5 Components of Fleet Preventive Maintenance

A strong, sustainable preventive maintenance schedule is achievable with fleet management software. Keeping your fleet well-maintained not only maximizes uptime and lengthens vehicle lifespan, but also ensures the safety of your assets on the road. 

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Fleet Preventive Maintenance Best Practices

Implementing a fleet preventive maintenance schedule is one thing; sticking to it is another. The best preventive maintenance schedule is one that is sustainable for your team.

Many fleets still use paper work orders and spreadsheets to manage their PM, which can be inefficient and cause vehicles to miss routine maintenance. Many fleet preventive maintenance schedules fall apart due to disorganization, leading to downtime and costly repairs.

Fleet management software streamlines preventive maintenance scheduling to track and manage repairs and enables you to set service reminders. An organized PM system ensures your vehicles are safe and road-ready.

Leveraging software to manage maintenance also provides insight into the future health of your assets. Having an aggregate service history available at the click of a button enables you to predict future service needs and costs.

While you may have a fleet preventive maintenance schedule in place, check out these components of a highly effective preventive maintenance schedule to see how software can help you increase efficiencies.

1. Set Service Reminders Based on Odometer Updates

Most fleet preventive maintenance schedules are based around mileage and hour intervals, so fleet managers rely heavily on odometer readings to manage maintenance.

Because many fleets still use paper processes, most drivers can only provide odometer readings when they return to the office. This means managers are receiving infrequent, and sometimes inaccurate, odometer updates.

With fleet management software, you receive recurring, accurate odometer updates to help automate service reminders. Instead of hunting down drivers and manually tracking when service is due, you can avoid the information bottleneck and start service on time.

Drivers update odometer readings through a mobile app, or you can integrate your telematics system into fleet management software to receive automatic updates in real-time. 

From accurate odometer readings, your fleet can adhere to routine preventive maintenance, set service schedules in your maintenance software and receive reminders based on odometer updates. Never miss an oil change again!

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2. Take Advantage of Inspection Results

While setting service reminders guarantees your assets receive regular service, sometimes issues arise ahead of schedule. Routine inspections, like Daily Vehicle Inspection Reports (DVIR), are critical, and leveraging Electronic DVIR (eDVIR) provides even more efficiency in your maintenance program.

Small issues in your inspections that go unrepaired can lead to greater issues in the long run. Leveraging inspections in your fleet preventive maintenance process allows your drivers to communicate vehicle issues efficiently and expedite the maintenance process. 

Conducting inspections in fleet management software provides a quick, paperless way for drivers to perform inspections. Work orders are automatically created based on inspection failures, ensuring issues don’t go unnoticed.

Tracking inspection results can also provide you with crucial insight into your fleet’s health. When you have inspection data in a central location, you can easily track common issues across vehicles to make data-driven decisions regarding future maintenance.

3. Expedite Maintenance with Mobile Work Orders 

As we mentioned, leveraging inspection results can have a positive impact on your fleet preventive maintenance process. That said, paper systems often create communication gaps that cause a backlog of work orders. 

Fleet preventive maintenance software automatically generates mobile work orders to help you plan, schedule and carry out maintenance tasks. When an inspection item fails, a work order is created, so preventive maintenance can begin quickly.

Creating work orders based on inspection items as well as engine and hour intervals enables you to take a proactive stance on maintenance. Having a way to view inspection results, work orders and maintenance progress in one place ensures the effectiveness and sustainability of your preventive maintenance PM schedule. 

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4. Streamline Third-Party Repairs

Many organizations outsource their fleet preventive maintenance to third-party shops. While this is a cost-effective solution for most fleets, communication issues can arise when outsourcing maintenance to external vendors without an efficient process.

Managing third-party maintenance through fleet management software streamlines approvals, work orders and billing. Maintenance Shop Integration reduces downtime by sending fleet managers notifications to approve or reject maintenance as soon as vehicles get to the shop.

With fleet management software, you can automate approvals at your usual shops up to a certain dollar amount, so your drivers can bring vehicles into the shop for fleet preventive maintenance and get back on the road quickly.

Maintenance Shop Integration uploads all service information into your fleet management software, allowing you to view the status of maintenance tasks, view service history and get a better understanding of your fleet’s total cost.

5. Use Fleet Reports to Forecast Future Preventive Maintenance

Taking a proactive stance on fleet preventive maintenance doesn’t end with creating and sticking to service reminders. To have the most effective preventive maintenance program, it’s important to regularly track and measure your assets.

Fleet management software tracks asset utilization and daily average usage to forecast future service reminders. Fleet managers receive notifications based on when a vehicle is predicted to need service. Notifications can be customized by vehicle type to keep your assets organized.

Measuring fleet preventive maintenance is easy when all of your fleet’s data is in one central location. By measuring your preventive maintenance performance through fleet reports, you can be sure your fleet avoids downtime and unnecessary expenses. 


Fleetio helps keep your preventive maintenance schedule on track! Schedule a demo or start a free trial today!


Laura Flowers

Content Marketing Specialist

Laura Flowers is the Content Marketing Specialist at Fleetio. When she’s not blogging, you can find her reading on the couch with her cat or in the studio tap dancing.

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