Inspections may be a headache, but they are necessary if fleets want to stay on top of any maintenance issues. Unfortunately, even if noticed issues can still cause unnecessary downtime if a fleet does not have a streamlined inspection process. Inspections do not need to be a lose-lose situation if fleets digitize their inspections.
The Shift from Paper to Digital Inspections
Traditional vehicle inspections often rely on paper forms, creating the opportunity for possible delays and errors. Whether it is illegible handwriting or miscommunications between drivers, supervisors, and maintenance teams, paper-based systems can slow the inspection workflow and create inefficiencies affecting vehicle uptime and overall fleet performance.
The Inspection Checklist SmartApp revolutionizes this process by providing a digital alternative that integrates directly with FleetFocus fleet management software. Rather than manually filling out paper forms, drivers can complete inspections directly on their phones, submitting reports in real-time and reducing the steps involved in getting a vehicle into the maintenance queue.
Before and After Mobilized Inspections
Implementing the Inspection Checklist SmartApp can help fleets streamline their inspections by eliminating all the unnecessary steps and reducing the chance of errors. Here’s a look at how the process has evolved:
- Before Implementing the Inspection Checklist SmartApp:
- Inspection: Drivers spend 10-15 minutes documenting issues using paper forms (e.g. headlight issue).
- Submission: Drivers hand the paperwork to their supervisor, often at the end of their shift.
- Review: Supervisors review the forms, struggling to decipher drivers’ handwriting.
- Communication: Supervisors communicate any maintenance issues to the shop via phone, fax, or email.
- Clarification: The workshop often requests more details and contacts the supervisor to get additional information about the issue (e.g. type of headlight needed).
- Delay: If the vehicle is offsite, the issue will remain unresolved and will not enter the work pipeline for another day.
- After Implementing the Inspection Checklist SmartApp:
- Inspection: Drivers use their phones to conduct inspections while walking around the vehicle.
- Documentation: Inspection checklist items are entered directly into their app, which guides the driver through the process.
- Submission: Once the inspection is complete, any identified issues are automatically submitted, and a service request is generated in FleetFocus, notifying the maintenance team immediately.
By eliminating the need for paper forms and manual communication, the Inspection Checklist can significantly reduce the time it takes to identify and resolve vehicle issues, allowing for faster maintenance and minimizing vehicle downtime.
Enhancing Data Accuracy with Integrated Systems
Beyond improving inspection workflows, the Inspection Checklist SmartApp can provide accurate data for better reporting, particularly with vehicle meters. Normally, meter data—such as mileage or engine hours—would need to be manually entered by technicians, causing occasional errors. Having these inaccuracies could negatively impact preventive maintenance schedules and affect vehicle replacement planning.
With the Inspection Checklist, meter data is automatically captured during inspections, ensuring fleet managers have reliable information for decision-making. As a result, the integrity of the data flowing into FleetFocus can improve, enhancing the accuracy of maintenance schedules and replacement strategies.
Transforming Preventive Maintenance with Mobile Solutions
Adding the Inspection Checklist SmartApp to your fleet can be a great step forward if fleets are looking to continue evolving their fleet management practices. By digitizing and mobilizing your inspection process, fleet managers can get rid of any inefficiencies with their paper-based process, reduce errors, and ensure their vehicles remain properly inspected, maintained, and serviced promptly.
The benefits of the Inspection Checklist SmartApp are clear: faster inspections, fewer errors, improved data accuracy, and streamlined preventive maintenance processes. All are required for a fleet searching for a way to further enhance its fleet operations and ensure vehicles remain in top condition.
