Digital checklists: 7 problems they solve

The routine of vehicle inspection using checklists involves several processes.

Creating the checklist, printing it, handing it to the driver, assessing the vehicle and filling out information, returning the checklist to the manager, transferring data to the control spreadsheet and filing the papers.

That is without counting work order control stages, where fleet managers must open work orders after checking the issues found in each checklist.

In other words, many errors can occur along the way. And even when there are no errors, delays occur because of the high amount of manual work required.

So, take a look at the problems solved with digital checklists in vehicle inspection:

• Collecting information to assess fleet renewal;
• Making decisions about fleet vehicles;
• Manual rework;
• Resolving issues remotely;
• Speed and productivity;
• Excessive costs;
• Preventive and corrective maintenance control.

Collecting information to assess fleet renewal

While both checklist types collect information on fleet vehicles, what is on paper ends up being of little use when managers need to look up data to support company decisions.

This is because all papers are filed together and the manual organization system does not allow the documents needed to be found quickly. Digital checklists, on the other hand, have everything needed a few clicks away.

Whether to assess ready-made reports, comparison charts or even vehicle availability — which vehicles are OK to drive and which should go through the workshop before another trip.

The point here is:

When managers want to understand which vehicles performed best and underwent less corrective maintenance, the data is easily accessible on both computers and phones.

In other words, it is easier to understand which vehicle models should be kept in the operation and renewed, and which can be discontinued.

Fleet decision-making

To know what decisions to make about fleet vehicles, you need to understand what is worthwhile. For example, a vehicle that has already undergone repairs 5 times for the same reason: a warning sign!

It is time to assess what is happening, whether it really is the vehicle or whether the driver's actions are causing the issue in question.

That is why digital checklists should be implemented in your routine. With them, each checklist is completed with an electronic signature, making it very simple to identify the person responsible.

In addition, just as inspection history helps identify the best vehicles for fleet renewal, it also serves to reassess and optimize maintenance processes.

Manual rework

Usually, when an operation uses paper checklists, it also uses fleet control spreadsheets on a computer to record some data better and create the best view for reports and analysis.

However, this means managers do the work again by reading what was filled out on the checklist and typing the information into a spreadsheet.

Although it is an acceptable solution, and financially more accessible than purchasing a technological solution, it has some associated issues, such as:

• Increasing response time to issues found;
• Misreading descriptions of vehicle issues;
• Being unable to add photos of issues found;
• No guarantee that important checklist items have been filled out.

Meanwhile, digital checklists bring the speed and productivity sought in transport operations. They reduce inspection time, with users able simply to tap buttons in the phone app, and automatically generate work orders.

Mechanics therefore know exactly which vehicles need service as soon as the checklist is completed.

Beyond that, items have mandatory answers. Drivers cannot mark a checklist complete if any question is unanswered, providing greater certainty that vehicles will be checked and serviced when there are issues.

Resolving issues remotely

Issues on the road are still very common: broken-down trucks, punctured tires, malfunctioning headlights, etc.

In the past, drivers would have had to seek out a workshop or tire repair shop at the roadside to resolve the issue, increasing operating costs and delaying the route.

With digital checklists, drivers can open requests on their phones and receive a real-time response from fleet managers. Managers promptly arrange the best solutions, considering both the cheapest and the fastest alternatives.

Speed and productivity

Most managers seek to complete more tasks in less time, with better process execution quality. This combination of factors is also known as “productivity”. And it often seems impossible to achieve.

However, when digital checklists enter the picture, things change. As mentioned above, it is not only checklist creation time that is reduced, since it is easily configured through the web system.

Drivers can also perform inspections faster, using just one hand to hold the phone and answer questions, and the other to examine vehicle items.

The third to benefit, also gaining more productivity, is the fleet manager themself, whose analysis reports are created automatically by the system.

In this stage alone, three problems have already been solved with digital checklists.

Excessive costs

When there is no close control of vehicle performance and the preventive maintenance routine, costs end up increasing. This is because there is no clear visibility to anticipate vehicle errors and breakdowns.

As a result, vehicles undergo corrective maintenance more often — where expenses are at least 40% higher.

Digital checklists reduce operating costs because they become easier to carry out, motivating employees to meet inspection schedules — whether daily, weekly and so on — and finding the ideal timing for preventive services.

Preventive and corrective maintenance control

Although digital checklists are more useful in preventive maintenance, even being fundamental to the process, they also help control corrective maintenance.

This is because repairs almost always take place through work orders opened by the system. It therefore becomes easier to identify how many times repairs occurred and the amounts allocated to each type of maintenance.

Now that you know the problems solved with digital checklists, would you like to discover a system focused on fleet management? Discover the Prolog App solution and book your free demonstration.