Fleet management spreadsheet: when it is enough

Does a fleet management spreadsheet really work? When is it worth having one, and when should you invest in a digital management system?

These are questions we often encounter in fleet management, and they make a lot of sense. After all, we are calling into question the efficiency and productivity of transport operation processes.

There are many details to record and keep track of, from the maintenance plan to drivers' working hours. Organization is therefore indispensable. Now you just need to understand which alternative is best for your fleet.

Fleet management spreadsheet

Even with resources available to invest in a technological management tool, some large companies use spreadsheets as a control option. Does that mean they are better?

Not necessarily.

When you use a complete management spreadsheet with several sheets showing fleet data, vehicle mileage, repair shop registration, documentation and other important information, you may not even miss having a digital system.

In fact, you will probably only notice the difference and ease the system brings after getting to know it and applying it in your management. You might even find yourself wondering why you did not take that step sooner!

But before comparing the two alternatives, let us answer a few questions:

When should you use a spreadsheet for fleet management?

Companies taking their first steps in fleet organization and control can benefit from spreadsheets, whether using one spreadsheet for each process or bringing everything together in a single spreadsheet with several sheets.

Centralizing information in one place is advantageous because fleet managers can easily find all the information. This allows them to generate reports and analyses for planning and decision-making more quickly.

A spreadsheet is a good way to establish management practices and help understand what type of system would be needed. The variety of software types and features is so broad that choosing a tool becomes complicated before processes are already in progress and working.

How do you build a spreadsheet?

Although you can find ready-made templates online, building a management spreadsheet designed specifically for your fleet has advantages. Consider this alternative.

In brief, your spreadsheet needs:

• Driver registration;
• Vehicle registration;
• Maintenance control;
• Fixed costs;
• Fuel consumption;
• Tire management;
• Toll control;
• Fine control;
• Daily costs.

The idea is for each of these to be a different sheet in the same spreadsheet.

Each should contain columns and rows to fill in the necessary information. For example, driver registration can include name, age, time working at the company, Brazilian driver's license (CNH) number, number of trips completed, among other details.

Learn in more detail how to build a fleet spreadsheet.

Digital system for fleet management

In essence, a system is very similar to a spreadsheet: both aim to speed up and simplify fleet control. But in construction, structure, implementation and everything else, they are very different.

Companies that understand the advantage of technology know that an initial cost a little higher than that of a fleet management spreadsheet pays off in the long term. Having a system that is easy to update and customizable makes things much easier.

For a general comparison, let us turn to the question:

When should you use a digital management system?

Once you have established fleet management practices, you can research and understand the best system to implement in your daily operations.

Migration to a digital system also becomes simpler once operational processes are established. Even though some employees may resist or have difficulty with the change, this can be resolved through clear, open communication.

In other words, you should tell everyone there will be a change, what it will be and how it will happen — an implementation schedule can help.

Comparison table: spreadsheet or system

In conclusion…

You should choose the alternative that makes the most sense for your fleet's current stage. If it is time for a technological “revolution,” how about taking Prolog with you?

Explore our solutions!