Keeping your vehicle fleet on the road means that your business is keeping customers happy. Whether you are picking up raw products to make into something else or transferring tools to another workspace, you need your business fleet in top shape. Proper maintenance, consistent vehicle choices, and a good scrub can do a great deal to show your brand in a good light.
Your Fleet Vehicles Offer the First Impression
Dirty vehicles say a lot about a business. If you are in a drought and there is a restriction on washing vehicles, find out the days to use water and wash as many as you can at the carwash. Set up a vehicle washing checklist for washing on-site if you cannot get to the carwash.
While it is not a good idea to allow employees to make mechanical changes to your fleet vehicles, you may be able to put some employees to work vacuuming, washing, and wiping down your vehicle fleet. Even if waxing is not an option, keeping your fleet well-washed is a terrific way to get your logo out into the region and show off the pride you take in your work.
The color of vehicles you choose is also worth considering. While most work vans are white, businesses that have white colors in their logo may either change up their vehicle logo or consider painting the vans before adding the logo. If your business is in any way vehicle related, or if you take your van to special public events as part of your business promos, the paint job may be a good investment.
Maintain by the Calendar
Set up calendar reminders for as much maintenance as possible, and have your office staff set up these maintenance appointments. When possible, get your vehicle dropped off in a secured lot the night before so it can be addressed first thing and ready to go as quickly as possible the next day. Mileage-related maintenance is too easy to miss and some seasonal changes, such as oil and coolant, are closely tied to temperature.
Unless you have hired a certified vehicle technician, do not allow your employees to do regular maintenance or top-offs. Not knowing what you are doing under the hood of a car can be fatal if the engine is running and painful if the vehicle is off. One steaming radiator can badly injure an employee who does not have vehicle know-how. Even filling tires is very dangerous if you are not properly trained.
Worse, a volunteer mechanic may make changes that they think is helping when they are actually doing more damage. If the oil in a vehicle is low, you need to do more than just top it off. If anti-freeze is low, adding plain water can lead to a lot of damage when cold weather hits. The wrong fluid in the wrong reservoir or opening can be extremely dangerous.
Track Mileage
Talk to your accountant about the most logical way to track mileage for the tax write-off. It is also a good time for a conversation with your insurance provider. There are risks to keeping a vehicle with high mileage on the road in terms of your liability.
As noted above, you can save a lot of unneeded worry and stress by maintaining your fleet of vehicles by the calendar. However, your mechanic may stick to the mileage requirement for some repairs and upgrades. Add these reminders to the mileage log on a post-it, and require your employees to move that post-it as they fill up the log until the mileage is met. Missed maintenance can lead to dangerous conditions and expensive repairs. Your drivers are the first line of defense for your fleet vehicles.
Make, Model, and Manufacturer
If you have a particular vehicle, make, and model that you prefer to work with, keep an eye out for these used vehicles across the nation. Paying for car shipping to a local dealership once it has been checked out by a mechanic at the source can help you build a solid business fleet for a small amount of money.
Consider also looking for a few smaller vehicles to keep gas prices down. For example, if you are a greenhouse owner who needs to transport flowers and plants in a refrigerated truck most of the time but occasionally needs to move smaller loads, an electric cooler in a minivan can save a lot of fuel.
Another option for smaller deliveries and items that you need to keep cool is to work with a trustworthy local courier to add an electric cooler or 12-volt refrigerator to their vehicle. You may have to guarantee them some work to justify the cost, but if a smaller vehicle does not work for your fleet requirements, a courier who can fill in can save a lot of diesel or gas.
Paperwork
The folks who drive for you need access to gas cards and a spot to store receipts. A simple clipboard with a storage bin can give your employees the space to keep all of this documentation.
Work with your accounts payable team to get in the habit of weekly reviews. Cataloging employee gas receipts and mileage, vehicle condition, and any damages or repairs better equips you to address issues within your business fleet.
A gas card that your accounts payable clerk can log into and track gas receipts by the project will make your billing process much simpler and reduce the risk of lost receipts. To that end, make sure your drivers have the time at the end of their workday to come back to the shop and drop off this data.
If your accounts payable team is also in charge of other projects and you have multiple drivers, consider assigning each driver a particular day when he/she can drop off his/her receipts. Letting your accounts payable team track card usage and mileage one driver at a time will lower the risk of error or receipt loss.
Final Comments
Your vehicle fleet is often the front page of your business. The condition of your fleet and the courtesy of your drivers can contribute to or detract from your reputation. Keeping everything in tip-top shape will keep your business fleet and overall business running smoothly.
