How to decide whether to digitize fleet management and field services in four steps
If your activity has grown in the volume of services to be performed and you do not want to increase your fleet or if your typical customer has become more and more demanding and has a greater need for timely information, security and reliability, it is possible that the way in which you are managing your fleet and the services you perform in the field is no longer enough.
You may also be seeing a change in your company’s human resources, with greater rotation of drivers and office staff, which can lead to less knowledge of the locations, customers and services to be performed, making it difficult to carry out good planning and timely fulfillment of the execution deadlines to which you have committed.
These are just some of the challenges that companies, large or small, all over the world, are facing as they adapt to market changes, which force them to adapt their operations to increasingly demanding customers.
It is even possible that you are already using a GPS vehicle tracking system and is able to communicate with drivers by voice and messages, but you feel that you must introduce changes in the processes to satisfy requests, eliminate paper and digitize the entire information process exchanged between employees inside and outside the office who use the fleet to perform the services.
However, how to get started? Is the process of digitization the solution for your operation?
To help assess and identify the tools of activity management you need, we suggest you reflect on these four key points:
1. Analysis of means: vehicles and employees
Can you analyze the data of the services performed by employee / vehicle, kilometers traveled, vehicle maintenance costs, type of driving performed? The initial image with the data you have is a good starting point for improving the use of the fleet, reducing the kilometers travelled, carrying out more services with the same number of vehicles or reducing the number of vehicles needed. It will also serve to analyze what data you should know and the effort you are currently making to determine these values.
2. Analysis of forms and requested information
The digital filling of forms is one of the main tasks we develop in digitizing the activities of employees in the field. Paper forms disappear and all information is collected directly in digital format, eliminating errors and time spent later on entering data into the systems by the staff in the office.
3. Analysis of the information needed
on the one hand from the employee to perform the service and on the other hand, from the customer, to know at all times the information relevant to him.
For the correct execution of the service, the employee must receive the service orders with all the information necessary for their execution. The fact of being able to indicate the exact moment of the end of the service, allows to control the execution times and to initiate more quickly the processes of invoicing to the client. In turn, analyzing the data that must be collected at the time the service is performed helps to quantify the benefits of collecting data on site.
4. Analysis of routes
Unforeseen, extraordinary, recurrent or fixed, whatever the way in which they organize the execution of services on the ground, the analysis of data collected from the activity performed, together with planning optimization tools, improves the teams’ productivity.
These analyzes will serve as a basis for reflection to be able to determine the benefits you can derive from the digitization of your activity in the field. Tecmic’s experience of over 30 years in this area can help you in this process and find the best solution for you. We develop our systems according to the activities carried out by our customers, so that the digitization of their processes results in real productivity gains.
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