How to Organize the Management of a Fleet of More Than 100 Vehicles?

The challenge of managing a large fleet is coordinating vehicles while maintaining a unified view of the entire fleet. It requires linking locally known information with the needs of the central manager.

For a fleet of 100 or more vehicles, the challenge is especially to keep data consistent despite the increase in stakeholders.

Furthermore, once the threshold of 100 vehicles is crossed, tax regulations change.

Large fleets face significant management challenges and must find the right tool to address them.

Centralizing Data

After a certain number of vehicles, it's no longer feasible to manually collect information directly from each vehicle. Similarly, companies with a substantial fleet that still require managers to personally contact each driver for upcoming maintenance or vehicle returns are losing a significant amount of time, often without realizing it!

Data needs to be centralized with a system that automates the collection of this information.

Managing a large fleet is done through automated processing of this information, for example, by generating alerts.

Which Key Metrics Should Not Be Overlooked When Managing Large Fleets?

The fleet won’t wait. Some deadlines are critical for safety or carry financial risks. Identify the tasks that take up a lot of your time; these will help you determine which features you need in a fleet management tool:

Fines: What percentage of fines end up being increased due to late payment?

There are now solutions available to save you time and prevent increased fines.

If more than 5% of your fines are still being increased, two factors could be at play:

1. Receiving the fine: You only receive fines in paper format, i.e., 35 days after the infraction. Alternatively, you collect fines online, but use a complex system that doesn't retrieve them automatically, so you only see them a few weeks later. That leaves you little time to process them before they are increased.
2. Validation steps and reporting: If the infraction has to pass through several decision makers, the process is inevitably slowed down. Likewise, if the reporting process is managed manually and is sensitive, it takes considerable time for the fleet manager and represents a financial risk.

OOVOOM Fleet instantly reports offenses! Reporting is done directly by the driver via the app, in one click. The manager can therefore ensure everything is handled, with zero manual action required.

Taxation: How much time does data collection for your accounting department take?

Key tax elements depend on strong fleet tracking and accurate inventory. However, the inventory of large fleets is often very challenging to maintain. Vehicles and drivers change frequently, and so do their statuses. When tracking is manual, the information available to fleet managers is rarely fully up to date. That’s why gathering information for tax management can become complicated for fleet managers.

A good fleet management software fixes this issue and makes it much easier to manage fleet taxation.

Deadlines and Actions: Are you actively looking for the tasks to perform for your vehicles?

Where is your information stored? In an Excel file with dates, in emails from drivers, or worse, in documents: lease agreements, vehicle registration cards...

If you have to manually look for tasks to perform across your fleet, your method poses a significant risk: every delay represents a potential safety issue or financial risk.

There’s a better approach: OOVOOM Fleet provides all the information in the form of alerts. All required tasks are listed for you, and you can assign them to drivers or other managers. These tasks are automatically followed up, and progress is tracked in the software or directly via their app. This way, the manager can monitor all important tasks for each vehicle without manually searching or managing each driver individually.

Which Tool Should You Use to Manage a Fleet of Over 100 Vehicles?

OOVOOM Fleet is a comprehensive fleet management tool that covers every aspect of your automotive fleet: tax, maintenance, contracts, telematics, fines, and more.

These features support an organization where local teams help with tracking and the central manager maintains an overall view. If you want to outsource fleet management, OOVOOM Fleet offers a dedicated management service by expert managers.

During a demonstration, present your fleet's specific challenges, your users, and your validation workflows to see which organization is the best fit.

Request a free demo of OOVOOM Fleet.

OOVOOM Fleet, for simplified fleet management!

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Explore the features and technical considerations not to overlook: How to write a specification sheet for choosing a fleet management software (features and criteria)? | Oovoom

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