- Flexibility - Organisations can use commercial providers to meet fluctuating demand requirements.
- No Size Constraint – Organisations that may only use transport infrequently, or only transport small quantities of goods or people and may not need self-managed vehicles on hand at all times.
- Cost – Third-party transporters will have virtually no start-up costs, and the transporter may be able to offer a more cost-effective and a more efficient service.
- Complexity – The administration of vehicles and drivers is no longer the responsibility of the organisation, allowing the administration teams of the organisation to focus on other areas.
Following this logic, vehicle fleet management can also be looked at as several work streams that are simultaneously executed by one or several people:
- Managing Vehicles: - Ensuring vehicles are available and fit for purpose, performing regular checks, maintenance and repairs, administrative clearances, etc.
- Managing Drivers :- Ensuring drivers are available and fit for purpose, organising the roster, providing training, sharing relevant information, obtaining medical clearance, etc.
- Managing Users: - Ensuring that the users can access the fleet services in a timely and safe manner. It is translated in understanding their This includes understanding user needs and dealing with requests, allocating the pertinent resources, providing the required information for the movement to be duly accomplished and collecting feedback on the service provision.
- Managing Movements: - Ensuring that movements are achieved satisfactorily, organising movements according to the needs expressed needs and by users, monitoring of movements to ensure they are performed according to the plan, and the ensuring standard working and security procedures.
Managing fleet and workflows can help define a typical set of roles and responsibilities of for different parties. Combining or dividing tasks between one or several profiles will depend on the scale of the fleet, the intensity of its use and the given operational context. In a field office with a fleet of 1 to 6 vehicles and an outsourced garage, one single person could supervise all workflows and a team of 6 to 8 drivers. If the number of vehicles and drivers is significantly larger or the mechanical garage used to service the vehicles is self-managed by the agenciesagency, new and specialised profiles could be added to the team.
Typical roles and responsibilities when it comes to in vehicle fleet management might include: