The Basics of Fleet Management for Fleet Managers

March 29, 2023 Fleet managers perform a number of duties and responsibilities in order to keep a fleet well-maintained and operations running smoothly, not to mention getting shipments and your drivers to their destination and back in one piece.


What Exactly is Fleet Management?

Fleet management involves overseeing and creating processes and protocols so that all aspects of a company’s vehicle fleet are coordinated in such a way that ensures safety, productivity, and efficiency, while also maximizing profits and keeps running costs at manageable levels. It is a responsibility that evolves alongside new developments in technology and changes in the industries, making it essential for fleet managers to constantly be on the lookout for better practices and innovative solutions.


Fleet Manager Responsibilities

Given that there are many methods a fleet manager can employ to achieve those goals, here are a few specific tasks that fleet managers or supervisors typically have to do to effectively manage a fleet.

  • Planning and Vehicle Acquisition

    A fleet can’t function without vehicles. This involves acquiring vehicles based on an assessment of what best suits a company’s needs and deciding when to replace aging vehicles. Additionally, a fleet manager is also responsible for planning out the safest and most efficient route for shipments.

  • Fleet Maintenance and Fuel Management

    Proper maintenance on a regular basis is key to ensuring that a company is able to utilize each of its vehicles for as long as possible. Additionally, given the ever-rising fuel cost, it is in a company’s best interest to make the best of every drop of fuel. In this regard, a fleet manager must be aware of fuel usage, and keep track of fuel prices in order to adapt accordingly.

  • Driver Management

    Without well-trained and highly-skilled drivers, your shipments might not even get to their destination without problems. Therefore, a fleet manager is not only responsible for training and managing drivers to make sure that they are behaving in accordance with established safety protocols, but also making sure that seasoned drivers remain with the company through fair treatment, proper wages, and incentives.

  • Compliance with Government Regulations

    Fleet managers make sure that the fleet’s permits, licenses, and other paperwork are in order in accordance with the laws and regulations of the country that the company operates in to keep employees, the environment, and the general public safe.

  • Fleet Tracking and Data Management

    Knowledge is power, and in fleet management, data of all kinds roll off the pages every day. Location, trip date and time, idle time, fuel consumption, driver assignments, cargo information — when recorded and analyzed properly, this is the kind of information that can help point managers in the right direction when it comes to operational decisions. The more a fleet manager knows about the fleet, the easier a fleet manager can identify what works well and what can be improved.


How Technology Helps with Fleet Management 

Managing people, vehicles, and various forms of data can get overwhelming, but can be made easier with fleet management tools and software. As a fleet manager, you should be familiar with these basic yet essential tools.

  • GPS Tracking and Telematics

    This is arguably a fleet manager’s best friend as it gathers an endless stream of data from real-time traffic to the distance of the delivery, allowing a fleet manager to identify the optimal route.

  • Mobile Digital Video Recorder (MDVR)

    Knowing how drivers act on the job is key to making sure that they behave safely on the road keeping both civilians and your shipment safe. Additionally, in the event of an accident, rest assured you have solid evidence backing your and your driver’s accounts up.


Webcast’s NavX and TrackMe Suite offer fleet management solutions, designed to cater to your business’ needs with multiple use case options available. For more information, questions, or inquiries, visit

For The Basics of Fleet Management for Decision Makers, check out this article: Fleet Management: What You Need To Know Before Signing Off

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