A Guide to Transforming Fleet Inspections with Digital Solutions

Government-mandated vehicle inspections lack uniformity. The European Union (EU) has standards that apply to all countries, but every country can institute their own. Canadian inspection requirements are determined by province, and the United States has state and federal regulations. How does a fleet manager keep up?

Here are a few steps to make the task manageable.

1. Optimize Inspection and Maintenance Reports with Fleet Management Software

Fleet inspections should be part of every maintenance program regardless of government regulations. Scheduling vehicle maintenance that complies with mandated inspections ensures:

• Vehicle safety
• Reduced maintenance costs
• Extended vehicle life
• Compliance

Incorporating software solutions into your inspection requirements, into a larger maintenance program eliminates duplicate efforts and frees technicians to address more immediate repairs.

Preventive Maintenance

Scheduled preventive maintenance checks reduce the chance of unexpected repairs or equipment breakdowns. They help protect a company’s assets and extend the life of a vehicle. Some insurance carriers require inspection and maintenance documentation before approving coverage.

Automate Inspection Requirements

Adding mandated inspection requirements to planned fleet maintenance checks reduces the risk of an out-of-compliance citation. If multiple jurisdictions are involved, the inspection efforts become more complex, increasing the risk of a requirement being overlooked.

2. Use Digital Checklists to Streamline Fleet Productivity

Lists identify the items to be checked during an inspection or what functions to test as part of scheduled maintenance. Checklists ensure consistency. They can also create more work, especially if they are paper-based.

Eliminate Paper Forms

How costly are paper-based checklists? A box of paper containing ten reams has 5,000 pages.  The average paper usage per worker in the United States is 10,000 pages or two boxes of paper a year. While two boxes of paper may only average around $100, it’s the time lost in printing, copying, and distributing the paper-based checklists that impact the bottom line.

Someone has to update paper-based checklists. Without a version control system, it’s easy to use an out-of-compliance checklist, resulting in an out-of-compliance vehicle. The situation generates a snowball effect where costs grow because of fines, unscheduled repairs, and technician overtime.

Digitize Inspection Checklists

Digitizing inspection checklists eliminates problems with version control. When forms are updated, they replace existing lists automatically. When employees access a checklist, the current version displays on their phone, tablet, or computer. The checklist is completed electronically and uploaded for back-end processing. Alternatively, completed digital forms could be forwarded to a manager or supervisor for review and approval before being uploaded. With e-signing capabilities, paperwork isn’t delayed, lost, or misplaced. The process from inspection to reporting becomes seamless.

3. Centralize Data with Fleet Inspection Reports

Digitized data is easily transmitted to a central location where critical information on fleet inspections can be secured. The centralized data becomes a single source of truth for what is transpiring across a commercial fleet. Providing access to the same data throughout the enterprise can result in:

• Faster routine maintenance
• Responsive field support
• Smoother workflows

Centralizing data means sharing data that establishes an informed workforce, empowered to make data-driven decisions.

Faster Routine-Efficient Maintenance Schedules

Maintenance schedules with digital checklists should outline what checks to perform on a daily, monthly, or yearly basis. When a van is scheduled for a six-month maintenance check, the technician can access the corresponding checklist. 

Mechanics can note areas on the digital form that may require additional checks. They can schedule repairs using an electronic form. Employees spend less time tracking down what needs to be done and more time doing it.

Digital Maintenance Processes

Systematic routine maintenance processes go a long way to extend a vehicle’s life. It minimizes wear and tear and can catch weaknesses that can be repaired before they become a problem. Even with the best maintenance programs, equipment can fail. With digital forms, the truck driver can submit a repair request and attach GPS coordinates for the maintenance crew. Drivers could even include photos of the damage so technicians can see what happened. 

Smoother Business Workflows

Digital forms with well-designed workflows can keep a preventative maintenance program on track. Drivers can be notified of upcoming maintenance checks. Maintenance departments can communicate schedules to minimize operational disruptions. With a digital format, the information can be shared across the fleet. Data can be uploaded and made available to other solutions for tracking inventory or developing data-based insights.

4. Ensure Fleet Management Compliance with Mobile Devices

Part of compliance is reporting. Digitizing information makes it easy to produce reports showing compliance with inspection standards. Electronic driving records ensure compliance without the hassles of managing reams of paper. Creating mobile applications that track driving hours can minimize the time a driver must spend documenting activities to remain in compliance.

Using digital resources, fleet managers can ensure compliance through checklists and consistent reporting.

• With digital data, checklists can be uploaded and databases updated for faster reporting. Managers do not have to track down drivers or technicians to prepare compliance reports.
• Digital forms ensure that the same data is collected every time. Data consistency means more reliable reporting and fewer follow-up requests.

With digitized data, compliance takes less time with fewer errors, resulting in more time for more customer-facing tasks.

5. Deliver Fleet Operation Insights in Real-Time

Data collected through digital forms can provide insights into fleet operations. Historical data can identify vehicle-specific trends, reducing the likelihood of an in-field breakdown. Minimizing unplanned servicing can save between $488 and $760 a day in vehicle downtime.

Mobile forms allow drivers and technicians to submit data in real time. If approvals are required, digital form solutions like GoCanvas can capture signatures electronically for faster processing.  With these capabilities, fleet managers can make and approve adjustments in schedules or delivery times.

6. Partner with GoCanvas for a Digital Transformation

Using a solution such as GoCanvas allows fleet managers to build forms from a no-code platform. Through drag-and-drop capabilities and templates, individuals with little to no coding experience can create forms. Organizations can work on their digital transformations without adding to the workload of the IT department.

Flexibility of a Digital Fleet

Given the flexibility of a GoCanvas platform, fleet departments can generate jurisdiction-specific checklists. Whether it is adding or subtracting items on a list, digital forms can be created in hours and modified in minutes. Fleet managers no longer need to wait months, if not years, for developers to deliver an electronic form that can only be updated by IT. 

Reliable Fleet Tracking Automation

When checklists become outdated, the out-of-compliance risk increases. Companies must depend on employees to remember what has changed until the form can be updated. Relying on human memory to recall undocumented changes in compliance regulations will ultimately lead to fines and other penalties.

Transformational Digital Solutions

With the right process and partner, fleet managers can ensure compliance, improve operations, and reduce employee friction. Talk to the experts at GoCanvas to learn how to transform your fleet inspection process.