Fleet Managers: What Do They Do?

Have you ever wondered what happens behind the scenes when you order something to be delivered? It’s a complex process involving a lot of unsung heroes, from freight forwarding experts to dispatch operators to drivers. One of those unsung hero roles is that of a fleet manager. 

This article is a basic introduction to the fleet manager’s role. Whether you’re wondering if it’s a viable career for you, or needing to hire your own fleet manager for the first time, this should answer your questions. We’ll cover duties and responsibilities, necessary skills, steps to become certified, and what the future holds for this job.

What is a fleet manager?

A fleet manager takes charge of a fleet of vehicles and their drivers. Each company’s fleet operations involves different tasks and challenges, but in general fleet managers are responsible for: 

• Profitability: Is the fleet being used efficiently? Is there a way to find cost savings without hurting performance or safety? 
• Driver management: How can driver schedules be optimized to avoid overworking? How to stay in compliance with regulatory agencies? 
• Fleet maintenance: What’s the optimum maintenance schedule? Is it more cost effective to purchase new vehicles or increase preventative maintenance on an existing fleet? 

These are just some examples of the issues a fleet manager deals with, and how they can add value to an organization through strategic decision-making.

What does a fleet manager do?

The day-to-day tasks of a fleet manager can vary. For example, one day you might be working on vehicle maintenance while the next you might be looking for ways to increase driver safety or fuel efficiency. Fleet managers need to focus on business profitability, including fuel consumption and fuel costs, without sacrificing driver happiness and efficient routes.

What are the duties and responsibilities of a fleet manager?

Fleet managers can take on many different roles, depending on the needs of the organization. Here are some of the common duties and responsibilities of a fleet manager:

• Fleet safety: Ensure that drivers and cargo are transported safely and in compliance with regulatory requirements.
• Fleet performance:  Optimize operational efficiency and ensure on-time deliveries, perhaps using real-time fleet tracking.
• Fuel management: This is a big contributor to profitability, and might require strategies like an anti-idling policy and route optimization. 
• Fleet maintenance: Control maintenance schedules and vehicle inspections to minimize breakdowns and keep maintenance costs low. 
• Vehicle acquisition: Track vehicles through their lifecycle. Decide on the right time to retire existing commercial vehicles or purchase new ones, and manage the procurement process.
• Driver performance: Fleet managers are in charge of both vehicles and drivers. They control workloads, driver downtime, and monitor driver behavior to create a positive work environment.

These are just a few of the roles and responsibilities of a fleet manager. However, fleet managers can expand outside of this list depending on the organization’s needs. For example, if your delivery company is down a driver on a busy day, you might jump in on deliveries. Remaining agile and flexible is essential in this role.

What key skills or core competencies does a fleet manager need?

Like most jobs, fleet managers need a specialized set of skills and core competencies. Here are some of the qualifications and skills that can help you become a fleet manager or create a fleet manager position in your company:

• Education: Some fleet managers have a formal education, like a bachelor’s degree or associate’s degree. Although a degree isn’t necessary, it can help you grasp general business concepts like driver management, telematics, and ways to improve profitability.
• Interpersonal skills: Being able to effectively communicate with your drivers and third parties is critical.
• Organizational skills: Planning delivery routes, managing driver schedules, and controlling spending are all important parts of the job.
• Problem-solving skills: Challenges are common when managing a fleet of vehicles and drivers. Brainstorming how to overcome these challenges while minimizing risks is important.
• Software skills: Fleet management software and apps, such as GPS tracking or an electronic logging device (ELD), are essential for productivity as a fleet manager. You should understand how to fully leverage these programs when planning delivery routes and managing employees.

Many of these skills can be learned. If you are interested in becoming a fleet manager or creating this position within your company, be sure you are using the right resources. This includes investing in the right fleet management software and training programs.

How do you become a certified fleet manager?

Not all fleet managers need to be certified, but many countries offer programs that can give you credentials and help you grow into your position. These programs vary by country. For example, the U.S. has a program through NAFA that leads to a Certified Automotive Fleet Manager (CAFM) or Certified Automotive Fleet Specialist (CAFS) title. NAFA does have a partnership with the Brazilian Light-Duty Fleet Association that provides certification programs throughout South America.

Concepts you can expect to learn about include asset management, general business and finance topics, proper maintenance, software and information technology, professional development, minimizing risks, and refueling optimization. Becoming certified can help you grasp many of the concepts and responsibilities you will see each day.

What is the difference between local and long haul/national fleets?

Supply chain management for local and long-haul fleets differs significantly. Local fleets often focus on "last-mile" deliveries, getting goods from a local distribution center to the end customer. This involves shorter routes, more frequent stops, and a greater emphasis on time-sensitive deliveries. There’s no need to plan overnight travel, or to pay meal stipends or other travel fees. 

Long-haul fleets, on the other hand, are responsible for transporting goods over long distances, often between cities or even countries. This involves longer routes, fewer stops, and a focus on fuel efficiency and vehicle maintenance to offset higher operational costs. There are usually also more onerous regulatory compliance requirements, which may differ from state to state. In this case, a fleet manager needs to be familiar with labor laws when creating driver schedules. They will probably also need more sophisticated fleet management solutions. 

A day in the life of a fleet manager

It can be difficult to visualize the day-to-day tasks of a fleet manager. Let’s break down the typical schedule you can expect when stepping into a fleet manager role. Keep in mind that these tasks can vary based on demand and company needs.

About 20% of a typical day is spent building and maintaining relationships with drivers and third parties. This relies on effective communication and interpersonal skills to maximize both customer and driver experience.

Next, you can expect about 30% of your day to focus on compliance with various regulatory agencies. This could be reviewing the Department of Labor’s scheduling requirements when creating driver routes, or understanding the tax implications associated with the procurement of a new vehicle.

The remainder of your day will be allocated to general operations and route planning. Here, you will optimize driver schedules and focus on fleet management and maintenance. Fleet managers must work in conjunction with drivers to avoid delays and prevent late deliveries. When it comes to handling operations, a fleet management system will be beneficial. With this resource, you will be able to pinpoint vehicle locations, monitor fuel efficiency, and track driver productivity.

What does the future hold for fleet managers?

The role of fleet managers is evolving with the help of technological advancements. First, there is an increased demand for data analytics to be worked into the day-to-day tasks of a fleet manager. This could be using strategic forecasting to predict demand or infusing data analytics into the procurement decision-making process. These changes require fleet managers to adapt to effectively perform their duties in the following ways:

• Infuse data analytics and forecasting into day-to-day tasks.
• Effectively communicate and collaborate with all team members, from delivery drivers to C-Suite executives.
• Make recommendations that minimize market risk and prioritize opportunities for industry changes.
• Identify beneficial technology, telematics, and sustainability efforts.
• Stay informed on legislative changes and their impact the organization.

No one can fully predict what the future holds for fleet managers; however, as the position becomes more relevant with the rise in e-commerce, you will need to be able to adapt and overcome any challenges thrown your way.