Simon Pavey, Author at Fuel Card Services

Man with tablet displaying data in front of fleet of vans

10 ways of effectively managing your fleet

Posted on 3rd February 2021 | by Simon Pavey

Fleet managers have to balance a wide range of issues. Planning routes, scheduling maintenance, working out expenses and ensuring regulations are followed, all place pressure on these professionals’ time. This is not to mention the constant demands to keep productivity high and costs low.

However, there are a few steps you can take to make your job more efficient and deliver the best results for the business. With the help of a good fleet management system, you can ensure all your drivers and vehicles are operating to their full potential, tackle issues before they turn into major problems, and cut costs.

Here are ten things you should therefore be doing to make the most of your assets.

1. Access real-time information

The first thing any fleet manager needs in order to work effectively is full visibility into their cars, vans and drivers. This means having access to real-time data that can show them at a glance the location of every vehicle and employee, what their status is and if there are any issues.

To do this, you’ll need an effective telematics system. This connects to a vehicle’s computer and uses a range of sensors to give information on everything from its location and speed to driver inputs. This can be fed constantly back to base via mobile networks or even satellites. As a result, fleet managers are always up-to-date.

Real-time data is also essential for many of the below solutions, so if you don’t have it you’ll be working with one hand tied behind your back.

2. Implement GPS tracking

A key part of any real-time information solution will be instant details of your fleet’s locations via GPS. This can be vital if you need to dispatch an employee to a certain destination, as you can see at a glance who is available and best-positioned to respond.

However, it can also be used to help record mileage and hours spent on the road, divert drivers away from areas of congestion and even provide customers with real-time updates on when they can expect your employees to arrive.

3. Improve route planning

GPS tools can also be used in combination with other tech solutions to improve your firms’ route planning. This isn’t just about finding the shortest way from A to B. It should also take into account factors such as expected fuel consumption along the route and the distance to the cheapest filling stations.

For example, if a vehicle is spending a lot of time stuck in traffic with the engine idling, this results in greater fuel consumption and higher costs. With good route planning tools, this can be avoided.

4. Monitor driver behaviour

Being able to keep an eye on how your employees are driving is also essential. First and foremost, this improves safety. If fleet telematics data shows frequent speeding, or sensors detect harsh control inputs, you can step in to address this. You can even generate league tables that show your best and worst-performing drivers, highlighting who you need to speak to most urgently.

This can also help reduce fuel consumption. By monitoring inputs such as acceleration and braking, you can educate employees to drive more smoothly as well as safely. Indeed, almost half of businesses (49 per cent) using telematics have seen a reduction in speeding incidences and fines, while 55 per cent experienced a drop in fuel usage.

5. Reduce your fuel costs

While better route planning and driver monitoring can help improve your fuel consumption, you should also make sure you’re not paying over the odds at the pump. To do this, it pays to have a suitable fuel card for your usage.

There are a wide range of products to choose from, so it’s important to get this right. It may be the case that the cheapest option isn’t very convenient for your firm. You also need to consider whether you’d benefit from cards with wider motorway networks, for example, and which brands have locations nearest your most common routes.

6. Predict maintenance

Breakdowns can be a major headache for fleet managers. As well as the direct costs to fix problems, having vehicles off the road unexpectedly also hurts the firm’s productivity. You can avoid this by using the data taken from telematics systems to predictively schedule maintenance. These tools can highlight potential issues and allow you to step in before they turn into serious problems.

7. Automate your expenses

Admin work is often among the most time-consuming parts of a fleet manager’s job. Working out details such as mileage claims, expenses, fuel MPG and other details are essential but tedious activities. But with the right fleet management systems, this doesn’t have to be the case.

Being able to calculate these figures automatically, based on data recorded by the telematics system, doesn’t just free up your time. It also ensures the data is accurate and can highlight any unusual events – such as vehicles doing significantly more miles than expected – for investigation.

8. Set up security alerts

Spotting and cracking down on authorised usage is also essential. For example, you can set up alerts that let you know if a vehicle is being used outside normal office hours. You can also establish geofencing to warn you if a car goes beyond a certain area.

This isn’t only useful for identifying any employees using company assets for personal use. It can also help you quickly track down any stolen vehicle, using GPS tracking to guide police directly to it.

9. Tackle fuel fraud

Another major concern for many fleet managers is the risk of fuel fraud, such as employees filling personal vehicles using a company fuel card or making claims for miles they haven’t done. Telematics can help spot issues with expenses, while a good fuel card can also help by ensuring vehicle locations match fuel card usage, for example.

10. Manage your vehicle inventory

A good fleet management system can also help keep track of your vehicle inventory. This allows you to better plan ahead for replacements, get alerts when services or MOTs are due, and prepare your finances.

You can also see at a glance details such as the types of fuel used, which will be important to know when selecting a fuel card, and can factor into future buying decisions. For instance, if the majority of your fleet is petrol-powered, you may want to consider phasing out any remaining diesels to simplify your operations.

If you want to know more about how effective fleet management systems can benefit your business, get in touch with our team today.

Big 18 wheeler semi truck on highway with motion blur

Telematics & Black Box FAQs

Posted on 29th January 2021 | by Simon Pavey

Telematics vehicle tracking allows fleet management professionals to make the best use of vehicles and equipment in their fleet to improve safety, reduce business costs, improve efficiency and increase productivity. Now essential for many industries, from corporate fleets to transport and logistics, telematics technology has become a vital part of creating a safer, efficient fleet.

I have less than 5 vehicles in my fleet, do I really need to track my fleet?

Regardless of the size of your fleet, the benefits of using telematics are far too many and carry a lot of benefits for your company. With up-to-the-minute and accurate data on how your assets are being used and where they are at all times helps you to get the most out of your fleet and achieve greater fuel efficiency, no matter how many vehicles you have.

How else can I use telematics in my business?

Telematics systems can be used for a variety of purposes, including equipment monitoring. Tracking when your assets are idle can also help you maximise usage, reduce equipment hoarding and drive down the costs of unnecessary assets that could otherwise be rented.

For construction, mining, oil, gas and other off-road equipment applications, understanding asset utilisation is important in measuring production and improving your business’ overall efficiency. Tracking your equipment can also give you real-time alerts if a machine is used out of work hours, helping to prevent unauthorised use, or even theft.

How will telematics affect customer satisfaction and fulfilling customer requests?

Fleet management software and telematics systems can organise daily workflow to help managers effectively respond to customer requests. It also allows you to view your drivers and vehicles in real-time to pinpoint locations and help dispatch the most ideal routes. When a customer calls for a last-minute job update, the dispatcher can accurately answer inquiries based on location within seconds, whether it’s to find out its current location, to find out an ETA or a last-minute, ad-hoc job and finding the best driver.

This software provides the tools you need to arrive on schedule, no matter the specialisation. It allows for more efficient journey route planning and ensuring maximum productivity. With a comprehensive solution providing complete visibility across your entire fleet, companies can be prepared and stay organised to meet demands while keeping costs low and exceeding your customers’ expectations.

Can it help pinpoint inefficiencies that create customer dissatisfaction?

By ensuring proactive management and addressing potential issues as they arise, you can ensure total satisfaction and a streamlined service for your customers. GPS tracking improves efficiency and productivity by allowing you to make real-time decisions about transporting customer goods.

Delivery routes can be monitored and analysed through telematics tracking to identify the ideal way of delivering your products and services. These routes can be changed as needed to suit both the driver and job. This can streamline processes and pinpoint inefficiencies that can then be quickly addressed.

Can telematics tracking improve the safety of my drivers?

Fleet management solutions can provide essential performance data that identifies both strengths and weaknesses of your driver’s behaviour. Using GPS tracking to highlight behavioural risks means you can develop tailored training designed to address the most pressing issues. This performance data can be used to encourage and train your drivers to reinforce safety standards.

Performance data can also track important and needed changes in driver behaviours by measuring them against set safety standards. Telematics tracking makes it easy to identify whether drivers are maintaining a safe speed, braking or cornering harshly, or not following safe driving policies, allowing tailored and targeted training to address any potential gaps in their knowledge and behaviours. Improving individual driver safety can impact the entire fleet, leading to fewer incidents and an overall safer workforce.

Does telematics tracking make compliance easier?

Telematics enables businesses to align their processes with new policies and simplifies the procedures needed to adhere to complex compliance regulations through real-time data and alerts.

Streamlining your operations with telematics allows for better decision-making and scheduling, reducing the risk of compliance violations. It also translates driver wellbeing into easily understood and tracked data, outlining how they can improve their behaviour, manage fatigue and mitigate risk to become more safety compliant.

This in turn generates cost-saving benefits for the business due to lowered insurance premiums and fewer fines for safety violations.

Tele-Gence smart telematics

We all know what a simple tracking system does, but when you investigate the market you will find that not all telematics systems are born equal. Tele-Gence offers improved driver safety, vehicle security and reduces fleet costs. A remarkably flexible, fully customisable system totally tailored to your fleets requirements. Contact our team today to find out more.

Selection of fuel filling nozzles at petrol station

How to choose the right fuel card for your fleet

Posted on 27th January 2021 | by Simon Pavey

Fuel is one of the biggest costs for any business managing vehicles. Whether it’s a few cars or light vans for local deliveries or a large national HGV fleet, petrol and diesel expenses will usually be your biggest outgoing.

That’s why it pays to have a fuel card to reduce these costs. However, there are a wide range of options available, so how do you know if you’re getting the best fuel card for your business?

There’s much more to think about than how much you’ll pay for your fuel. In fact, there are many factors that should go into your decision. If you’re looking at fuel cards for the first time, it can seem like a complex process.

However, it doesn’t have to be. Read on to learn everything you need to know about how to choose the best fuel card for your firm, whether you’re a small business or a large enterprise.

Why you need a fuel card

The first step should be to determine whether you need a fuel card, and understand the benefits you can expect to see. For instance, if you’re a microbusiness running just one vehicle in your local area, you may not see many benefits from these services unless you spend a lot of time on the road.

However, as soon as you start adding more vehicles to your fleet, the benefits become clear. You don’t need to run dozens of cars and vans to save time and money. Even if you’ve only got a handful of vehicles, a fuel card is likely to offer savings if they’re in use frequently.

Therefore, the vast majority of firms will be able to enjoy benefits such as lower costs, better control over their vehicles and reduced admin.

But if you don’t select the right card, you may miss out on some of these advantages.

Fixed-price or pump price

A big decision is whether to opt for a fixed-price or pump price fuel card. As the name suggests, a fixed-price card will ensure you pay the same price for your fuel, no matter where you fill up. This is usually set on a weekly basis and gives you a clear idea of how much you’ll expect to pay.

Pump price, meanwhile, sees you pay the cost advertised at the pump. They may not offer as much savings as fixed-price cards, but they are convenient and easy to use. The downside is you may be more exposed to price fluctuations and premiums at motorway filling stations, for example.

If you buy large amounts of fuel or send vehicles up and down the country, fixed-price offers more certainty and the potential for savings. However, pump price cards tend to offer greater flexibility and let you fill up in a wider variety of locations.

Location matters

The next question is about location. You need to do some research to see what services are available in your area.

This will determine which brand would be best for you. There’s no point in opting for a branded fuel card that promises the biggest saving if the supplier doesn’t have any filling stations in close proximity.

If you’re only able to fill up at one or two locations or have to make a large diversion in order to get the benefit of lower prices, this will negate many of the benefits and harm overall productivity.

What routes do you use?

It’s not only fuel stations near your base you may need to consider, but the routes you take. If you have a clearly-defined schedule and routes, choosing a fuel card with locations that align closely to this will be more useful.

If you’re running a national business with lots of motorway driving, or a more unpredictable schedule where drivers won’t know where they’ll be needed on any given day, a more widely-accepted card could be essential.

This is also a key factor to consider when deciding whether to choose a branded or non-branded card. A branded card from the likes of BP or Shell might be less useful if your fleet remains local, but the wide range of national locations they offer could be invaluable for other firms.

Consider fuel and vehicle types

The type of vehicles you have and the fuel they use will also be important. If you’re only running a small number of diesel vans, for instance, a diesel-only card makes sense.

However, it might mean you have more limitations if you’re looking to expand your fleet in the future. If this is the case, a mixed card that works for both petrol and diesel can give you more flexibility when it comes to choosing new vehicles.

If you’re running HGVs, you should also look carefully to find the best fuel card for trucking companies. These vehicles will have unique needs, such as requirements for high-canopy stations with more space to manoeuvre. Therefore, you may benefit from fuel cards that are tailored specifically to these demands.

Don’t overlook other benefits

Aside from these key factors, there are many other benefits you may be able to enjoy with the right fuel card.

For example, one major advantage will be reduced admin and paperwork. Some cards offer easy reporting and analytics for receipts and expenses to reduce the burden on fleet managers. You may also be able to set spending restrictions or allowances to avoid the need for separate expense forms for employees to fill out.

Cracking down on fraud is another important consideration. Look for a business fuel card that can closely monitor transactions and flag up anything that may be suspicious. For example, they may be able to spot unusual activity or vehicles that appear to be using more fuel than they should.

As you can see, there’s a lot that goes into choosing the right fuel card. If you’re confused or want more information, we’re here to help. Get in touch with our expert team today and we’ll help you find the right fuel card for your business.

Truck Drivers Hand Holding Tablet Checking Stock Photo

Vehicle checks and defect reporting

Posted on 22nd January 2021 | by Simon Pavey

Having an effective way of reporting and checking for vehicle defects should be a key part of your fleets vehicle maintenance regime. It’s also a good way to make sure your drivers are aware of which defects to look out for.

It’s estimated that 85% of roadworthiness infringements could be avoided if the driver has done a walk around check before starting their journey. Operators have been called to public enquiries because drivers have missed defects during their checks, or in some cases, haven’t done checks at all.

Your drivers aren’t necessarily expected to be mechanics but their vehicles should be in decent roadworthy condition before they’re out on the road. Carrying out daily fleet vehicle checks is a legal requirement, so you can demonstrate you are compliant with Vehicle and Operator Services Agency (VOSA) requirements.

As well as the legal prerequisites, daily checks are important for noticing any potentially dangerous or expensive vehicle faults.

Methodical daily vehicle safety checks

The inspection has to take place before the vehicle is out on the road. If the vehicles are used by multiple drivers in a single day, it’s preferable to have a responsible individual carry out the checks initially. Other drivers that operate the vehicle through the day should also constantly monitor the vehicle during its use.

There is a full list of the fleet vehicle checks on the government’s website.

Things that drivers must check include things like: tyre condition, brakes, steering, lights, indicators and hazard warning lights. These checks should cover the whole vehicle, including the trailer if the vehicle is towing one, and any interior and exterior items should be also carefully inspected.

The results must be recorded and any defects or faults must be reported and repairs should be undertaken before the vehicle is allowed back on the road again.

Reporting defects

Any defects discovered during the daily walkaround check, and indeed any that the driver becomes aware of during their journey must be reported.

What to record

The vehicle registration/identification mark
The date
Details of the defects
Your assessment of the defect (e.g. ‘dangerous’)
Your name
Who it was reported to

If a driver is made aware of any defects during a journey

The driver should find a safe place to stop and assess and report any defects that they become aware of during the journey. Any dangerous defects must be fixed before continuing the journey.

The DVSA can ask for a record of the walkaround check during a roadside check. You can receive an unlimited fine and prison sentence if you are found using a HGV in a dangerous condition.

Reporting can be done via a form that includes a list of the items checked each day. If no defects are found, it should be recorded that ‘nil’ defects have been found. The checks themselves usually take little time, but it’s now much easier and more efficient with the MyDriveSafe.Expert app.

MyDriveSafe

With the MyDriveSafe, there’s no more paperwork. The app is free to download and use and significantly reduces admin time. The app also records the amount of time taken to undertake the checks, creates incident/accident reports, producing a clear audit trail. This helps you identify problems sooner, helping to avoid increasing costs and keeps your fleet moving.

You can view all of your vehicle checks in one clear and user-friendly dashboard. From there, it’s easy to sort against each vehicle or driver with a clear prompt for unresolved issues.

How To Use BPMe Rewards

Posted on 20th January 2021 | by Simon Pavey

When looking for business fuel cards, many factors must be considered. Key questions include what savings are available, the number and convenience of fuel locations, and security.

However, another consideration may be the perks available for individual drivers. For example, fuel card users can use loyalty card schemes that offer rewards whenever they fill up. One of the most prominent of these is the BPme programme.

What Are BPme Rewards?

Many employees may have a common question when filling up for fuel: what benefits are available? Previously, customers at BP filling stations could earn rewards as part of the Nectar scheme. However, the partnership between BP and Nectar ended in 2019, so you can no longer collect Nectar points from these locations.

What Is BPme Rewards Card Scheme

Instead, BP launched its own reward card scheme, BPme. This had already existed as an easy payment app that let drivers pay for fuel via their smartphone, but it now offers a wide range of rewards and other offers when you use the brand’s fuel stations.

Who Is The BPme Rewards Card Scheme For?

The good news is the scheme is open to all drivers – including those buying petrol and diesel via fuel cards. You can earn points with a BP One or BP Plus card, but not with a BP Bunker card.

How does BPme Work?

Like many loyalty cards, BPme rewards allow you to collect points for every transaction at any of BP’s filling stations. With more than 1,200 BP fuel stations around the UK – including the country’s largest network of motorway sites – you’ll never be far from somewhere to earn and claim rewards.

BPme Points

When filling up at participating locations, you’ll earn one point for every litre of regular fuel purchased or two points for every litre of BP’s premium Ultimate branded fuel. You also earn one point for every pound you spend in BP shops.

There are, however, a few exceptions to be aware of. You won’t earn BPme points on the following:

Tobacco and related products
Phone cards
Stamps
Utility cards
Lottery purchases
Purchases at non-participating stores connected to BP service stations, such as Tesco or Sainsbury’s

If you are using a fuel card, it’s also important to note that you can only claim BPme points at participating BP sites and not at other sites where a BP fuel card is accepted, such as Esso or Gulf stations.

While you can use a physical card to collect your points, this isn’t a requirement. You can earn points with the BPme app, which can be scanned in-store to collect rewards without needing another plastic card cluttering your wallet or purse.

What BPme benefits are available?

There are numerous ways to use BPme rewards. One way is to purchase fuel, though if you’re already using a business fuel card, this may not be the best use of the scheme for company drivers.

BPme Money Off Purchases

However, there are many other ways to take advantage of the scheme. The most straightforward way is at BP filling stations, where you can use your accrued points for items such as coffee or snacks within the service station. This makes a nice perk if you’ve been on the road for a while, and every 200 points you collect provides you with £1 off any purchases.

BPme Gift Cards

Another way you can benefit is by exchanging points for gift cards. These can be spent in various locations and start from as little as £5. Among the gift cards you can access through BPme are:

Amazon
M&S
Love2Shop
Virgin Wines
Rakuten TV
Charity Donations

BPme Gift Catalogue

Finally, you can spend your BPme points directly on a range of products from the scheme’s gift catalogue. This offers a wide variety of items for the home, including kitchenware, toys and games, sports equipment and DIY goods.

You can pay for the entire purchase using your BPme points, reward points, and cash.

Moreover, BPme members will receive exceptional loyalty offers via email or the BPme app. These can include BPme bonuses such as double or even triple points on your next fuel purchase, so keep an eye out for them.

Collecting your rewards

While you can use your BP rewards card or app to claim in-store discounts at fuel stations, you can redeem gift cards or reward catalogue items via the BPme website or app.

BPme Reward Deliveries

If you receive a voucher, it will be sent to the email address you used to register with BPme and should arrive quickly. Physical items purchased through the rewards catalogue will be tracked and delivered via Royal Mail within two to three working days.

Managing your BPme account

To benefit from BPme, employees must sign up individually for the scheme. They can do this at any participating filling station by picking up a card in-store or downloading the BPme app, which is available for iPhone devices on the Apple Store and Android smartphones on Google Play.

The BPme App

The BPme app is the best way to manage your account. In addition to collecting points directly on your phone and choosing your rewards, you can do a lot more.

Users of the BPme app are also able to:

View their points balance
Manage receipts
Opt into special offers
Pay directly for fuel (specific sites only)
Find the nearest BP station

Choosing the right fuel card for your needs

BPme offers many perks to fuel card users, which is a great benefit you can pass on to your employees. However, it shouldn’t be the only consideration.

You should examine factors such as expected savings to ensure you get the best deal and practical matters such as where relevant filling stations are located.

For example, while BP fuel cards can be used at many other branded sites – such as Esso and Texaco stations – for a small surcharge, you won’t be able to collect BPme reward points at these locations.

Fuel Cards From Fuel Card Services

Contact our professional team today if you’re unsure which fuel card offers you the best deal. They’ll be happy to help with friendly, impartial advice on the best options for your business’s unique needs.

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