Use a CMMS to Improve Fleet Vehicle Maintenance

A computerized maintenance management system (CMMS) like Coast simplifies maintenance scheduling, tracking and execution. It centralizes service records, automates reminders based on mileage or dates, and streamlines communication with mechanics.

Key benefits of using a CMMS for vehicle preventive maintenance include:

• Automated scheduling: Coast allows businesses to automate both time-based and usage-based maintenance schedules, ensuring no critical fleet servicing is missed. This reduces the risk of breakdowns and helps keep your fleet consistently road-ready without relying on manual tracking.
• Simple digital work orders: Maintenance technicians can access detail-oriented tasks, asset history and checklists right from a tablet or mobile device with digital work orders, speeding up completion times and reducing paperwork. Once a task is finalized, the technician can record the progress and anything of note, which is instantly stored in the asset history and integrated into maintenance reporting.
• Maintenance analytics: A CMMS software tracks key metrics like service frequency, downtime and repair costs across your fleet in real time. Insights from maintenance reporting help organizational leaders make smarter decisions around part or vehicle replacement, budgeting and optimizing overall fleet performance.
• Inventory management: Using a preventive maintenance software for asset inventory management allows you to track everything from spare tires to replacement oil in real time, so you always have critical parts when needed and aren’t overspending on unnecessary supplies for your fleet. 

Types of Vehicle Preventive Maintenance

There are two main types of preventive maintenance to perform on fleet vehicles. These include:

1. Time-Based Maintenance
   This approach involves recurring maintenance at regular intervals (i.e., every six months), regardless of mileage. It is important for preventing wear and tear issues and especially important for assets that tend to degrade over time, even with limited use.
2. Usage-Based Maintenance
   This includes servicing based on usage like the amount of miles driven or operating hours. This technique helps to ensure that maintenance is only done when it’s truly needed, reducing unnecessary maintenance work and extending the lifespan of heavily used assets.

Imagine running a delivery company that operates with a variety of vans. One van has been notoriously disregarded, with oil changes happening inconsistently. Having gone thousands of miles without an oil change, it suddenly breaks down, resulting in delays for a now frustrated customer, expensive repairs and lost revenue. Another van maintains a standard oil change schedule and continues to operate functionally without failure. 

Common Examples of Fleet Maintenance

Within these two types of preventive maintenance, the most common examples of preventive fleet maintenance include:

• Air filter replacements
• Oil changes
• Tire rotation and air pressure checks
• Brake inspections
• Fluid flushes and exchanges

With proper coordination and implementation, your fleet will be more reliable, efficient and long-lasting. Let’s dig deeper into each of these vehicle preventive maintenance tasks.

Air Filters

Air filters are generally supposed to be inspected every 12,000 to 15,000 miles or once a year on average, depending on the vehicle and driving conditions. (Fleets operating within dusty or off-road environments may require more frequent inspections and replacements.)

Why Are Air Filters Important?

Clean air filters are critical to help engines “breathe,” optimizing fuel efficiency and overall engine performance. When a filter is clogged and airflow is restricted there is a reduction in power and more fuel consumption. Scheduling the consistent replacement of air filters can reduce overall emissions and extend an engine’s lifespan.

For example, suppose a fleet manager noticed declining miles-per-gallon (MPG) across several vehicles. After routine air filter replacements, fuel efficiency rebounded and saved the company thousands in fuel costs annually. In short, it’s a simple yet impactful maintenance task that pays off quickly.

Oil Changes

You should change your vehicle’s oil every 5,000 to 7,500 miles on average, depending more specifically on the type of vehicle and its engine’s demands. Using synthetic oils could potentially offer longer intervals in between changes, but consistency is essential.

Why Prioritize Routine Oil Changes?

Oil lubricates engine parts, reduces friction and helps dissipate heat. It also breaks down and collects contaminants over time that could otherwise lead to engine wear or failure. Regularly performing oil changes ensures that you maintain optimal engine performance and protect your vehicle’s health.

Failing to change the oil could result in a complete engine replacement or other costly repairs. By abiding by a consistent oil change schedule, you can extend your vehicle’s lifespan and mitigate the risk of unplanned downtime.