The global pandemic has impacted every business around the globe. Disruptions to the supply chain and enterprises crumbling under the financial burden has created a ripple effect felt by everyone. Companies that use fleet vehicles to deliver their products or services are no exception.
Managing and maintaining fleet vehicles is complex at the best of times, but the events of 2020 have made the process even more difficult. Here are some helpful tips for maintaining fleet vehicles during the pandemic to ensure your business operates as smoothly as possible amidst the disruptions.
Prioritize Sanitization
The top priority when maintaining fleet vehicles during the pandemic is to ensure everything is properly sanitized to keep employees safe. Failure to address this concern puts your people at risk and can have debilitating financial impacts on the company. If the transmission of the virus is connected to your company, you could face hefty fines, costly downtime and damage to your reputation.
Sanitization protocols should take place at the end of each working day and between visits to external locations. For example, if you have workers using fleet vehicles to perform maintenance in other business buildings, it’s vital to ensure nothing comes back with the employee or is transmitted from one business to another.
Instruct your employees to sanitize their hands and wear gloves and masks as needed. It’s also beneficial to have antibacterial spray or wipes on hand to spray touch points both inside and outside the vehicle throughout the day.
At the end of a working day or when the fleet vehicle exchanges hands from one employee to another, a more thorough cleaning should be conducted. Invest in a high-quality car wash steamer to deep clean each vehicle every day. Explore the options for sanitizing sprays and detergents that will keep your fleet clean and healthy.
Minimize Transference
Try to minimize transference from one employee to another whenever possible. Now is the time to think about assigning one or two workers to a specific vehicle and keeping clear records for tracking purposes.
Consider whether it’s necessary to have two workers traveling in the same space. If so, work to “bubble” partners together rather than allowing interchangeability and schedule variances. This process might mean changing the schedule – an issue many businesses are already facing due to reduced hours.
Another approach to minimizing transference is scheduling downtime for fleet vehicles after they’ve been used. Some companies are cycling through vehicles to ensure each one is left untouched for up to 72 hours after use. This decision stems from the theory that the virus can survive on surfaces for a few days.
There’s no black and white answer on how to manage this issue in your unique operation. However, by minimizing transference you make the contact tracing process more manageable. The more work you do to minimize transference, the less the impact on your business if an employee or client tests positive.
Stay in Touch with Vendors
With many companies operating at reduced capacity, your vendors and suppliers may also have new protocols in place. If you use an external service for vehicle maintenance, stay in touch with them to get ahead of any changes and deadlines.
While garages and service centers are considered an essential business and remain operational during lockdown periods in most cases, there are still plenty of delays. Reduced staffing and social distancing requirements could limit the number of clients handled in a day. Staying in contact with your preferred maintenance provider could help get ahead of costly delays.
It’s also important to stay in touch with vendors throughout the supply chain. If you know that a part or product will be delayed, you can limit the impact on your fleet and adjust your scheduling.
Schedule Batch Maintenance
Another way to minimize the impact on your company and ensure everything gets taken care of is to schedule batch maintenance. Take a proactive approach by booking each vehicle in for preventative maintenance. Get things handled as efficiently as possible to minimize the impact on your fleet.
If you know a vehicle will require an oil change in a month but needs to go in for brakes now, do both. By getting ahead of routine maintenance, you mitigate delays and ensure the longevity of your fleet vehicle.
Implement Remote Management Programs
Working remotely is an effective way to stop the spread and keep business practices moving forward. However, this is a challenge for many companies that engage in hands-on work. Fortunately, managing and maintaining fleets can be conducted at least partially remotely.
Implement the proper tools to allow for remote fleet management. In most cases, simple communication tools go a long way. Using tracking software can streamline and centralize work orders, reports, and progress. This tool will limit the need for face-to-face communications and keep things moving smoothly. With cloud-based software, employees can file reports and updates from anywhere, including their home office.
Monitor the Money
Everyone is feeling the financial impacts of the global pandemic. If your company hasn’t already lost clients, it’s still a possibility in the future. With so much uncertainty, staying on top of the monetary aspect of fleet maintenance is also critical for business continuity.
While fleet maintenance is a common variable cost in a business, it’s essential to get granular during these unprecedented times. Consider whether it’s viable to look into other options for large repairs, such as scrapping or trading in vehicles that are no longer needed. You can also save on costs by cutting back on how many fleet vehicles are currently operational if your workload has lessened.
Using smart scheduling tools can help fleet managers cut back on daily operating expenses, such as fuel consumption. Planning routes and schedules to minimize the amount of fuel used will have an impact that lasts well after the pandemic has passed.
Set Clear Protocols
Ensure that key employees are well aware of the expectations surrounding cleanliness standards and work. Set clear protocols around vehicle inspection and sanitation expectations. Set up cleaning schedules and daily checks, and empower employees to take ownership of the process.
It’s also integral to outline the consequences of failing to meet expectations. The primary outcome of improper cleaning and maintenance protocols is a loss of job security. In an economy where millions of people are unemployed and have no prospects in their industry, it’s this result that makes an impact on employees.
Keep Updated on Local Regulations
Finally, be vigilant in staying updated on local regulations wherever your fleet travels. Depending on your location, the requirements could vary from zone to zone. Staying on top of updates will also indicate if your business will experience a lockdown or if you’re required to change your operational protocols.
Turn on notifications for local and regional updates to ensure your business is operating with the right information. This attention to detail will also ensure that you’re in compliance with local regulations, avoiding potential financial penalties.
Your region may also have exceptions put in place for motor vehicle inspections, registration, etc. If this is the case, you can offset those costs and focus on the work that needs to be done within your budget. There may also be relief programs to help manage the costs of leases and financing during lockdown periods.
Final Thoughts
Safety is the top priority when considering fleet maintenance and management during the pandemic. Give your employees what they need to get their jobs done while minimizing exposure to the virus. Taking a proactive approach will ensure your valuable human and capital assets are cared for during this troubling time.