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How to reduce fleet downtime with fleet management system data

by Eleonora Malacarne on Nov 30, 2015 9:00:00 AM



Unplanned fleet vehicle downtime is one of the most dreaded events for anyone responsible for running a fleet, since it significantly impacts on costs and profitability. By enhancing your fleet maintenance system and schedule you are already more than half-way to getting your vehicles as roadworthy as possible. If you have fleet management system data at your disposal, you will undoubtedly optimise your operations and minimise fleet downtime.


What does fleet management system data do to enhance your fleet maintenance?


Here are just a few ways in which technology can help you manage fleet maintenance:

• If you use an automated service for recording maintenance you will speed up communications and bring some much needed clarity to what can easily be a muddled aspect of your business.

• You can use fleet real-time data for accountability and proactive decision-making.

• With a fleet management system, you can track, manage and measure internal and external service events as well as ensuring compliance.


How to reduce fleet downtime with the support of data?


With the data collected from maintenance, you can build up a real database of useful information. Here we give you four suggestions on how to identify useful information from your maintenance recording system in order to take important decisions.

1. Get the right metrics for your assets—by gathering data on your assets such as age, mileage, frequency of servicing or breakdown, actual downtime and so on, you can predict recurring issues and take action where needed (change/replace vehicles or investigate possible reasons for wear and tear—driver behaviour, for example).

2. Detect chronic failures—if specific vehicles are subject to the same type of servicing or constantly out because of a particular issue, you can consider the existence of these failures when purchasing new vehicles or identify measures for reducing such events occurring (also connected to driver behaviour).

3. Evaluate how much is spent on servicing or assess whether a vehicle has come to the end of its useful life—if you have all your vehicle’s performance data to hand, it will help you make this kind of decision

4. Compare servicing costs—it’s a simple matter to compare all your maintenance providers once you have all the data (price, type of service, date etc.) and establish which one is most suitable to continue caring for some or all of your vehicles.


boost your fleet maintenance, fleet maintenance tips from the experts video

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Topics: Fleet Management, fleet maintenance tips, fleet maintenance, fleet vehicle downtime

1 out of 6 drivers died in an accident while driving for work

by Eleonora Malacarne on Nov 27, 2015 9:00:00 AM

Accident while driving for work

According to the November issue of the Health and Safety review, one in every six drivers killed in an accident while driving for work.

Moyagh Murdock, chief executive of the Road Safety Authority of Ireland (RSA), according to the review, was quoting these statistics in order to warn employers of their responsibilities to their employees who drive for a living.

We have reminded people on multiple occasions now that employers do have a number of legal responsibilities towards drivers in accordance with the Health and Safety at Work Act 1974 (for Ireland), in the Corporate Manslaughter and Corporate Homicide Act 2007 (for the UK) and in the European Union Council Directive 89/391/EEC of 12 June 1989.

The crux of all this legislation is that employers, in order to guarantee safety and be legally compliant, shall undertake a number of appropriate measures in the interests of the safety and health of their workers—for example, prevention of occupational risks, provision of information and training, as well as adjusting these measures in case of changing circumstances and improving existing situations.

A correct strategy towards workers protection would include on-going risk evaluations of the safety and health of workers, including, for example, the choice of work equipment, the chemical substances or preparation methods used, and the fitting-out of work places. But it could also take into consideration other aspects, such as accurately assessing worker's capabilities, introducing technologies that make for a safer work environment, or making sure only workers that have properly undergone specific and adequate training may have access to areas where there are increased work-related risks.

According to a 2010 publication issued by the European Agency for Safety and Health at Work (EU-OSHA), up to a third of all road traffic accidents are thought to be work-related. Over 800 heavy goods vehicle drivers are killed each year in road traffic accidents. This figure increases substantially if the deaths of drivers of vehicles under 3.5 tonnes are included.

 There are still too many incidents happening on European roads, and so much more we could do for ourselves or as companies in order to protect drivers, workers and other road users. Technology could be the perfect tool to strengthen your safety strategy and help you carry out a thorough risk assessment. Feel free to contact us or drop a few lines and we will be more than happy to assist you, and demonstrate how SynX can help.



safety risk management video

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Topics: Fleet Management, Road Safety, driving for work

4 obstacles to fleet profitability - and how to beat them

by Eleonora Malacarne on Nov 25, 2015 9:00:00 AM

We can never quite reiterate enough just how challenging it is to be in charge of a fleet, be it large or small: coping with the myriad responsibilities, promoting safe and responsible drivers, being law compliant and, of course, continuously fighting with costs.

In such a demanding environment it is very easy to lose track of the status of all the parts that make up the whole, so to speak, and it can be very frustrating to see you are still not hitting those profit margins despite putting significant effort into running an efficient fleet. There are aspects you might not know about, or not realise the importance of, which are surely impacting your fleet profitability—even now!

So let’s identify them so that you know how much damage they could be causing and so that you can prepare yourself by getting the right tools!

fleet profitability

 #1 - Low asset utilization rate

Pretty straightforward—you do not use your assets as much as you could. This could be caused by a number of reasons: high downtime, poor communication with whoever is responsible for maintenance, vehicles located in remote areas that are difficult to track, protracted repair times, or you might have too many redundant vehicles. With the right tools you can easily keep tabs on all aspects related to your fleet operation and, therefore, optimise your assets.

#2 - Invoice overbilling

Whether it is maintenance, fuel or anything else, if you are charged more than you should be you are obviously decreasing your profits. The amount overcharged could be small, but if this happens frequently it very quickly adds up. Consider also the extra time taken to investigate the relevant invoices… it would be far better if you had everything available in one place, wouldn’t it?

#3 - Violations and fines

Whether it is inadequate walk-around checks, poor attention to maintenance or unsafe driving, you have to keep on top of those areas where legal penalties can be incurred. Mistakes will always happen, but there is a way of minimising them. Maximise daily checks and preventive maintenance, and monitor your drivers’ behaviour.

#4 - Manual administrative work

The activity of your fleet is complex and made up of numerable factors—all of which you strive to keep track of. If these aspects are not managed with the aid of a software application, your team is wasting an awful lot of time trying to manage paperwork and manually entering data… plus there is the ever-present risk of data entry errors. If you can optimise these areas of your business with software technology, your team can focus a lot more on generating revenue for your business.

Fleet Maintenance Guide

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Topics: Fleet Management

How to blot out the “I am too busy” habit and improve your business

by Eleonora Malacarne on Nov 23, 2015 9:00:00 AM


When we talk about the solutions we offer and how they can effectively improve businesses that depend on driving, we often encounter people who claim to be “too busy” to look into it at the present time:
"You know, we are going into our busiest time of the year, so I think we’ll have to look into making changes later."
“My team is extremely busy and there isn’t time to learn something new.”
“I know there is surely a better way to organize our job, but now we are under time constraints and cannot simply invert the hours needed to shift to a new process.”.-
These are just some of the examples of the conversations we exchange every day with people who struggle to streamline their fleet, or really need to take a closer look into costs/recurring issues with their vehicles.
Some of them are so used to managing their workload and pending tasks with the aid of paperwork, they don’t fully appreciate how many facets of their job can be optimised with the help of the right tools. Others grasp the potential of having all the right data at their fingertips and the volume of work it can save, but still find themselves trapped into mistakenly assuming that they don’t even have the time to explore the solutions nor accept a helping hand to take the pressure off.
It is true in both of these cases, that not looking into a solution for lack of time will increase the missed opportunities of business. There are quite a number of factors that can impact on whether or not you miss growth opportunities (by not prioritizing time to research solutions). If you are actively looking for a solution as to how to streamline your fleet, you are probably experiencing
• long waiting times for customers
• poor optimization of routes, assets, random scheduling, deficient planning
• lack of visibility into all the fleet operations
• an elaborate back-office with duplicated information or information that often gets lost
• high customer churn rate
• high global fleet costs
• low control over safety
And be mindful that each day that you do not make changes, or look into possible solutions, is costing you money and putting you at a competitive disadvantage. So, why don’t you give the “too busy” habit a rest and improve your business now? You will reduce costs, get customer retention, greater employee satisfaction and lead a safe, responsible company.
The cost of not evaluating this is too high. Take the next step and find out how SynX can optimise your business; you will capitalize your growth opportunities and get additional opportunities for revenue. Give us a shout now!
Need a tool to manage your fleet? Get Free Demo.
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Topics: Fleet Management, GPS & Tracking

5 of the most common excuses for not getting a GPS tracking device

by Eleonora Malacarne on Nov 20, 2015 9:00:00 AM

Technology can be an invaluable aid to streamlining your fleet and decreasing global fleet costs. It is also useful to invest some time and resources into looking for a comprehensive fleet management solution—the cost in terms of time needed and of the tool itself is soon amortised thanks to the substantial savings you will undoubtedly make by gaining complete control of your fleet.

Despite all of this, there are still a number of managers that hesitate to acquire a GPS tracking device or software. Here is a short list covering some of the more common excuses. If one or more of these sound familiar to you, consider how this attitude is actually preventing you from saving money and optimising your fleet operations!

GPS tracking device

#1 - “I don’t need GPS tracking, I trust my drivers”

The first thing that comes to mind when discussing this technology is that its primary use is to control drivers by snooping like “big brother”, but the actual function of the technology is to optimise routes, save fuel, reduce fleet costs, comply with delivery times, promote safe driving and avoid fines.

#2 - “Fleet management software is complicated to install and use”

This is everything but close to reality! Equipment installation is done by specialised engineers or you can even do it yourself and the software platform is ready-to-use—being very easy and quick to learn.

#3 - “I don’t need GPS tracking systems, I can use a mobile phone to manage my fleet”

Traditional communication systems such as mobile phones cannot deliver the shear breadth of information that fleet management solutions or GPS tracking systems can provide, including real-time location, history, map view, fuel consumption, door-opening activity and so on. However, if you acquire such technology you can still use a mobile phone to manage your fleet, since such applications are accessible from all devices, 24/7.

#4 - “Fleet management solutions are all the same”

If you have to select a GPS tracking provider, you will see that there is not only technology to consider, but also customer service, follow-up, technical support—you can count on the SynX team for all of these!

#5 - “I cannot afford this technology”

The amount of money you need to invest in order to get on board with a GPS tracking device and gain access to the software platform and data, as mentioned previously, is completely affordable and will be more than amortised as soon as you start reaping the benefits of the technology.

Are there really any more excuses not to get GPS tracking? We hope not, and we sincerely look forward to hearing from you!


Need a tool to manage your fleet? Get Free Demo.

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Topics: Fleet Management, GPS & Tracking

Mobile phone while driving: 100% of Irish caught drivers in the act

by Eleonora Malacarne on Nov 18, 2015 9:00:00 AM

mobile phone while driving

According to research carried out for the Road Safety Authority of Ireland (RSA), almost everyone has seen a motorist using a mobile phone while driving. The research was released to RTE, Ireland’s National Television and Radio Broadcaster, under the Freedom of Information Act on Thursday, 29th October.

The research by the RSA investigated attitudes towards road safety and sought opinions as to how effectively people thought the current legislation was being enforced. There were some worrying responses and statistics, notwithstanding the admission that only 1% of people said they had never seen a driver using a mobile phone while driving:

• 75% of road users think there is not enough police force in place to guarantee the respect of traffic law
• during the first seven months of 2015 the Gardaí issued more than 17,000 fines to drivers for the use of mobile phone while driving
• speeding was the next most common illegal behaviour after using mobiles while driving: 75% of respondents noticed its occurrence at least once a week and 66% noticed cases of dangerous driving, weekly

According to the RSA chief executive, the role and presence of the Gardaí is vital and there is a real need for the training and allocation of more recruits.

A spokesman for An Garda Siochana insists road safety remains a priority and despite the enforcement, drink driving, speeding and not wearing seat belts continue to be a too frequent contributory factor of road fatalities and injuries.


Risks on the Road - FREE ebook

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Topics: Road Safety, Road Safety Authority, Safety

How to save fuel while driving and having control of your fleet

by Eleonora Malacarne on Nov 16, 2015 9:00:00 AM

how to save fuel while driving

The management of a fleet of vehicles is subject to a number or variable factors that directly or indirectly influence the costs of the fleet. One of the biggest costs is in fuel needed to operate the vehicles, hence the importance of managing fuel and making savings wherever possible so that capital can, as far as possible, be invested into business growth.


Want to know how to save fuel while driving?


It might sound like a contradiction, but if all fuel related activity is adequately recorded—from the purchase to consumption—it is actually possible to save fuel while driving. If you have access to reports showing the consumption for each vehicle as well as purchases you can set up an effective action plan for saving fuel. Part of such a plan would be the implementation of a fuel policy and a vehicles policy.


How to save fuel while driving by setting up a fuel policy


It is paramount to set up an action plan that focusses specifically on fuel related activities. It must be created with a view to reaching the following objectives:

• get to know which are the most efficient vehicles and the ones which require least expense

• centralise knowledge and control of fuel consumption

• identify drivers who make the most efficient use of fuel because of their driving style

• lower global fuel consumption


What about the vehicles?


The data obtained will give us valuable, additional information to help us choose the vehicle that best suits the scope of our fleet. This will also help us to avoid escalating fuel and maintenance costs and the unnecessary expense of purchasing inappropriate/under-utilised vehicles.



reducing fuel costs video


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Topics: Fleet Costs, Fuel, fleet management costs, fuel management

Focus on Road Safety on the World Day of Remembrance 2015

by Eleonora Malacarne on Nov 13, 2015 9:25:00 AM

World Day of Remembrance 2015

Photo Credit:


Next Sunday, 15th November, road safety authorities, NGOs and other stakeholders in road safety will organise different initiatives for the promotion of the World Day of Remembrance 2015 for Road Traffic Victims.
The occasion has become officially recognised following the UN General Assembly´s resolution A/60/5 on October 26, 2005, whose purpose was to invite ‘Member States and the international community to recognize this day’. The concept of a remembrance day originated in the UK as a means to highlight the victims of road traffic crashes and the plight of their loved ones who are forced to cope with the emotional and practical consequences of these traumatic events.
The United Nations resolution calls for governments to mark the third Sunday in November each year as World Day of Remembrance for Road Traffic Victims. Observation of this day provides an opportunity to draw the public’s attention to road traffic crashes, their consequences and costs, and the measures which can be taken to prevent them, both for drivers and other road users as well as for governments and society who have a responsibility to make roads safer.
According to the WDR website, these are some of the key factors that contribute to the most serious road traffic accidents:

  • Speeding
  • Impaired driving (alcohol/drugs/fatigue)
  • Deficient road infrastructure
  • Non use of seat belts
  • Non use of child restraints
  • Failure to wear motorcycle helmets
  • Cell-phone use/texting

All of these behaviours, bar one, are our personal responsibility and there can never be enough reminding of this fact, whether you drive for pleasure or for work.


Risks on the Road - FREE ebook

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Topics: Road Safety, WDR

Temperature monitoring and control system: is your business compliant?

by Eleonora Malacarne on Nov 11, 2015 9:00:00 AM

temperature monitoring and control system

If you work in the food production industry or simply carry out the transport of chilled, frozen or perishable goods, the object of the exercise is to make sure the goods you transport are safe and can be consumed without any harm for the user.

Temperature control is a requirement according to European Union legislation, pursuant to Electronic Commerce (EC) Regulation 852/2004, which states that products are not to be kept at temperatures that might result in a risk to health and the cold chain is not to be interrupted. The guidelines expected to be adhered to are known as Hazard Analysis & Critical Control Point (HACCP) principles—a system you must put in place to ensure the food you produce is safe.

Having a temperature monitoring and control system is necessary in lots of industries, since refrigerated vans, trucks, vehicles and trailers are used for food, pharmaceutical and agricultural haulage. For any sector relying on the transport of chilled, frozen or perishable goods, a reliable temperature monitoring system is invaluable. In the event of a problem, alerts will allow you to take immediate action to protect your cargo and reduce losses. But this is not the only reason why such a system is indispensable if you transport perishable goods.

It is, in fact, necessary to keep track of temperature and have written procedures in place for monitoring storage and transportation of perishable goods. Procedures should include alert and action alarm limits and the procedure to be followed if the temperature falls outside these limits. There should be a designated responsible person in charge of reviewing and monitoring records independently, at least monthly, if this person is not involved directly with the day-to-day monitoring. This review should be recorded.

It would be a real boon if all of these operations could be integrated into one efficient fleet management system, which would allow you to optimise operations specific to your sector, and carry out a risk analysis that took into account the importance of the temperature factor.

If you need to have reliable temperature recordings in order to provide a documented audit trail of temperature conditions for quality assurance, drop us a few lines or call us; we can help you with managing your fleet efficiently and help to transport safe goods.



Temperature monitoring and control system


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Topics: Fleet Management, GPS & Tracking

Transpoco part of a Telematics Fleet Management Solutions alliance

by Eleonora Malacarne on Nov 9, 2015 9:00:00 AM

telematics fleet management solution


Transpoco is working with 10 key European providers of Telematics Fleet Management Solutions (TFMS) as part of an alliance.

The 1-Fleet Alliance is a collaborative environment for companies working on TFMS. Top managers from eleven European companies gathered together in Lisbon in October for the 1-Fleet Alliance annual meeting, an initiative that aims to promote innovation, economies of scale, and develop the TFMS industry ecosystem, through wide collaboration between its members.

This Alliance has now 11 members that have more than 300.000 active vehicle tracking units in Europe.

The 1-Fleet Alliance members are:
• Inosat from Portugal –
• Movildata from Spain –
• Locster from France –
• Loqus Fleet from Malta –
• EuroGPS from Bulgaria –
• SafeFleet from Romania –
• Mireo from Croatia –
• CVS Mobile from Slovenia –
• Framelogic from Poland –
• Axtech from Sweden –
• and Transpoco from

To face the challenges presented to the industry, the Alliance members committed to undertake different collaboration projects such as new revenue streams generation, benchmark key performance indicators, common R&D projects and group purchases.

Through this coopetition strategy the members of 1-Fleet Alliance become more competitive and create a more sustainable future for all their companies’ stakeholders: employees, customers, partners and shareholders.




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Topics: GPS & Tracking

About this blog

Welcome to the SynX blog!

Here is where we post all our latest and greatest tips and info on best practices for fleet management. Everything you need to know on fuel, safety, maintenance plus news and reviews. Subscribe to get the latest news and feel free to comment on any of our posts or give your feedback!

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