Fleet organisation - symbiosis of people & technology
Especially with larger fleets, management is crucial. If the software is unsuitable and the division of tasks is not target-oriented, chaos can quickly ensue. In order for everything to run smoothly, well-rehearsed mechanisms are needed that also take effect in unplanned situations. In most cases, the basis for success consists of an interplay of human and technical components.
Farsightedness is required
One of the central tasks of a fleet manager is to plan and use the fleet as sustainably as possible. This includes not only the integration of electric vehicles, but especially the cost-efficient use of the fleet. Fleet organisation does not end with simply ensuring mobility today, but also includes that of tomorrow.
Step by step to the ideal organisation
The vehicle fleet is usually managed by trained personnel who are based in the Human Resources or Mobility departments, for example. Many companies have already placed fleet organisation in the sustainability department. To ensure that company vehicles both fulfil a certain purpose and have a representative effect, fleet managers should proceed step by step:
The following points must be covered
Procurement of the right vehicles
It makes a difference whether the managing director of an international company shows up for appointments in a well-kept SUV or in an old compact car. Of course, this does not mean that every employee has to drive the latest sports car, but the car should fit the position. And not only visually, but also functionally. A pick-up truck with high fuel consumption may not be suitable for a representative who only travels in the city.
In addition, the fleet offers a good opportunity to immerse oneself in the world of electromobility. For many companies, it makes sense to convert at least part of the fleet to e-models. Often, the company car also serves as a fringe benefit - as additional motivation. Often the future drivers are already involved in the procurement process and can express one or two wishes - for example regarding equipment.
Distribute use optimally
In order to operate the fleet sustainably, it is worthwhile not to base procurement on "heads" but on utilisation. Many fleets operate according to the principle "number of employees = number of company vehicles" and this means long idle times if the cars are rarely driven. In most cases, it pays to use fleet information systems (for example FIS or the PB Fleet App) that distribute the use in the best possible way. In this way, you save vehicles and thus costs.
Responding to the wishes of the employees
One of the most important concerns of management is employee satisfaction. Happy employees are more likely to stay with the company and perform better than dissatisfied employees. The private use of company cars also plays an important role - after all, it is a monetary benefit for the employee. To allow employees to use the company car outside of working hours, a so-called company car transfer agreement is usually concluded. This agreement can greatly improve the employee's quality of life and is often accompanied by a promotion or hiring.
Sufficient coordination of recurring tasks
Within the framework of fleet management, the safety of the drivers is of utmost importance. For this reason, there are some regular To Do's that have to be carried out. These include, for example, service & maintenance, tyre management, tank and load handling and cleaning of the vehicles. Even if there is software that reminds you of regular service appointments, there needs to be the human component that takes care of the coordination. Ideally, the to-dos should be distributed among several employees depending on the size of the fleet, so that the entire burden is not placed on one person. This minimises errors and pressure at the same time.
Use of sophisticated software
To ensure that the fleet runs satisfactorily for all stakeholders, it is advisable to use fleet information systems. In the case of Porsche Bank, it is FIS that supports the fleet managers in their daily work. It not only provides real-time information on data such as fuel consumption, route planning and more, but also when the size of the fleet is about to be expanded or reduced. In the end, an economically and ecologically balanced fleet should be operated that guarantees sustainable mobility.
