Automated fleet checklist: what it is and how to adopt it

Vehicle checklist automation is increasingly common in transport operations and can bring significant benefits when implemented well.

After all, the vehicle checklist is one of the most important tools in fleet maintenance. Before putting a vehicle on the road, drivers must check that the mandatory equipment is present and in good working condition, and the inspection routine helps organize this care day to day.

However, the manual process, still quite common in fleets, ends up being neglected by some drivers and is more susceptible to human error, whether from an incorrect reading during inspection or incorrectly filling in the control spreadsheet afterward.

Therefore, if your operation has not yet started adapting to logistics technologies, checklist automation is an important step toward more reliable records and easier referral of the faults found. Take a look:

• What checklist automation is;
• Benefits of automating the fleet checklist;
• How fleet checklist automation works;
• How to automate the fleet checklist;
• An example of a company that automated its checklist.

What is checklist automation?

It is a process that replaces manually completed fleet inspection lists with technological solutions that record this information in a partially or fully automated way.

In other words, it is a technological solution that simplifies and improves fleet vehicle inspections, increasing information reliability and making it easier to open work orders when a nonconformity is reported.

Benefits of automating the fleet checklist

Reduce errors and inconsistencies

When checklists are completed on paper, errors such as filling in the wrong line and having to make corrections on the document are common. This makes it harder for managers to understand the information for maintenance control and work order creation.

There is also the risk of drivers not completing the checklist correctly or simply ignoring this responsibility. Digital records make it easier to standardize questions, require evidence when necessary and keep track of who performed each inspection.

Achieve greater operational efficiency

Efficiency means completing the fleet routine with both quality and as little effort as possible. In other words, when drivers use a paper checklist, it takes longer to fill in, hand over and organize the document, and the chances of errors are higher, indicating low efficiency.

On the other hand, a checklist automation tool allows the task to be completed faster and more reliably, increasing operational productivity and reducing time spent on administrative rework.

Provide greater safety for vehicles and drivers

When checklists are completed and work orders are referred more easily, the operation gains visibility into items that need attention before they become bigger issues.

This does not mean that the app alone guarantees correct inspection, repair or taking the vehicle out of operation. Technology organizes the record and helps direct the fault to maintenance; the decision to release the vehicle and the execution of repairs still depend on the processes defined by the company and the people responsible for each stage.

Optimize fleet maintenance processes

Standardizing maintenance processes is something checklist automation offers. Like the inspection process, it makes vehicle maintenance more practical and faster, as well as work order creation, which can take place during the inspection itself when an issue is recorded.

In addition, because it is a technological solution, the maintenance and checklist history is created automatically from records made by the team.

It is also highly advantageous for those who choose data-driven management with more analytical decision-making, since the checklist platform can generate charts and reports in a dashboard for operational analysis.

Ensure driver responsibility for vehicles

When checklists are completed using technology, it is more practical to identify the driver responsible, through either a user profile on the platform or an electronic signature at the end of the checklist.

How does fleet checklist automation work?

In fleets where predictive maintenance is already in place, there are technologies that completely automate inspections of vehicle elements, although the investment required is higher.

In these cases, machines and sensors measure temperature, vibration and other vehicle elements to detect issues at early stages that other inspection methods cannot identify.

Many operations still lack the budget for this type of technology, given its high initial purchase cost. However, the electronic checklist is a more affordable alternative, with features that contribute significantly to inspections, which are partially automated.

In this option, drivers must still perform inspections, but everything is done through an app, where they record “yes” or “no” (or “ok” and “nok”) answers, take photos of the inspected item and add an electronic signature at the end of the process.

If there is an issue with the vehicle, a work order can be created immediately so drivers can include more details. Once the WO is completed, it becomes available for mechanics to view the fault and arrange a resolution according to the workflow defined by the company.

How can you automate the fleet checklist?

1 – Choose the most suitable solution

Identifying your fleet's needs is essential to understanding which tool will be most suitable for your routine.

Therefore, determine the number of vehicles and drivers in your fleet, understand the main issues with inspections today and look for solutions that meet your needs without creating unnecessary steps for the people running the operation.

2 – Train the team

Whenever you acquire a new tool for the fleet, you need to train your team. This encourages use of the new technology and ensures that nobody is lost when using the solution.

For checklist automation, it is also important to show drivers how they can help the process run smoothly and ensure that all information is collected and stored correctly.

3 – Keep track and make continuous adjustments

Checklist automation speeds up operational routines, but you still need to keep track of completed checklists and understand whether your operation is achieving the expected results.

If you notice issues or identify other processes that could bring improvements, make the necessary adjustments and repeat the cycle of implementation, analysis and continuous improvement.

An example of a company that adopted checklist automation

Prolog case study: Klabin

Two of Klabin's main needs were to make vehicle inspections faster and carry them out using smartphones, without having to fill in forms manually and carry a clipboard.

The other need was automatic WO creation when an issue was identified, speeding up communication as well as issue resolution. In the published case study, Klabin chose the Prolog Electronic Checklist to digitize preventive fleet maintenance, with a maintenance schedule, smartphone inspections and automatic WO creation.

This is what checklist automation through the Prolog App solution delivered for the company, along with many other benefits, such as identifying the items and vehicles that cause the most issues in the fleet.

Prolog case study: Ghisolfi

In Ghisolfi's case, checklist automation provided visibility and insight into faults and areas for operational improvement, while also increasing team productivity by making vehicle inspection processes faster.

The company digitized inspections, adopted a 100% digital checklist and gained real control over fleet team productivity, eliminating almost all paper use in the operation.

If you want to learn more about Prolog's fleet checklist solution, schedule your free demonstration!