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Small Business Fleet Management - 5 Easy Ways to Save Time and Money

Posted by Wilmar, Inc.


Running a small business is tough enough without wasting time and money on fleet management. But with just a few simple changes, you can streamline your transportation operations and free up resources for the important stuff - like growing your business. In this article, we'll walk through five easy ways to start saving time and money when it comes to managing your company vehicles. From choosing the right tech tools to optimizing routes and maintenance schedules, these actionable tips will help you run an efficient, cost-effective fleet.

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With a little planning and effort upfront, you can make your fleet a well-oiled machine that saves you time, hassle, and hard-earned cash. Read on to start putting these quick and practical strategies to work for your small business today.

Optimize Routes and Schedules

Optimizing your delivery routes and schedules is one of the easiest ways to improve efficiency and cut costs. Map out each driver's stops and look for ways to shorten routes. Maybe certain customers can be combined into one route. Or you can adjust the order of stops so drivers aren't crisscrossing the city.

Use route planning software

Route planning software can help determine the most efficient routes based on traffic and road conditions. Many are designed specifically for commercial fleets and integrate with your scheduling and dispatch systems. The time savings can really add up over the course of a week or month.

Review driver schedules

If your delivery schedules seem inefficient, it may be time for an overhaul. Look for ways to avoid overtime and make sure drivers have adequate time for breaks and lunches. You may need to adjust customer pick-up or delivery windows. It can be inconvenient in the short term, but optimizing schedules will save money and prevent burnout over the long run.

By analyzing your routes and fine-tuning schedules, you can optimize your fleet management. Your drivers will be able to accomplish more in less time, and your bottom line will benefit from reduced labor and fuel costs. Satisfied customers and employees are an added bonus! With some adjustments, you'll gain efficiency and productivity in no time.

Invest in Telematics and GPS Tracking

Having visibility into your fleet operations can help reduce costs and maximize efficiency. Installing telematics systems with GPS tracking in your vehicles gives you an instant overview of where all your vehicles are, how they're being used, and how your drivers are behaving.###

You'll get alerts if a vehicle goes outside a designated area so you can make sure drivers stay on schedule and on route. See in real-time if a driver is speeding or idling excessively so you can correct the behavior and improve fuel economy.

With historical reporting, you can look for patterns to optimize routes and ensure maximum productivity. You may find some vehicles are underutilized while others frequently go into overtime. Adjust as needed to level out workloads and control expenses.

Many telematics systems also provide maintenance monitoring to automatically track mileage, engine hours, and service intervals so you get reminders when vehicles are due for service. This helps avoid missed maintenance which can lead to expensive repairs down the road.

While telematics systems do require an upfront investment, the potential cost savings in improved fleet management, reduced fuel usage, optimized maintenance, and minimized over time can yield a quick ROI. For small fleets on a budget, even a basic GPS fleet tracking system can provide valuable insights into how to streamline operations and lower costs. Keeping close tabs on your vehicles and drivers is an easy way to drive big savings.

Implement a Vehicle Maintenance Program

To keep your fleet running efficiently and avoid expensive repair costs, implement a regular vehicle maintenance program. Work with your fleet management software or service to set up reminders for routine maintenance like oil changes, tire rotations, brake inspections based on your vehicles’ mileage. ###Stick to the recommended schedules in your owners’ manuals.

It may seem like an extra hassle, but preventative maintenance pays off in the long run. Little problems can turn into big issues if left unaddressed. By catching things early, you’ll minimize downtime and keep your vehicles out on the road where they need to be. You’ll also boost resale value when it comes time to replace vehicles.

Designate someone on your team to oversee the program and make sure all service alerts are addressed promptly. They should keep detailed records of any maintenance or repair work done for each vehicle. These records will come in handy if you need to review costs or identify recurring issues.

You may be able to save money by using a preferred service provider that offers discounts for routine fleet services. Shop around at a few local options to compare the quality of work and pricing. See if they offer additional perks like free loaner vehicles, shuttle service, or pickup/delivery.

Keeping your fleet in shape does require an investment of time and money upfront. But with a well-managed maintenance program, you’ll avoid costly emergency repairs, keep your vehicles running safely for more miles, and your drivers and customers happy. Your fleet and your bottom line will both benefit from the effort.


You may think fleet management is too complicated or expensive for your small business. But with just a few easy changes, you can save tons of time, money, and headaches. Start implementing one new tip each month. Before you know it, you'll have an efficient system to keep your fleet running smoothly. Who knows, you may even find you enjoy taking control of this part of your business! With some strategic planning and smart technology, fleet management doesn't have to be a chore. You've got this.  Contact us here at Wilmar for a no-cost consultation for your company.

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Topics: Fleet Management


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