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How can you create a scalable fleet performance system?

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If you manage a fleet of vehicles, you know how important it is to monitor and optimize their performance. However, as your fleet grows, it can become challenging to track and analyze all the data you need. How can you create a scalable fleet performance system that can handle your current and future needs? In this article, you will learn some key steps and best practices to design and implement a robust and flexible fleet performance system.

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Guillermo Arslanian

Co-Founder @ Trocafone | Transforming Climate Change

1 Define your goals

The first step to create a scalable fleet performance system is to define your goals and metrics. What are the key performance indicators (KPIs) that matter most for your fleet? How do you measure them and compare them to your benchmarks? How do you align them with your business objectives and customer expectations? By defining your goals and metrics, you can focus on the most relevant and actionable data for your fleet performance.

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Guillermo Arslanian

Co-Founder @ Trocafone | Transforming Climate Change
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One way I applied this professionally is by effectively managing and tracking a fleet responsible for collecting smartphones from more than 3,000 different stores located all over Brazil and transporting them to our warehouse in S?o Paulo. This operation presented a unique logistical challenge, given the vast geographical expanse of the country. The importance of real-time tracking cannot be overstated in this endeavor. We needed to know precisely where our phones were at any given moment and when they would arrive at the warehouse. Not only did this allow us to optimize logistics and ensure timely deliveries, but it also played a crucial role in managing our cash flow efficiently.

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2 Choose your tools

Choosing the right tools and platforms for collecting, storing, and analyzing fleet performance data is a key step. Depending on your budget, preferences, and requirements, there are various options available. Telematics devices can track and transmit data from vehicles, such as location, speed, fuel consumption, mileage, engine status, and driver behavior. This can help you monitor your fleet in real time and identify potential issues or opportunities for improvement. Fleet management software can integrate and manage data from different sources, such as GPS, fuel cards, maintenance records, and invoices. It can organize and visualize data, generate reports and dashboards, and automate tasks and workflows. Data analytics tools can analyze and interpret fleet data using descriptive, predictive, and prescriptive analytics. They can discover patterns and trends, forecast scenarios and outcomes, and recommend actions and solutions.

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Guillermo Arslanian

Co-Founder @ Trocafone | Transforming Climate Change
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In my experience as the Founder of Trocafone, data has been our guiding force. We've harnessed data to make informed decisions, using tools like Tableau and a team of Data Scientists to optimize our fleet management. Data isn't just information; it's the key to efficiency and excellence.

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3 Implement your system

The third step is to implement your fleet performance system, following a structured and iterative process. You should start with a pilot project, testing your system on a small sample of your fleet and evaluating the results. You should then scale up your system gradually, adding more vehicles, data sources, and features as you go. You should also monitor and review your system regularly, using feedback and metrics to measure its performance and identify areas for improvement.

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Guillermo Arslanian

Co-Founder @ Trocafone | Transforming Climate Change
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In my experience, scaling our operations efficiently was a crucial aspect of our success. We started with a pilot project in just a few stores near the SP area, and from there, we expanded to cover other regions.

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4 Train your team

The fourth step is to train your team on how to use and benefit from your fleet performance system. You should ensure that your team understands the goals and metrics of your system, the tools and platforms that you use, and the best practices and policies that you follow. You should also provide them with the necessary skills and resources to access and analyze your data, make informed decisions, and take action. You should also encourage them to share their insights and suggestions, and foster a culture of continuous learning and improvement.

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Guillermo Arslanian

Co-Founder @ Trocafone | Transforming Climate Change
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In my role as the Founder of Trocafone, hiring experienced professionals and providing them with the right training and tools were essential steps. This approach enabled us to build a capable team capable of making data-driven decisions and fostering a culture of continuous improvement.

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5 Optimize your system

The final step is to optimize your fleet performance system, using the data and insights that you generate to enhance your fleet operations. You should use your system to identify and solve problems, such as reducing costs, improving safety, increasing efficiency, and enhancing customer satisfaction. You should also use your system to explore and seize opportunities, such as optimizing routes, increasing productivity, expanding services, and creating value. You should also keep your system updated and adaptable, incorporating new technologies, trends, and standards as they emerge.

By following these steps, you can create a scalable fleet performance system that can help you manage and improve your fleet operations. A scalable fleet performance system can help you gain a competitive edge, achieve your business goals, and satisfy your customers.

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Guillermo Arslanian

Co-Founder @ Trocafone | Transforming Climate Change
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Our system wasn't just about collecting data; it was about solving problems and seizing opportunities. We used it to identify and address challenges, whether it was reducing costs, improving safety, boosting efficiency, or enhancing customer satisfaction. An essential aspect of this process was keeping our system updated and adaptable. We made sure to incorporate the latest technologies, follow emerging trends, and adhere to industry standards. By adhering to these principles, we crafted a scalable fleet performance system that not only improved our operations but also gave us a competitive edge. This approach allowed us to achieve our business goals and, most importantly, satisfy our customers.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you create a scalable fleet performance system?

1

2

3

4

5

6

1 Define your goals

2 Choose your tools

3 Implement your system

4 Train your team

5 Optimize your system

6 Here’s what else to consider

Fleet Operations

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How can you create a scalable fleet performance system?

1

2

3

4

5

6

1 Define your goals

2 Choose your tools

3 Implement your system

4 Train your team

5 Optimize your system

6 Here’s what else to consider

Fleet Operations

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