Manage Drivers And Truck Maintenance

Drivers and Truck Maintenance

The basic essence of a truck management software is to help small and medium transportation businesses manage optimally two of their biggest assets – the drivers that are part of the human resources and the trucks that are part of your logistics. Two things that your transportation business needs to be properly aligned with and needs to be working in total sync with the overall business are – the drivers and the trucks that they drive.

Using a software system to oversee the working of both these parameters is the right way to ensure that your business is maximizing the resources present at hand. The human resource and the equipment – can be very well be maintained and operated using the right software management software.

Use of Truck Management System

Truck Maintenance System
1. To ensure higher productivity of your best assets – your drivers.

The software helps in the use of modern-day technology to facilitate keeping track of drivers who are constantly on the move. Use of the right truck management software can help you get live updates of the driver movement that throw light on where exactly he is, the location, how far or close he is to the committed timeline, is he driving safely, and more.

With such a close watch on your drivers, the drivers are going to put in their best knowing that they are being monitored constantly. They will be bound to communicate better with their managers and share their issues and problems in a more professional manner.

They are able to inform their managers about unexpected delays and issues on the road. Using this kind of software helps you and your managers work out an optimized preventive maintenance program. This helps you have a backup always on hand.

Fact that you are always up-to-date with where exactly your drivers are and how they are performing gives you peace of mind and helps develop a productive working environment.

2. It helps to maintain a set of safety standards of business

The software not only helps you define the standards but also helps you monitor and assess if the standards are being met by the drivers on the road or not. The software helps ensure that the overall business is compliant with the expected standards by authorities. Since non-compliance has grave consequences, you can ensure that you do not spend financially on unexpected safety-related compliances. and violations. 

One of the other benefits of truck management software is being able to control expenses like fuel. Fuel costs are one of the highest costs that a transporter has to face each day. Being able to manage it well and keep it under control is the objective of every transporter. One of the worst nightmares of a transporter is about fuel thefts. With an integrated truck management software system, you can track the vehicle in real-time and also keep track of fuel consumption. This is the best way to optimize and maximize the fuel economy of the business.

These are the different aspects or features that the right truck management software will help manage a transportation business. Discussed here are a few of the major ones.

1. Driver Salary

With the best driver management software system, you can now have the exact hours of work of each individual truck driver – a detailed report of the days, the journeys, the destinations, the leaves, and without-pay leaves are all readily available with the HR department helping them calculate the driver’s salary with accuracy. Implementation of the software system removes all kinds of disparities and ambiguities from the driver’s end as well as from the company’s end. This creates a better understanding and makes the process more professional. At the end of the month, the software system helps with the calculation of the salaries, overtime, and pay-outs with precision.

2. Driver Food

Since the driver and the helper are on the road, they stop over for food and refreshment on the way. In the absence of an automated system, the reimbursements for food and stop-overs would typically be done depending on the bills and the proof of that was produced by the driver.

However, there was always a chance that the driver missed out filling in for reimbursements or that he used fake bills. With an automated system. chances of filling in fake bills are minimized because the reimbursement requests are all entered into the system and processed via the software.

Also, the system can be customized to notify the drivers that they are reimbursement requests are pending and they need to fill the same up for processing. The use of a software system helps streamline the process of payments to drivers and helpers.

3. Truck Maintenance

A properly customized lorry management software will help the manager and the owner always stay on the top of their business. How? Truck wash usually needs to be done as per a schedule. With hundreds of trucks in the inventory, it is manually difficult to keep track of when a truck went for a wash last time and when is the next one due.

In order to keep tracking properly manually, you would need to hire a resource who would just do this. Larger the inventory, more resources you would require to manage the wash. With an automated system, you can track this within minutes. One query, one simple click and you will have an exhaustive list on your screen.

4. Replacement of spare parts

Another aspect of truck maintenance is the replacement of parts and procuring spare parts. Again, this is a task that can become really cumbersome if done manually. With a software system, all this can be managed really easily, smoothly and fast.

With the help of the transport management software, it is possible to keep a check in the real-time on which truck had a part replaced last, which had gone in for repair, how many spare parts are there in the inventory, which part is being regularly replaced, which truck is requiring regular replacement of parts and so on. Queries can be customized; reports can be generated for analysis and evaluation helping the top management with enhanced decision making.

5. Fuel consumption tracking

Another aspect of truck maintenance is the replacement of parts and procuring spare parts. Again, this is a task that can become really cumbersome if done manually. With a software system, all this can be managed really easily, smoothly and fast.

With the help of the transport management software, it is possible to keep a check in the real-time on which truck had a part replaced last, which had gone in for repair, how many spare parts are there in the inventory, which part is being regularly replaced, which truck is requiring regular replacement of parts and so on. Queries can be customized; reports can be generated for analysis and evaluation helping the top management with enhanced decision making.

6. Truck insurance

As important elements of your transportation business, renewing truck insurance and getting the documents ready for submission is an important job. While manually it needed dedicated staff to get things done, with an automated system it is really easy to manage this aspect of your business.

Reminders and alerts could be set in place, notifications sent to relevant officials as the time nears and customized reports can be extracted from the system that helps the business work in a professional manner to be compliant, keep assets working optimally and keep a check on the performance of your key assets.

Features

  • Ensure that you go in for a software system that is cloud-based. The advantage of a cloud-based system is that you can access data and records round-the-clock and from any place on the Earth. It gives you unique flexibility in your work and also control of a different dimension.
  • With a cloud-based software system, there are no major aspects related to the installation or updates or maintenance of the program. Everything is managed by the service provider. In fact, with such a system there are minimal hardware-related costs too that help saves on implementation costs.
  • Ensure that your software development company offers a customized software system that can be personalized as per your distinct business requirements. All businesses are managed differently and every single commercial entity has its own exclusive way of operation. Hence, a generic transport management software system may not prove profitable for all transporters. A system that is adaptable and customizable will work in the best interest of your business.
  • Ensure that the software development company offers outright technical support pre and post-installation. It also provides for the necessary hands-on training to your end-users and personnel so that your manual processes can be automated without resistance and any glitch.

Incorporating the right transport management software can be a source of great mental peace and used for maximizing profits, if and only if, an accurate and a business-specific system is used.