How to improve fleet performance using reports?

How to improve fleet performance using reports?


In today’s technology-savvy world, the volume of available data for fleets can be too many. It is essential to sort out and identify the right information for an effective fleet management system.

The advent of Big Data is reinventing fleet management; it has made more comfortable access to vast volumes of data related to making critical decisions effectively.

Develop an effective reporting system

When fleet managers receive a lot of information regarding various topics, it cannot be apparent. Initially, it is essential to filter the necessary information from the pool of reports you will get. Consider the below points while setting up a reporting system in your fleet management system:

  1. The kind of data that the reports must generate
  2. The person who needs to have access to the reports
  3. Frequency of generating reports
  4. The reports by one-time or long-term
  5. Need reports for inventory management
  6. Areas of operations do the report cover.

Reports and the data they generate

Let’s look at the necessary reports generated and how a fleet management system can work efficiently by optimizing these reports.

 Fleet fuel efficiency reports

One of the significant benefits of using reports is getting a perfect overview of your fleet’s fuel efficiency and performance. You can analyze the fuel usage by a vehicle or driver by calculating the fuel against distance covered, enabling you to explore the below:

  1. How often, where and when drivers refuel
  2. The fleets that are not performing at their optimal level
  3. Any refueling patterns to be noticed
  4. Are they using the most effective places to fill up
  5. Are there any sudden irregularity in fuel consumption

These statistics will help you to pinpoint problems and tackle them effectively. You can derive patterns on a daily, weekly, or yearly basis to develop quality refueling policies.

 Driver performance reports

Using reports, you can analyze how your drivers are operating, both individually and collectively. This information will let fleet managers know which drivers require training. Different driving styles can impact delivery times, fuel usage, fleet efficiency, and safety. This report enables you to derive conclusions like which drivers need extra monitoring or gain more from training courses. With these fleet reports’ help, you can group drivers driving behavior into good and bad driving behaviors. It could create positive competition among drivers and encourages them to improve in the future.

A full set of data takes reports by considering the external factors that could affect driving behaviors like traffic, weather changes, road closures, etc.

Costs and expenses report

Reports can help you look into other expenses asides from fuel expenses regarding fleet management. The amount spent on vehicle repair, damages, tolls, inefficient driving routes, accidents, insurance costs, etc., can be quickly brought to light using the fleet reports generated. All these issues can affect the bottom line of fleet management.

You can see where you are spending exceptionally high and set targets and benchmarks for reducing costs. You can reduce the costs of repairs and downtime with these fleet reports into truck and trailer performance; it allows you to plan maintenance by resolving the minor issues before moving into significant problems. It will also let fleet managers decide when it’s time to invest in new vehicles. They can choose to take fleets for rent or lease for smaller fleet operations rather than buying vehicles.  

Trip reports

Trip reports will have the details regarding the trips assigned to each driver and the status regarding the trips.

A comparative analysis of these fleet reports will let you analyze driver performance and productivity. If the assigned trip is not complete, the fleet manager can determine the valid reasons for the incomplete trip and find a solution, whether it is due to repair, accidents, traffic, reroutes, etc. The fleet managers can arrange an alternative solution for an incomplete trip.

Vehicle running report

Time-to-time breakup of the vehicle movement is generated using this fleet report. It will give an insight into the total running time, idling time, driver details, and distance traveled. You can create this report on a daily, weekly, or monthly basis as required. Using the reports, fleet managers can analyze any fuel usage inconsistencies, vehicle performance, and routes.

Calendar and duty roaster

Using roaster, fleet managers can get an overview of the available drivers and vehicles. It will have data on duty days, driver leave days, shift hours, etc. Data available on the dashboard let fleet managers assign drivers and fleets for unexpected trips or emergencies. Fleet managers can manage fleet operations efficiently using this report.

Shift hours let fleet managers track if any drivers are working overtime. If the drivers are working overtime, it can make them fatigued, which may lead to accidents. Fleet managers should be responsible while allotting the shifts; they must consider whether each driver gets a proper work-rest balance.

Compliance reports

Compliance reports will have all data regarding a vehicle’s statutory and compliance regulations. Registration details, purchased date, FC, etc., will be available in the report. Fleet managers can use these reports to see if all the fleets meet the compliance as set by the government, or else, there could be hefty fines. Fleet managers can avoid facing these issues if they have these reports ready at hand.  


Fleet management can generate reports on different areas related to the fleet. But it is always better to customize the fleet reports according to your business requirement. Otherwise, these fleet reports may not do well for your business. So initially, be ready with the type of reports you need to enhance your business operations.

Accurate reports at proper times help monitor and manage the fleet and reduce your fleets’ operational costs and downtime.