Well, 2021 is here and I think we are all pretty happy about it. Still, the wreckage of 2020 is still with us and for many trucking companies, now is the time to consider a total revamp. After all, when something catastrophic happens and you pick up the pieces, there is never a better opportunity to build your company back better than it ever was before.
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Just like people, it isn’t difficult for a motor carrier to lose their touch. Oftentimes, fleet managers may become complacent and like to stick to doing things a certain way for the sake of convenience and perhaps even because of the fear of trying something new. However, just because operations are currently running smoothly, does not mean that there isn’t room for improvement. That’s why we wanted to discuss this important topic in today’s blog.
Giving Your Fleet a Makeover
You are probably thinking, “I am not in a beauty salon! Why do I want to give my fleet a makeover?” Well, we aren’t talking about hair and makeup. We are talking about how you do business in the modern era. It may be time to take a hard look at how you do business and find areas where you can tighten up your operations.
But the question is: How do you do that? Well, you do it by conducting a proper investigation of all your operations. Look at areas you manage every day and actively decide to look at them with a new perspective or fresh eyes. Whether you examine safety protocols or specific policies and procedures, taking a forensic eye to every aspect of your operation will not hurt.
It can be easy to focus solely on executing the daily processes you’ve already established and putting out fires arise. The problem is that this can make you blind to the fact that your fleet’s needs may have changed since establishing these processes, and that you’re potentially missing out on ways to do things more efficiently. With 2021 here, it may be time for some “spring cleaning.”
So, where do you start? Consider that there are four essential factors that you must focus on when evaluating how effective your operation is:
- Vehicle Acquisition
- Maintenance
- Health and Safety
- Compliance
When you consider what outside factors impact your business the most, the list above generally takes the cake. These four factors, depending on how you manage them, can make, or break your business. So, let’s dive right in and start talking about the first “spring cleaning” item you should address.
Evaluate Vehicle Acquisition
You aren’t always buying a rig. So, even though you may not currently be in the market to acquire new vehicles, it may be time to address the policies governing them. When was the last time you had a look at whether the vehicles you own and manage are truly the best for your fleet’s current needs and whether some of them can either be replaced or removed entirely? Business conditions may have changed since you purchased your current vehicle fleet. Is it time to make an adjustment?
Taking a fine-tooth comb to vehicle acquisition is important for many reasons, but it is especially important if you plan to freshen up your fleet. Consider that vehicles are a large cost for companies and bringing down that cost can free up money that can be used elsewhere to greater effect. Not only will your bottom line thank you but others within your organization will thank you as well.
So, how should you proceed? The best thing you can do is start at the bottom. Take a good look at the primary tasks your fleet needs to complete daily and what your vehicles are currently being used for. This will give you an idea of whether you have enough of the right type of vehicles to complete these tasks.
Look at Vehicle Utilization
Additionally, you need to ask yourself if the vehicles you currently own are being properly utilized. If some vehicles are being over-utilized (leading to unnecessary damage from overuse and a shorter vehicle lifespan), this may mean that you need to acquire another vehicle. On the other hand, if a certain type of vehicle is severely underutilized, it may be time to simply put it on the market.
Here are some appropriate questions to ask yourself as you address vehicle utilization:
- Are your fleet vehicles fit for the purpose they are being used for?
- Do any of your fleet vehicles carry heavier loads than they should be?
- Are the routes you travel conducive to keeping your fleet in tip top shape?
The fact is this, using vehicles for jobs they are not intended for can cause damage to the vehicle and increase the amount of maintenance it will require in the long run, which leads to more costs and can wound your bottom line.
Also have a close look at how old your vehicles are. It’s common sense that both age and mileage have a direct impact on the resale value of a vehicle later on. But the age of a vehicle can also have a direct impact on fuel economy. Newer models may have fuel efficiency features that older models do not have and, the longer a vehicle is used, the more fuel it will start consuming.
A motor carrier’s needs change over time, so you should never remain static. You need to ensure you continually and regularly revaluate your vehicles to ensure that evolving needs are being met and that any growth is being properly accommodated, otherwise you may find yourself paying a lot of unintended and unnecessary costs.
Evaluate Your Maintenance Program
Maintenance is a huge cost for trucking companies, yet far too few put a focus on ensuring their maintenance program meets their needs. Why? Because many times fleet managers fall into the trap of only sending vehicles in for maintenance when a vehicle hits a certain mileage or when a certain date comes around and then vehicle breakdowns are handled in the moment. Handling maintenance this way costs fleets lots of money over time. If you are conducting periodic maintenance instead of preventative maintenance, you are doing it all wrong.
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So, now the question is, what should you look for? There are some short-term maintenance items you can focus on that will benefit you and prevent unwanted breakdowns:
- Tire Pressure and Tread Depth: Do you check your vehicle’s tire pressure every month? This should include trailer tires and spare tires as well. Also remember that that tire pressure drops during colder months.
- Tire Rotation: Depending on vehicle alignment, usage and other factors, the tread wear patterns will vary between the front and back tires. Rotating the tires will extend the service life of your tires by more evenly balancing tread wear as well as preventing noise and vibration issues.
- Oil and Filter: Ensuring fresh oil in a vehicle is not just for passenger cars. Ensuring timely changes of your oil and oil filter will give your vehicles a long life. Just consider how the vehicle is used and what the OEM recommends.
- Coolant: Ensure you check your coolant levels every few months, just remember that it should be done when the engine has been powered down and is cool.
- Air Filters: A properly functioning air filter will ensure air flow to your engine is regulated. You may also have air filter managing air flow in the cab. Want to keep your truck drivers happy? Ensure it is also replaced or cleaned when necessary.
- Lights: Whether it be headlights, turn signals, brake, or parking lights, make sure you are checking them every month. Turn headlights on while parked in front of a flat surface to see if they are well-positioned and working. Visually inspect both turn signals, parking, and brake lights.
Above all else, remember how important it is to get your truck drivers fully involved in your preventative maintenance program. It should not be a problem for them to perform basic vehicle inspections on a daily, weekly or monthly basis.
This way, they can also alert you when they spot anything amiss during inspections (such as tires that are getting worn down or an oil leak.) It can also be helpful to make it a habit for truck drivers to make a note of any strange noises while they’re driving or operation issues after each shift.
Once you start practicing preventive maintenance, you will see enhanced safety, longer equipment lifespan, increased productivity, reduced costs, and less energy consumption. What’s not to like about that? Join us in Part II of this series when we take a closer look at the other three factors in conducting your fleet’s “spring cleaning!”