It’s a catch 22. Companies that often stand to gain the most from fleet maintenance software argue that they are too busy or it’s too slow to put in a system in place.
Is there really a good or bad time to implement fleet maintenance software? It comes down to a desire to streamline your equipment maintenance log, get better reporting, save time and money, and a commitment to do so. Oddly, when times are busy, it is probably the best time to assess your needs. Lessons learned from the busy times can sometimes be lost and forgotten during the slow times.
This initial phase of your planning doesn’t have to be fancy. Just make some rough notes to jog your memory.
Later, make a list of the features you need from your notes and reference your fleet maintenance spreadsheet for key tracking information. Some features to look for and consider are:
Maintenance planning and scheduling
Ad-hoc Maintenance reminders
Flexible drill down reporting
Customizable forms and reports
Odometer and hours meter tracking
Choosing the Right Fleet Maintenance Software
For small companies who often have limited access to IT resources, cloud- based systems make the most sense as they are more cost effective to use and require virtually no IT administration to maintain. Choose software that’s easy to use, flexible, and has an abundance of useful reports.
The software vendor should also have a proven track record, with references, a straightforward implementation plan as well as support included in the price, and a willingness to work closely with you to put a maintenance process in place that accommodates your operation, with staff training built in.
The ability to import existing fleet and address book data from your fleet maintenance spreadsheet and/or SAGE Simply Accounting can save hours of data entry and make getting up and running much quicker.
How long it will take to implement will largely depend on the software supplier you choose. Most installations generally take between 6 and 8 weeks. Some, including Fleet Harmony’s Cloud Fleet Management Software, can be implemented in as little as a week.
Steer clear of any fleet maintenance software provider that claims everything is “easy”.
The majority of successful software implementations, not just fleet and equipment maintenance software, almost always has a single person delegated as the project’s lead with authorization to make decisions. Avoid choosing a senior manager unless they are very well organized and delegate well. Otherwise, you run the risk of the project floundering and not getting completed.
Be sure to involve your staff to make them feel included and part of the process, and make it much easier for them to buy into the system.
Ready to begin and have questions? Contact us.