In two previous Dolphin articles we learned what services should the provider company offer and How to choose a Fleet management software. Accordingly, the next step is to pick an appropriate Fleet management software that covers all your needs. Of course, However, this might seem clear and subsequent level, It could be a crucial challenge in your business depending on the size of your fleet.
There are several questions you should ask from your software provider.
This brings us to the next level, choosing the software with suitable amount of privacy.
Initially, drivers and fleet company manager’s main concern are the security and privacy of system. What are the concerned company’s opinion and policy towards privacy?
Use the demo and log into it. Try to work with it via some dummy information and test the issues below. Is their system secure?
How easy is to penetrate into the software and disrupt the workflow?
These are parts of the system you should test through the application. Test the level of privacy for employee’s personal data and see how much information is released for them. Assess the amount of access and information comes from the system. To test the security of the system, you could take measures to examine the system’s infrastructure. So, another alternative would be to ask a cyber-security specialist to analyze the proposed software package.
What is the first things coming to your mind when opening a right fleet management software? the UI definitely. Everyone would like to face a User- friendly application and easy to use.
So, it takes some times for employees to get used to the new way, then there could be some changes in their job profiles too. In such situations, it is imperative that your software has an easy-to-learn and use interface. This will help get your employees on board and the business back on track much faster.
Not to mention, that as employees leave or get promoted, their positions will be filled in by the new people. It is simply better to have a simple user interface to avoid difficulties in the otherwise smooth functioning of your fleet.
The foremost thing that bothers the developing company is its compatibility for several platforms. Even a small lag in the appearance or working of application on any platforms reduces the hard work of a company’s reputation. One the main feature of a user-friendly software is the ability to be opened in all the Operating software such as Android, IOS, Windows, IOS and etc.
We are at a level in time where technology reaches new heights every day. So, in this day by the day changing tech landscape, the only way for a business to continue is to be updated and competent. The field of GPS tracking and fleet management systems nowadays became available to the public less in than 20 years and has made outstanding growth in a short span of time.
So, while choosing your software, control whether the software provider developer team has a vision for its future or not.
The possibilities of tracking are never-ending, and it is inevitable that the field of monitoring and controlling the fleets of a company will progress to be more extensive.
While choosing the right fleet management software. better to ask the questions below to understand this section better.
Do they upgrade the fleet management software regularly? Or they systems encounters bugs and errors?
Are they up to date with Fleet management industry standards?
This could be a good estimating aspect while choosing your fleet management package.
While choosing the software, it is easy to be attracted to the idea of what your fleet could be instead of what it presently is.
This could be a problem while choosing the right level of complexity for your fleet, which is very important. For example, if you have a small fleet and a highly complex software with many features, you might not have enough data to draw realistic inferences.
Not to mention, that you would be paying far more than necessary, for half the features will be redundant. This could lead to more problems than solutions. Looking at software that does a few things and does them well might be a better alternative for the smaller fleets.
The same principle also applies to the opposite scenario, where a large fleet employs a barebones software package. Generally, larger fleets need to take many more factors into account in order to operate at an acceptable level of efficiency. This requires them to track many more variables, and they have enough data to harness and make positive changes.
It would be wise of them to choose a powerful platform with a diverse range of features to really benefit from the fleet management app.
One of the standards should be definitely checked in a right fleet management software is robustness. If fleet management software is perfect for your requirements in every way but crashes often enough to disrupt your workflow, it could cause your business unwanted downtime. It is a good practice to use many trials and demos before you decide on one software package.
The pricing of the software you plan to buy when choosing a right fleet management system, in most cases, is an important factor and straightly connected to its level of difficulty and complexity and the size of your fleet and quality of services they provide.
The first thing to take into consideration would be to look into its ROI which we explain about it in the next part. It is true that investing in a right Fleet management Software will reduce your overall expenditure. But before you reach that point, it requires some primary investment for equipment, servers and infrastructure. take this investment into account while budgeting for them.
It is better to spend more on quality software than it is to buy rickety software just because it falls within your budget.
At the same time, since it is a long-term investment, mid-size and small fleets should go for the most economical option that covers their basic needs.
ROI or Return on Investment is one of the most important things to take into consideration while buying. In a way, it is the driving force behind your endeavor. Before purchasing, ask for the ROI of provider company.
Request the seller to explain their fleet management software advantages and proof of ROI through case studies and customers satisfaction license that have seen a good return on investment. Also, check for whether these case studies match the specifics of your fleet in any way. Identify the trend of successful ROI in their case studies.
Are they all big-sized fleets or small business?
Did they have comparable motives to choose this Fleet management systems?
Once you have identified the trend, see if your fleet fits into the movement. This is one way to see if the proposed software would work to your advantage in the long run.
To justify the cost and time the fleet management, you would think that an organization could easily recognize the results the process produces. We’ve found that it’s the rare organization that actually tracks –or even knows how to track- the impact of performance reviews and conducts a cost-benefit analysis. Instead, organizations tend to only measure participation rates, adherence to guidelines, and completion of documentation.
How does your organization measure the effectiveness of its performance review process? Do you measure how much the process costs and how much impact the process has on increasing company performance?
Like the article, read other parts as well: How to choose a right fleet management system(part 1)
GIS is definitely one of the most important features a fleet management software can use as a tool in equally both problems solving and decision-making processes, as well as for visualization of data in a spatial environment. Geospatial data can be analyzed to fix the location of features and relationships to other features, where the most or at least some feature exists, what is happening nearby some features, and how a specific area has changed over time.
Will the software scale up with your fleet and business growth?
Does the software generate several reports in different formats? such as .xlsx, .csv?
The adaptability of a software controls how beneficial is for your fleet in the long-term.
What is your projected business two years from now?
Can it scale up or down to that size?
Because if you chose a wrong fleet management software and had to change it. Managers who experienced this issue knows how a systemic transition is difficult for the business, and it is not advisable to change software packages periodically. Scalability is a vital point especially when you are thinking of a better future for your company and your fleet. The best plan is to think about this software as a long-term solution, which brings us to the next point.