How To Start A Fleet Preventative Maintenance Program
Posted May 23, 2016 by admin
Benefits of a Fleet PM Program
As a Fleet Manager, you’re always looking for ways to stay within budget and improve the efficiency of your fleet. Maybe you’ve recently made upgrades or purchased brand new vehicles in an effort to make your fleet more efficient and keep vehicles on the road and out of the shop. But have you considered the fact that implementing a preventative maintenance program can lower a fleet’s total operating costs, as well as decrease the number of breakdowns and trips to the shop?
Having an established fleet PM program seems like a no-brainer, but if you’re new to the job you might be surprised at how many fleets go without one. If you want to operate efficiently and stay within budget on parts and repair, then being proactive with your fleet vehicles is key. Here are a few guidelines that can help you start a preventative maintenance program for your fleet.
How to Start a Fleet Preventative Maintenance Program (PM)
- Inspect and Document
If your fleet has never had a preventative maintenance program in place or if you have one but it needs updating, you’ll want to start by inspecting every single vehicle. Look for signs of wear and tear, conduct in-depth inspections to see if any parts have been repaired or replaced, and document everything you find.
This first step is somewhat time consuming but is crucial to understanding the current state of your fleet and knowing what issues you may run into in the future with each vehicle. This is also the time to change all fluids and document current mileage, the age of the vehicle, and the total hours that it has been operated.
- Create a System
There are many options for fleet maintenance software available today. Simply google “fleet maintenance software” and you’ll find plenty of options. However, creating a maintenance system and schedule doesn’t have to be complicated or cost a lot of extra money. Consider recording all of the information you need in an Excel spreadsheet or Google Docs if purchasing a software program is not in the budget.
Use your spreadsheet and calendar to tentatively schedule when each vehicle and piece of equipment in your fleet is due for maintenance. Make sure to reference each vehicle’s inspection and maintenance schedule as recommended in the OEM manual. Having a documented system and calendar in place will allow you to keep on top of things.
- Set Up Alerts
No matter what system you choose to implement for tracking and scheduling your fleet’s maintenance, you’ll want to set up alerts and reminders for every vehicle. This can be done through email notifications, by adding calendar notifications, or some other alert system that works for you.
Each fleet’s maintenance needs will be unique depending on the type of work, type of vehicle, and environment. Having alerts that remind you when each vehicle is due for maintenance will make your job much easier and take the pressure off of you needing to remember each vehicle’s schedule.
- Involve Drivers
Although you’re the fleet manager and the one responsible for the PM, it’s still important to share this new system with your drivers and get their buy in. If you explain why you’re implementing the program and create open communication about maintenance needs, you’ll be more likely to have their cooperation down the road.
It’s also good to introduce drivers to your mechanics so that everyone is familiar with and trusts one another. If something goes wrong on their vehicle, they may be more likely to notify you or the mechanic in a timely manner if they know who to reach out to.
PM Programs for fleets are really no different than PM for individual vehicles, except there is a lot more to keep track of. If you follow the steps we outlined above to get started, you’ll be on your way to establishing a well thought out and operated maintenance program which will save your fleet money in the long run.
If you’re looking for mechanic or shop to be your fleet maintenance partner, Smith Springs is ready to help. We perform fleet inspection and repair on springs and suspension for a variety of fleets in different industries. Contact us today to learn how we can help keep your fleet operating with proper care and maintenance.