have moved from a standalone approach to an open platform. Companies can integrate other hardware accessories, software, and mobile apps through open-platform telematics for greater efficiency and insight into business operations.

Popular telematics integrations include dash cameras, dispatching and route optimisation, mobile forms, remote diagnostics, and weather alerts.

Why use telematics?

Having a telematics device installed therefore offers many benefits to your business. For instance, insurance companies often offer discounts to customers who have this technology installed. This means you can start saving money even before the key is turned in the ignition.

However, the advantages of telematics are very wide-ranging. Here are some of the key ways it can give your fleet a boost.

1. Reduced fuel costs

fuel pump

Cutting your fuel consumption is a key benefit of telematics. The technology does this in a number of ways.

For instance, data from GPS systems can be used to improve your planning. Fleet management software can identify more efficient routes that cut out unnecessary mileage or minimise time spent in traffic with the engine idling.

Telematics also helps your drivers understand how they can change their behaviour to use less fuel. If an employee is accelerating or braking too harshly, for example, this can be picked up by the black box’s sensors. This information can then be used to give them advice on how to adopt a smoother driving style.

Indeed, according to Verizon Connect, users of GPS tracking technology report an 8% drop in their fleet’s fuel consumption since adopting the technology.

2. Safer fleet driver behaviour

It’s not just improving fuel consumption where driver behaviour can be improved. The use of telematics also plays a vital role in making sure your drivers are as safe as possible on the road.

One of the simplest ways it does this is by making drivers aware their actions are being monitored. This is often enough to change their behaviour, encouraging them to take fewer risks such as speeding and steering erratically.

If the system does detect concerning driver inputs, this allows fleet managers to step in and offer training. They can even deliver a warning if an individual is found to be frequently breaking the rules of the road.

3. Improved fleet maintenance

mechanic fixing vehicle engine

Telematics boxes are often connected directly to a car’s main computer. This allows them to access and report on any error codes or other diagnostics flagged by the vehicle’s sensors.

Being able to view data on wear and tear in real time means you can schedule maintenance proactively. You can set up systems to program a service based on mileage, time or engine use, for example. This is much more accurate than relying on manual tracking and greatly reduces the chances of anything going wrong.

It also allows you to spot faults as soon as they occur, removing the need to rely on driver reports for any issues such as engine warning lights. Therefore, you can fix these problems  before they have a chance to lead to a breakdown or unplanned time off the road.

4. Better fleet planning and management

We noted above how telematics can help optimise route planning for fuel efficiency, but this is far from the only way it can improve your fleet management.

For example, it can provide firms with a clear, accurate picture of exactly how long employees spend behind the wheel. This can be vital in ensuring you’re meeting rules for driving hours and keeping the correct records.

Elsewhere, if someone is using a vehicle on their own time without permission, you can spot this easily. You can even set limits on where a vehicle is allowed to be, so you can be alerted by the GPS systems if a driver travels outside this perimeter.

The future of fleet telematics

The era of vehicle connectivity is upon us. Whether driving your vehicle or managing a fleet, constant communication with nearby vehicles is already achievable through telematics.

Telematics systems will continue to become better integrated with other operational systems and improve while M2M technology expands. The emergence of the Internet of Things (IoT), smart homes, and smart city technologies are great examples of the rapid evolution of this space.

Telematics for business: Fuel Card Services

The benefits of telematics solutions are clear. If you’d like to learn more about these options and what options are available, get in touch with our experts to see how you can save time and money.

Telematics helps insurance

The Benefits of Telematics for Insurance

Posted on | by Simon Pavey

Insurance can often feel like an uphill battle, but vehicle telematics is a tool growing in prevalence in the insurance world and for good reason.

In this blog we’ll look at what telematics is and how they can increase the safety of road users, offering increased peace of mind to insurers and a better premium for drivers.

What is telematics?

Telematics devices use GPS technology and on-board diagnostics (OBD) to plot the asset’s movement on a map and gather other valuable vehicle data such as:

  • Vehicle speed,
  • Journey distance/time
  • Harsh braking
  • Fuel consumption
  • Battery voltage and engine data
  • Vehicle faults

This is a more efficient means of monitoring the health of fleet vehicles so that potentially dangerous or expensive faults can be corrected before accidents occur, and also more effective monitoring of driver behaviours is possible.

The end goal of telematics devices is to identify issues that impact efficiency, safety, and spending. For delivery fleets, this can be a key cost-saving aspect of a fleet operation. That’s why in this article, we’ll cover everything you need to know about how telematics is impacted by insurance – whether you’re looking to gain access to cheaper insurance, or as an insurer you’re keen to understand the potential upside.

What is telematics insurance?

Telematics based insurance uses the data collected by telematics devices to make decisions about the risk levels of drivers. Performance indicators collected by telematics boxes will demonstrate to insurance companies any points of concern in a driver’s technique and can equally prove outstanding safe driving too.

These factors will help insurance companies to come up with a fair figure for the cost of insurance.

What are the benefits of using telematics for insurance?

Whilst some drivers might see telematics to be too heavy handed a surveillance tactic, it actually has a host of valuable benefits for fleet drivers, managers, and insurance companies.

Benefits for drivers

For drivers, telematics can take some of leg work off journey planning and maintaining their vehicles on the road. When it comes to telematics for the purpose of insurance, the benefits for fleet drivers might not seem so apparent but there are plenty.

Insurance telematics encourage a higher level of driver safety and caution making for safer roads in general. However, in the case of an accident or mishap, having data gathered on your journey can help provide clarity on the cause and nature of said incident.

A good track record on your telematics devices could also support your career growth, facilitating trust and career development too.

Benefits for fleet managers

There’s no shortage of telematics benefits for fleet managers; the wide range of data gathered can support prompt fixing of issues, encourage more efficient journeys and fuel consumption, and save money accordingly.

When it comes to telematics for insurance, the most obvious benefits for fleet managers centre on saving money through monitoring performance. Efficient and safe drivers can be identified and those who need to improve can equally be sought out.

All companies strive for a safe and efficient team, so those who have a collective of fleet drivers upholding that standard will benefit from reduced insurance premiums.

Benefits for insurers

The benefits of telematics insurance for insurers are simply that it gives them a better understanding of who they are insuring and what level of risk they pose. The data tracked by insurance telematics can paint a clearer picture of the driver being insured, with comprehensive info such as how fast they tend to drive and how harshly they break. These are all factors that paint a picture of how safely someone drives.

With this information, insurers can get an idea of what the chances are that a driver will get into some sort of accident or cause damage that requires insurance pay-outs and influence the decision about insurance premiums.

Telematics from Fuel Card Services

For fleet managers and insurers, Fuel Card Services offer a range of telematics trackers to suit a variety of different fleet vehicles. From asset trackers to hardwired and plug in trackers, our telematic devices work with Tele-Gence software.

Tele-Gence is designed to help you improve the safety of your fleet and save money by staying on top of maintenance, repairs, and fuel consumption. With an accessible user interface, Tele-Gence is flexible and fully customisable making it a great choice regardless of your business type.

If you think Tele-Gence telematics could be a good choice of your fleet, or you’re an insurer wanting to learn more about our telematics, get in touch with our team today.

Why dashcams are a must have

Fleet dashcams: why they are a must-have

Posted on | by Simon Pavey

When your fleet vehicles are out on the roads there is always the potential for things to go a bit pear-shaped. Crashes, accidents, and errors are always a fear for fleet drivers, and that’s why dashcams for fleet vehicles are a safety essential you won’t want to pass up on.

When things do go wrong, dashcams can be the perfect failsafe; helping to sustain insurance claims, disincentivise theft, and tell the real story behind what exactly went wrong.

How does a dashcam work?

Dashboard cameras, or ‘dashcams’, are cameras that are attached in the front and sometimes the back of vehicles to record the road ahead, the view from the back of the vehicle, and occasionally the inside of a driver’s cabin too.

Fleet dashcams often have more sophisticated features than regular dashcams, which make them particularly suited to vehicles used for business purposes. These can include tamper-proofing, hardwiring, remote access, and integration capability with other fleet software and telematics systems.

How fleet dashcams can support your drivers

For those operating your fleet vehicles, dash cameras can offer an additional layer of support and protection. First and foremost, with dashboard cameras set up in fleet vehicles, should something go wrong there is video evidence as proof that can prove driver innocence and prove correct practise should your drivers be questioned. This also can work as a deterrent, helping to reduce the risk of your fleet driver engaging in any unsafe driving behaviour.

Additionally, should you utilise dashcams for driver monitoring, they can help to identify areas where training would be valuable to improve performance as well as where performance is strong. Offering training opportunities as well as rewards to high performing team members shows investment in your workforce and has the potential to significantly improve your fleet drivers conduct and performance.

How fleet dashcams protect your vehicles

Fraud and theft are two important concerns for fleet managers and dashcams have a significant role to play in avoiding both, as well as a useful tool to have on hand should your fleet vehicles get caught up in any of the 346 road accidents that occur each day.

Avoiding fraud with dashcams

‘Crash for cash’, hit and runs, and more are all a real risk on the roads and one that can impact your business’ bottom line should you be targeted. With a well-positioned set of cameras, incidents like these can be effectively captured on film and used as evidence to support your case if your fleet vehicles are caught up in these crimes.

Avoiding theft with dashcams

For many businesses, traders and contractors, fleet vehicles often transport goods and tools with a high monetary value. The last thing fleet operators want to discover is that vehicles have been broken into and the contents stolen.

Dashboard cameras act as a great deterrent to theft; potential criminals are less likely to tamper with a vehicle if they know they could be caught on camera. Despite this, there are still some who dare to break into commercial vehicles in the hope of cashing in on the contents. Should your fleet be a victim of theft, dashcam recordings could be pivotal in your insurance claim and could even be a key factor in the retrieval of your stolen items and the catching of any perpetrators.

Does having a dashcam lower insurance costs?

In short, yes; having dashcams in your fleet vehicles will lower the price you pay for insurance. All the benefits discussed above will be appreciated by insurance companies and the video footage collected by your dashcams will help to protect your fleet against false claims and keep the premiums for your fleet insurance low.

Why dashcams are a must have

Dashcam and fleet telematics

Dashcams are undoubtedly a great investment for fleets who want to improve safety and performance as well as cutting costs. While the initial costs of high-performance fleet dashcams for your fleet vehicles might seem biting, the long term savings and added peace of mind are well worth the price you pay.

Innovative dashcam technology designed for fleets of different shapes and sizes means you can integrate your dashboard cameras with a suite of fleet telematics software. You can find industry leading telematics from Fuel Card Services – Tele-Gence is designed to offer fleets the best in fleet telematics services and we have a range of add-ons including dash cameras, black boxes and more than can help you to protect and manage your fleet.

These technologies are well-paired with fleet software such as MileageCount, My Transport Planner, and MyService.Expert – all of which can help you to save time and money managing your fleet.

Get in touch with our experts today to learn more.

Fleet management guide

Fleet Management Guide

Posted on | by Simon Pavey

For operators of commercial fleets, going about managing those fleets in the right way is absolutely crucial. That’s because fleet management impacts a business’ profitability, staff, and customer base.

In this guide, we’ll cover off the key aspects of fleet management to help operators stay on top of the best practices used in industry. We’ll specifically touch on subjects including:

What is fleet management?

Fleet management involves the coordination and organisation of a business’ vehicle portfolio and drivers. This includes not only company-owned cars or vans, but also grey fleet vehicles which are owned by employees but used for work purposes.

Exactly what a fleet management model should look like differs from company to company, and can depend on the number of vehicles managed and the infrastructure and systems in place. However, there are some universal truths to effective fleet management that apply to all businesses at any given stage during their lifecycle.

Some of these key components include:

  • Monitoring operational cost.
  • Ensuring vehicle safety and compliance.
  • Vehicle maintenance and repair.
  • Employee management and training.
  • Managing operational efficiency and optimisation.

A good fleet manager should be able to keep a legal and safe operation running, engage and motivate workforce, and do so while making cost savings wherever possible.

The role of the fleet manager

The job of the fleet manager is to oversee both the wider strategic movements and the day-to-day operations of a business’ cars, vans, or trucks. Fleet managers have a wide range of responsibilities and so need to be versatile in their skillsets and able to dabble in everything from accountancy to strong communications and the ability to multitask.

Some of the key responsibilities of a fleet manager role include:

Controlling costs

Ensuring operating costs are kept as low as possible is a primary task of the fleet manager. This can include getting a good deal on initial purchases or rentals, as well as keeping ongoing costs down, which could be achieved through improving fuel efficiency or managing the use of services like fuel cards.

Overseeing vehicle maintenance

Keeping your fleet on the road is vital to the success of any business. This means ensuring cars and vans are regularly serviced and checked for any faults. The latest smart technology can alert you to any potential issues before they become a problem, allowing you to plan your schedule and reduce the risk of a breakdown.

Ensuring driver safety

As well as ensuring your fleet is mechanically sound, a good fleet manager should also be keeping an eye on driver behaviour. Tools like telematics systems can keep a full log of their actions, and show you if they were speeding, for instance – or if any harsh inputs have been made on the steering or brakes. This information can enable you step in with training or advice where necessary.

Driving a car with closeup of dashboard

Tracking vehicles

It’s essential that you know where your vehicles are at all times. GPS tracking tools give you a complete picture of your current situation and let you make changes. For instance, it can show you if drivers are taking inefficient routes between jobs and therefore help better plan your operations. What’s more, it can quickly alert you to any unauthorised vehicle use or track down a stolen car.

Ensuring compliance

It’s also up to the fleet management team to ensure their vehicles are road legal and that drivers are meeting their requirements. However, this doesn’t just include keeping MOTs and insurance valid. You should also be tracking any mileage claims for expenses and tax purposes and ensuring drivers aren’t breaching working time rules. This also covers ensuring your drivers are fully licensed for the vehicles they operate. And you’re keeping a record of any issues such as penalty points.

How to improve your fleet management

The most efficient and profitable fleets are likely to be those with the best managers at the helm who can provide structure and processes that are easy to follow, while also ensuring communication with drivers is clear.

Our tips on the key areas in which most fleets could look to upgrade include:

1. Accessing real-time information

The first thing any fleet manager needs in order to work effectively is full visibility of their cars, vans, and drivers. This means having access to real-time data that can show them, at a glance, the location of each vehicle and employee, their current status, and whether they are experiencing any issues.

The most effective way of achieving this is by implementing an effective telematics system. This system connects to a vehicle’s computer and uses a range of sensors to feed data back to a central computer detailing everything a vehicle’s location and speed to driver inputs. Real-time data is also a pre-requisite to many of the solutions we’re about to cover, so if you don’t have it, you could be working with one hand tied behind your back.

2. Implementing GPS tracking

A key part of any real-time information solution will be instant details of your fleet’s locations via GPS. This can be vital if you need to dispatch an employee to a certain destination, as you can see at a glance who is available and best-positioned to respond.

However, it can also be used to help record mileage and hours spent on the road, divert drivers away from areas of congestion and even provide customers with real-time updates on when they can expect your employees to arrive.

3. Improving route planning

GPS tools can also be used in combination with other tech solutions to improve your firms’ route planning. This isn’t just about finding the shortest way from A to B. It should also take into account factors such as expected fuel consumption along the route and the distance to the cheapest filling stations.

For example, if a vehicle is spending a lot of time stuck in traffic with the engine idling, this results in greater fuel consumption and higher costs. With good route planning tools, this can be avoided.

4. Monitoring driver behaviour

Being able to keep an eye on how your employees are driving is also essential. First and foremost, this improves safety. If fleet telematics data shows frequent speeding, or sensors detect harsh control inputs, you can step in to address this. You can even generate league tables that show your best and worst-performing drivers, highlighting who you need to speak to most urgently.

Dashboard view of person driving a car down motorway

This can also help reduce fuel consumption. By monitoring inputs such as acceleration and braking, you can educate employees to drive more smoothly as well as safely. Indeed, almost half of businesses (49 per cent) using telematics have seen a reduction in speeding incidences and fines, while 55 per cent experienced a drop in fuel usage.

5. Reducing your fuel costs

While better route planning and driver monitoring can help improve your fuel consumption, you should also make sure you’re not paying over the odds at the pump. To do this, it pays to have a suitable fuel card for your usage.

There are a wide range of products to choose from, so it’s important to get this right. It may be the case that the cheapest option isn’t very convenient for your firm. You also need to consider whether you’d benefit from cards with wider motorway networks, for example, and which brands have locations nearest your most common routes.

6. Predictively scheduling maintenance

Breakdowns can be a major headache for fleet managers. Beyond the direct costs associated with fixing vehicle problems, having vehicles off the road unexpectedly also hurts the firm’s productivity. You can avoid this by using the data taken from telematics systems to predictively schedule maintenance. These tools can highlight potential issues and allow you to step in before they turn into serious problems.

7. Automating your expenses

Admin work is often among the most time-consuming parts of a fleet manager’s job. Working out details such as mileage claims, expenses, fuel MPG and other details are essential but tedious activities. But with the right fleet management systems, this doesn’t have to be the case.

Closeup of people calculating expenses with receipts and pen and paper

Being able to calculate these figures automatically, based on data recorded by the telematics system, doesn’t just free up your time. It also ensures the data is accurate and can highlight any unusual events – such as vehicles doing significantly more miles than expected – for investigation.

8. Setting up security alerts

Spotting and cracking down on unauthorised vehicle usage is also essential. For example, you can set up alerts that let you know if a vehicle is being used outside normal office hours. You can also establish geofencing to warn you if a car from your portfolio travels beyond a certain area.

This isn’t only useful for identifying any employees using company assets for personal use, but it can also help you quickly track down any stolen vehicles – using GPS tracking to guide police precisely.

9. Tackling fuel fraud

Another major concern for many fleet managers is the risk of fuel fraud, such as employees filling personal vehicles using a company fuel card or making claims for miles they haven’t done. Telematics can help spot issues with expenses, while a good fuel card can also help by ensuring vehicle locations match fuel card usage, for example.

10. Managing your vehicle inventory

A good fleet management system can also help keep track of your vehicle inventory. This allows you to better plan ahead for replacements, get alerts when services or MOTs are due, and prepare your finances.

You can also see at a glance details such as the types of fuel used, which will be important to know when selecting a fuel card, and can factor into future buying decisions. For instance, if the majority of your fleet is petrol-powered, you may want to consider phasing out any remaining diesels to simplify your operations.

11. Procuring the right fleet vehicles

It’s crucial that your vehicle portfolio is properly equipped to meet the needs of your business, and there are a lot of considerations you could make around whether to bring new vehicles on board, or upgrade existing cars and vans. A good starting point is to analyse the fuel they’re currently using, and gain visibility over all car running costs.

Procuring the right commercial fleet vehicles

From there, you can factor in market movements such as the growth of electric vehicles when making judgements on how to go about upgrading your fleet over the coming months and years.

Fleet management software solutions

Many of the efficiencies fleet operators can look to make stem from using the latest and greatest technology in market to automate, track and calculate ways to improve performance.

To recap some of the key pieces of commercial fleet technology we’ve mentioned in this article, the essential software includes:

  • A thorough telematics system, such as our Tele-Gence service – which can help businesses take control of vehicle management.
  • A mileage tracker system, such as our MileageCount service.
  • Fleet software for automating vehicle checks. This can be done through our My Drive Safe mobile app service.
  • Software to cheapen maintenance costs. The team at Fuel Card Services can help fleet operators get access to pre-negotiated maintenance rates at thousands of garages across the UK.
  • Software to help drivers with their daily operations. For example, our My Drivers Club app can help drivers find their nearest fuel pumps with ease.

Having a good technology stack behind a fleet operation can also prove an attractive prospect for new drivers and partners, who may be accustomed to enjoying these benefits when offered by rival businesses.

Why is fleet management important?

In this article, we have covered what fleet management is, an overview of the fleet manager role, and helpful software solutions, but what is likely to be the impact of upgrading your fleet management processes today?

Some real-world benefits you could see within your fleet include:

  • Improved employee productivity.
  • A reduction in fuel costs – which could have a significant impact on your bottom line.
  • Saving time by controlling your fleet online and eliminating administrative tasks.
  • Reduced mileage claims.
  • Automated reporting dashboards.
  • Improved driver safety and security.

If you want to know more about how Fuel Card Services could help you and your business, you can get in contact with our fleet management experts today.