Why change from a manual fleet management system to a digital one

In this post we will give the reasons why it is worthwhile- and much- to change from a manual to a digital Vehicle Tracking software.

Automation of work in the office- Automating tasks is the best way to avoid human errors. For example, vehicle maintenance tasks can be automated, tachograph data can be downloaded and stored automatically, etc.

Real-time location of vehicles- Automatically, no need to call the driver to find out if situation. The fleet management technology allows to see on a map, in real time, the exact location of the vehicles.

Supervision of the driving style with real data- It is possible to know how vehicles are being driven, with real data on driving style, based on the detection of sudden manoeuvres, braking, speeding or idle time. In this way, training programs can be established to improve the driving style of the fleet and take advantage of responsible driving: fuel savings, less vehicle wear, reduced emissions and improved safety. The most modern solutions even offer real-time advice to drivers.

Choose the most appropriate route- the driver can have access at all times to the best routes to their destination, with traffic information in real time, to avoid traffic jams and always arrive on time. The manager, for his part, can plan the best routes in advance, taking into account, for example, the size and weight of the vehicle or the stops that must be made during the journey. This not only reduces mileage and associated costs, but also ensures customer satisfaction.

Integration with other back office systems- Modern GPS Tracking Solutions allow seamless integration with the technological systems available to the client, such as CRM, billing, etc. And you can even develop customized applications for drivers, in order to improve their day-to-day work.

What are the main reasons why you should no longer use manual solutions when managing your fleet? Why should you switch to automation and help with technology?

We detail some of these reasons:

  1. More paperwork and documents

If you only use paper and digital documents, such as spreadsheets, to record your fleet activity rather than a technological solution, you will only increase the amount of paper passing through your business and therefore the time spent processing this data.

  1. No visibility on the costs and processes of the company

Your spreadsheet probably contains only partial information (relative subjective) on the activity and the costs of your fleet, as the recordings were made by an employee without using geolocation or technology. This is a pretty dangerous practice because it can lead to erroneous assumptions about the status of your fleet that can lead to bad strategic decisions.

  1. Difficulty sharing data

If you use manual methods, it can be difficult to share data among your team or to specify who has access to which data. Apart from this, the data can be encoded by an individual in such a way that they are not necessarily understandable by colleagues.

  1. Difficulty in identifying the necessary progress

By manually collecting data, errors are more likely to occur due to poor data entry or outdated data. In this way, it is difficult to see what the potential improvements of your fleet are.

  1. Poor quality of fleet data

Again, errors in data entry, the inability to provide current data or the delay in entering this data due to this tedious task can affect the quality of your data and fleet indicators.