Fleet Maintenance

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February 20 2020

Fleet Maintenance- Everything you need to know & do!

[email protected] Fleet Maintenance, Preventative Maintenance diesel repair, downtime, fleet, fleet downtime, fleet maintenance, fleet management, fleet manager, fleet repair, fleet services, maintenance, PM, preventative maintenance, truck maintenance, truck repair

Fleet Maintenance is integral to having an effective and efficient fleet operation…..but the real question is why?

What exactly is Fleet Maintenance? Well… it’s Preventative Maintenance… Boom

Fleet maintenance refers to the steps taken to ensure your vehicles are fit for use and operating in a good condition. As your fleet vehicles are one of your fleet’s top investments, it’s important that each vehicle is safe, reliable and can stay on the road for the optimum amount of time. Put simply, vehicle maintenance is integral to managing a productive business, and without such an approach, you put your business- and all associated assets- at risk. I know this can seem daunting but we got you covered.

For those of you reading that currently do not have a plan and are considering implementing one OR you are looking for guidance, here are the things you need to consider….

The Importance Of Effective Fleet Maintenance Scheduling

Regular Vehicle Inspections Help Prevent Unscheduled Downtime

Preventative Maintenance & Repair Service Providers

Reports indicate that the average cost of operating a truck has increased by 6% since 2017 to $1.69 per mile, but having an effective fleet maintenance program can help offset some of these costs. You know the saying…bigger bang for your buck…Boom

Although the benefits of fleet maintenance are numerous, effectiveness requires careful planning and implementation of programs and practices. I created a short yet effective road map for you. This will help turn your head down on the desk stress to dancing down the hallways because you got this!

Here are 3 SIMPLE BUT MAJOR things to consider:

Importance Of Effective Fleet Maintenance Scheduling

Regular maintenance is essential to maintain a fully operational fleet. A good place to start with maintenance planning is with the service schedule provided by the vehicle’s manufacturer. It’s also important to keep in mind the operational needs of your fleet. Routine maintenance based on mileage or other measures, such as engine hours or fuel use, can help improve overall vehicle efficiency and reduce costs.

Regular maintenance can also help detect small problems before they become much bigger, more costly concerns. Adhering to maintenance schedules means that vehicles remain in a prime working condition over longer periods of time. This is especially true if you ever want/need to resell the vehicle. The more you maintain, the more you receive back from your investment.

Regular Vehicle Inspections Help Prevent Unscheduled Downtime

During yard checks, at fuel islands or in specially designated lanes, inspections are the quickest way to find potential vehicle problems within your fleet. It’s important that drivers play their part in recognizing and reporting problems to your fleet maintenance service provider. Waiting for a problem to arise is never a good solution. Preventing the problem is the key ingredient to managing a good fleet hence why preventative maintenance should be incorporated into a daily routine that involves your drivers. This also holds your drivers accountable and allowing them to be a part of the solution.

Training your drivers on how to correctly conduct pre and post-trip inspections not only satisfies regulatory requirements, but also eliminates more costly problems. A system then needs to be in place to communicate these concerns to your technicians you work with. Many providers offer a service called “Roll-Out” services which puts an outsourced technician at your yard in the morning before your drivers and their vehicles leave. This service is highly recommended for companies with fleet vehicles of 10 or more.

Fleet of white 18-wheeler semi-trucks overhead view drone photography

Preventative Maintenance & Repair Service Providers

Outsourcing your fleet maintenance is highly recommended. With outsourcing these needs, this takes the pressure off of your organization and allows you to focus on your own retention. Technicians who are appropriately trained to effectively and efficiently perform preventative maintenance tasks and make the necessary repairs for your organization are the way to go. Allow them to work for you, not the other way around. They already understand the importance of preventative maintenance procedures and will guide your best practices.

Outsourced providers already have training programs that are readily available from vehicle and equipment suppliers that cover basic procedures as well as new technologies, vehicles and other assets in your operation. In all cases, they can yield significant long-term benefits and the best part of it…you don’t spend a dime for this. This is all provided by the qualified service providers that you outsource. Again, they are working for you, not the other way around…. Fleet Maintenance Service providers that have readily available training opportunities for their technicians often proves a competitive advantage when it comes to attracting the most skilled workforce within the industry which is definitely a good thing for your company.

Bottom line, these three major considerations for Fleet Managers are crucial to operating a successful fleet. Most Fleet Managers do use these best practices, but often times, they are seldom followed-through on. We know that time is money so in order to be successful, you have to practice strategic preventative maintenance no matter how minor the problem may seem. It goes without saying that although it appears to be minor, that minor problem can lead to something major which will cause unwanted downtime.

So to sum this up, say it with me….Prevention is the cure… Boom

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Written By: Paul Norton

Owner/President, C&P Fleet Services

January 9 2020

11 Winter Tips For Fleet Vehicle Maintenance & Safety

[email protected] Fleet Maintenance downtime, fleet, maintenance, preventative maintenance, winter

Don’t let the weather defeat your fleet!

Over the holidays, I was traveling down the trucker belt of America to visit family and this exact topic came up in my head. Every time I see a knowledge-based article on winter fleet vehicle tips or safe driving during winter weather, I always skim through them and just look at the bullets. I started asking myself why I don’t actually read the entirety of the article as I typically love to go down the rabbit holes of knowledge. Then, boom, it hit me…….

I don’t read them all the way through because I myself have seen the same tips more times than I can count. But there is one piece that I don’t see often. I see the TIPS, but I don’t see the TRICKS.

When old man winter comes knocking on our door with frigid temperatures and harsh weather conditions, it can become extremely taxing on fleet vehicles that can be out on the roads for 10-12 hours per day. Performing routine maintenance will help drivers and fleet managers avoid emergency repairs and costly downtime during the coldest months of the year. Although here in NOVA, the first snow has fallen when just a few days ago, it was in the 70’s, there are still several things you can do to prepare for your fleet and this will allow you to make a clear strategy for preparing for next winter. Boom

In a nutshell, we will be covering these 11 tips:

Battery Tests
Windshield Wipers
Brakes
Tires
Fluids
Fuel
Light Check
HVAC Systems
Snow & Ice Removal
Driver Safety
Emergency In-Cab Kits

Let’s drive on…

Battery Test

TIP: Colder temperatures can turn vehicle fluids to what I can only describe as the consistency of molasses. Once this happens, your vehicle’s engine requires more power to start-up and tends to resist being charged. Often times, this process increases the battery’s sulfation level and taxes the battery’s life cycle, which in turn, reduces the overall life of the battery. A common tip you hear is to avoid cold soaks. When cold soaks occur, it means that the engine fluids and the steel of the engine block were allowed to sit for more than a day in below freezing temperatures which impacts starting and charging systems. When batteries begin to fail, they start to show signals such as hard/slow starting which may mean needing a jump start.

TRICK: With fleet vehicles under heavy use no matter what time of year, battery maintenance is paramount for those starting a diesel engine in extremely cold weather conditions. I highly recommend considering early replacement of aging batteries for fleet vehicles (3+ years) before the cold really sets in. For vehicles within your fleet that have newer batteries, you’ll want to maintain them throughout the colder temperatures by keeping them corrosion free with a post and terminal cleaner. When you park a diesel vehicle for extended periods of time, having a block heater or some kind of self-contained engine coolant heater will make starting the engine much easier.

Windshield Wipers

TIP: More often than not, windshield wipers are the last on everyone’s checklist for preparing for winter and it baffles me. Good visibility is essential when snow is flying and slush is being thrown on the windshield.

TRICK: All good fleet managers and fleet maintenance service providers know that you should simply replace your fleet vehicles windshield wipers before winter comes. This is simple preventative maintenance that ensures safe and proper visibility for your drivers. If you are in an area of heavy snow or frequent storms, you should consider switching to heavy-duty blades, which can also help cut through some ice buildups. When performing this preventative maintenance for your fleet vehicles, also ensure that your windshield washer fluid level is on point and be sure to have your drivers keep an ample supply inside the truck with them at all times. Also, it’s never a bad idea to keep an extra set of wiper blades in the vehicle as well.

Brakes

TIP: Worn brakes are dangerous and contribute to so many accidents no matter what time of year. When road conditions are hazardous especially during snow and ice, stopping safely is more than a luxury; it is a necessity. Some signs that indicate you have worn brakes are that embarrassing squealing or grinding sound, longer stopping distance, or a pulsation felt in the brake pedal while braking. I highly recommend taking a more proactive approach vs. waiting for these indicators to tell you that you need to have your brakes checked and/or replaced.

TRICK: Many fleet vehicles have air brakes. Air brakes are a different kind of beast in winter weather and have very unique needs. It is common for the brake shoes to freeze to the brake drums when vehicles equipped are parked in below freezing weather. Your fleet maintenance service provider and drivers should confirm that the brakes are releasing and that the wheels are turning freely. Your drivers should drain the moisture from air reservoirs to prevent air brake valves from freezing up, and, if they use methyl hydrate, they should use it sparingly.

Tires

TIP: Here is the holy grail of winter vehicle maintenance. If your tires are bad, you won’t be driving your vehicle safely and you shouldn’t be driving your vehicle, period. Clearly, your tires are the primary contact between your vehicle and the road. Basic tire care is ensuring proper amount of tread, pressure, and making adjustments for winter weather. If your tires have low tread, they do not channel water/snow properly. If you have low tire pressure which is lower in the colder months, it can cause safety issues and also play a part in fuel mileage.

TRICK: Have your drivers check their tires before they drive during their pre-trip inspections. Although this is common, I still must suggest ensuring that all tires have a valve cap to help combat moisture getting in the tire combining with rushing air when checking the pressure, and avoiding ice to form in the valve core which causes a slow pressure leak. As you know, when the tires are inflated improperly, tires can have reduced gripping action when your drivers need it the most so equipping your fleet vehicles with the appropriate gear for traction control is key. If the tire is 20% below the recommended pressure, it must be considered flat and removed/inspected for damage. Failure to do this may result in unwanted downtime, so take the time.

Depending on your specific location, size of your vehicle, and expected precipitation levels based on the expectations of your business, you may require different tread intensities or even chains to keep your fleet moving through the snow safely. Winter tires make all the difference in slick conditions and on hyper cold roads. If you are using tire chains, be sure to remove them as soon as you no longer need them. Chains left on for extended periods will chip, pit, and chunk tires, as well as cause road damage.

Fluids

TIP: When the temperatures get cold, driving can become more difficult with low vehicle fluids. All vehicle fluid levels should be kept at optimal levels to avoid unnecessary downtime and keep you safe during winter.

TRICK: The saying goes, all oils are not created equal. For diesel engines, running the risk of putting the wrong oil in your fleet diesel vehicles during the winter can cause avoidable engine wear. For example, heavier oils might be too viscous to achieve effective lubrication at low temperatures so it is recommended to switch to a full-synthetic oil with a lower cold temperature viscosity for easier cold cranking and startup. Also, in addition to getting your regular oil changes at the recommended mileage, checking and topping off fluids such as a high-quality coolant (50 50 solution), power steering fluid, brake fluid, windshield washer fluid, and battery (if applicable) is critical prior to and during cold periods.

Light Check

TIP: During your pre-trip inspection and any routine preventative maintenance appointment for your vehicles, your lights should always be checked. Most fleet repair services come with a Multi-Point Check to ensure your vehicle is running safely at all times and prevents problems with your vehicle from occurring.

TRICK: With an increasing amount of manufacturers utilizing LED lights, we need to keep in mind that they are not always warm enough to melt accumulating ice and snow, so fleet vehicle drivers may need to brush lights off periodically during their trips. If your fleet vehicles do not currently have LED headlamps, I highly recommend changing them out. LED headlamps offer distinct advantages over conventional (Halogen) designs, including better visibility (wider and more natural illumination) and drawing substantially less power than conventional lighting relieving strain on the battery and charging systems. Not to mention just an overall longer light life.

HVAC Systems

TIP: This one is fairly simple. It goes without saying that when temperatures drop, HVAC systems’ heat and defrost functions are critical.

TRICK: All drivers should check their HVAC as part of their daily inspections in addition to routine HVAC checks provided by their fleet maintenance service provider. Don’t forget those cabin air filters, even in the winter.

Fuel

TIP: During the winter months, all drivers should never let their fuel levels drop below one half a tank of fuel. If water collects in the bottom of the tank, it can be drawn into the fuel line and freeze, preventing engine startup. In areas of extreme cold, adding fuel-line antifreeze will lessen the chances of this happening.

TRICK: Fleet operators will need to base the fuel needs on their fleet vehicles destination. When traveling or living in colder temperatures, use a correctly blended fuel with a cloud point additive to prevent fuel filter waxing. If temperatures are dropping below 20 degrees, I highly suggest adding a diesel anti-gel additive to your fuel tank. Untreated diesel fuel will begin to gel at 17.5 degrees and DEF will crystallize at 12 degrees. You will also want to drain the water separator and replace the water absorbing filters. Water in the fuel systems can damage fuel pumps and injectors.

Snow & Ice Removal

TIP: As we know, when the roads are covered in snow and ice, so are our vehicles. (Insert: Here’s your sign comments) But this is very important to understand when traveling the roads. It is extremely important to completely clear your vehicles from snow and ice prior to driving. Not only can leaving snow and ice on your vehicle be hazardous to you, but it can also affect other drivers.

TRICK: For fleet vehicles, it is at the utmost importance to clear your vehicles to include roofs and trailers, if equipped. Fleet managers should prepare for this when snow and ice is intended to accumulate. Sometimes, drivers are not permitted to climb on top of their rigs to remove snow without violating worker-safety precautions. I suggest using truck washes to loosen and remove the snow and ice. Another factor to keep in mind when maintaining your fleet vehicles is to avoid corrosion. Aside from traditional rock salt, many states are moving toward liquid deicers which are great for the roads, but can wreak havoc on equipment. Your fleet maintenance service providers and drivers will want to regularly inspect equipment for even minor indications of corrosion.

Driver Safety

TIPS: When the winter is bad, you need to practice safe driving. (Insert: here;s your sign comments) More often than not, truck drivers feel indestructible due to their rigs size and weight. Use the size and weight of your vehicle to your advantage by practicing caution and readiness for the vehicles around you. You are not indestructible and you can cause serious damage if you do not proceed with caution.

TRICKS:

Daily inspections
Slow your trucks down
Give yourself enough space: braking, turning, parking, etc.
Remain smooth: avoid sudden braking, sudden acceleration, cornering, etc.
Pay attention to the tire spray: lots of water spray means the roads are wet, reduced spray means the water is starting to freeze.
Put on your lights, even in the daytime
When in doubt, just pull over.
Be prepared: Emergency Kit
Check Twice, Look Twice, and remember, you may be larger, but you can cause the most damage.

Emergency Kit

TIP: As I always say, it is better to be over-prepared than under-prepared. For winter weather, fleet drivers should over-prepare for the what-ifs as they do happen and they happen more often than you think.

TRICK:

Flashlight with extra batteries
Extra Blankets, Clothes, and coat
Pre-packed food & water
Slip-resistant footwear
Shovel
First Aid Kit
Portable Fully Charged Phone Charger
Jumper Cables, jack and lug wrench
Hazard Cones

I hope you enjoyed my 11 tips with tricks on how to prepare your fleet vehicles for winter. So while the profits are still rolling in, and the business is booming, keep it moving always forward because being proactive is better than being reactive!!! “ Boom

We are ready for you, old man winter.

Check us out on Facebook, Twitter, Linkedin, and Instagram to stay up to date on industry trends and news! Stay tuned for my next blog of tips & tricks for consumer vehicles!

Written By: Paul Norton

Owner/President, C&P Fleet Services

December 16 2019

Fleet Downtime – The Struggle Is Real

[email protected] Fleet Maintenance diesel repair, downtime, fleet, fleet management, inspections, maintenance, PM, preventative maintenance, repairs, roadside assistance, telematics, truck repair

Some fleets still struggle to manage unplanned vehicle downtime……

…and it comes at a cost that goes beyond the expense of any routine repair.

When your fleet vehicles break down, it affects your mood, your business, and your operational ability to optimize revenue. Industry research indicates that these expenses can be EIGHT TIMES higher than anticipated. How can you budget for a “what if” upcharge like that?

For example, downtime leads to higher costs for:

Towing
Roadside Emergency Repairs
Rental Replacement Vehicles
Sidelined Drivers who may be subject to hours of service regulations
Extra Manpower

When unscheduled service and repair events occur, your entire operation suffers and although you may get a splitting headache just thinking about this, there are several fleet management approaches that can help reduce downtime that you may not always think about. Just hear me out…….

Performing Timely Maintenance

Do you brush your teeth everyday to prevent cavities? If not, what will happen to your teeth when you don’t brush (and floss) on a daily basis? See where I am going here?

A proactive preventative maintenance (PM) program allows you to identify vehicle issues and limit downtime before major problems occur. Just like brushing your teeth everyday 🙂

Do you wash your bed sheets routinely? Could you imagine only washing them when you start to notice an odor? If you only wash them when you notice a smell or feel that it is needed, gross, I suggest making this a routine. For everyone’s sake….

Routine maintenance on a schedule keeps systems well maintained and avoids potential breakdowns. PM can also include a plan to replace components at the end of their expected life cycles, rather than waiting for failure.

In addition, since even routine maintenance places vehicles out of service, working with operations personnel to schedule planned service events during off-hours can reduce downtime.

Choosing The Right Vehicles

Selecting the best fleet vehicles prevents downtime by eliminating problems and let’s face it, that’s what we all want, right? For example, if a vehicle is not fit for purpose, excessive wear and tear can lead to costly repairs and breakdowns that could have been prevented.

While the capital expense of replacing vehicles is a definite consideration, it is important to take into account that breakdowns and more frequent repairs are a greater possibility with older equipment. Remember your first beater? Yes, it was cheaper on the day you purchased, but how much cheaper was it for you after that?

In contrast, biting the bullet and looking into newer vehicles with the latest technology are much less likely to need unplanned service and affect your cash flow.

Conducting Effective Inspections

Do you remember your parents always telling you to check your backseat before getting into your vehicle? I can’t be the only person who genuinely looks into the backseat prior to getting in to ensure there are no uninvited guests waiting for me like the movies we see on TV. If I am, you all should start, it can happen to anyone!

Anyway, what I am trying to say is that by developing and implementing a comprehensive fleet inspection process, it’s not only a regulatory requirement but also a sure means of finding issues before they lead to unplanned downtime. Or in my case, a replicated movie kidnapping 🙂

In addition, the use of on-board telematics systems to receive reports on fault codes and other alerts can mean having the ability to fix a small issue rather than waiting until it becomes a time-consuming major repair.

Efficient Management

Reducing downtime requires coordinated and efficient management practices. A large part of downtime isn’t often related to actual repairs but rather the inefficiency of the service management process.

I’m certain you’ve heard the expression, “you are only as good as your weakest link”. Well, in order for PM to be effective, all maintenance, operations, dispatch, and financial and administrative teams must work together to optimize schedules. Internally, the effective use of resources to streamline processes eliminates backlogs. So let’s not let that one weak link cost your business significant downtime.

Driver Training

A focus on driver habits can also reduce the impact of downtime. Think of it this way….Would you allow your friend who has never driven a manual, drive your brand new 2020 Porsche 911? Exactly.

To run a productive fleet, it’s important that the right drivers are trained to drive the right class of vehicle in order to prevent avoidable breakdowns and unscheduled service events.

A well-trained, knowledgeable and confident driver is also less likely to be involved in an accident.

Fleet Management Service or Software

Yes, another program to learn and use, I get it. But in order to be organized, you need to utilize tools that help you. We all live for convenience and the ease of use in our everyday lives. So why not take advantage of such a tool for your fleet management?

Fleets that keep vehicles on the road, avoiding downtime whenever possible, are likely to be relying on a fleet management software or service advisers to manage inspections, preventative maintenance programs, shop operations and drivers- and to make more informed vehicle choices.

This type of service or software identifies frequency of servicing or breakdowns and the reasons behind events to help predict recurring issues so you can take effective action.

Future problems are then eliminated, which will not only reduce downtime, but also lead to a more efficient, productive and successful business.

Check us out on Facebook, Twitter, Linkedin, and Instagram to stay up to date on industry trends and news!

Ashley Clukey
Marketing Director, C&P Fleet Services
Date: December 9, 2019