Top 10 Tips When Choosing a Fleet System

  • The fleet industry is continually evolving and so should fleet software. A fleet’s chosen software provider must be able to deliver a highly sophisticated, modern, online system, and be fully focused on continuous product development and functionality improvements.
  • Acquiring a fleet management software system is not like buying a tin of beans off a supermarket shelf. Fleet decision-makers and their colleagues must feel comfortable forming a long-term business partnership with their chosen supplier to maximise operating efficiencies and support.
  • Do not buy a software system in the hope that it might do the job. Contact existing users of your preferred system; talk to them about the benefits and go to their offices to see the system operating in a real world environment.
  • Select a standard software system that can accommodate upgrades and new functionality from your chosen provider. If special fleet requirements must be met, your technology partner should be able to develop suitable modules to be added to the system. Bespoking a system restricts future developments.
  • Try to anticipate the long-term requirements of your software system and do not simply focus on today’s driver and vehicle allocation. Just as technology evolves so do organisations, thus selecting the ‘right’ fleet management system capable of reflecting future strategic change is critical.
  • Establish the business objectives that you want to achieve with your chosen fleet management system. Too often decision-makers are wowed by the ‘bells and whistles’ offered by the technology without consideration as to whether key objectives are met.
  • In establishing your immediate business objectives keep an open-mind as to how additional modules in the system - and future developments - may further improve fleet operations and administration. A good example is self-service driver and cost centre management.
  • Entering data into a fleet management software system is one thing, but accessing it effectively and efficiently is a different matter. Therefore, ensure that a system has a good report writer that enables data to be swiftly obtained for analysis and comprehensive report compilation for management.
  • Investigate the reputation and experience of your chosen fleet management software supplier. Analyse their existing customer portfolio and talk to existing system users; read case studies and press comment; and check if the company has won industry awards and independent recognition.
  • Select a software partner that is fully focused on fleet management system development, supply and aftersales support and is not a ‘bit part’ provider. Additionally, investigate the long-term viability of your preferred partner to enable tomorrow’s needs to be met.