Hennecke Fleet Consulting



Hennecke Fleet Consulting offers consulting services for fleet management in various areas. See more about this here: Overview fleet management services

The following is a deep dive into the topic of fleet process optimization, in order to give you an idea about our services in that area of competence.

Optimizing the processes in fleet management means to look at all operational activities (ordering, maintenance, invoice control,...), benchmark them with best practices and take actions to improve them. Typical questions relate to questions of cost per activity, time or FTE spent per activity, or quality indications (KPI). Important is also the analysis of the technology/ IT that is supporting the fleet management activities.

Framework of fleet process optimization

Fleet management processes

In order to optimize fleet management processes we categorize 17 standard processes:

  1. Vehicle selection, including car configurator

  2. Vehicle delivery, including registration and vehicle preparation

  3. Service and maintenance

  4. Accidents and breakdowns

  5. Fuel management

  6. Tyre management

  7. Corporate responsibility / duty of care (e.g. driver license checks or trainings)

  8. Fines management

  9. Pool car handling

  10. Vehicle return, including vehicle assessment and smart repair

  11. Driver changes and re-allocation of vehicles

  12. Changes of driver data

  13. Capturing of mileage data

  14. Changes of leasing contracts and other supplier contracts

  15. Invoice handling, payments and cost control

  16. Communication with drivers

  17. Budgeting and reporting

In addition, company-specific processes may be relevant, depending on the industry or business model. 

E.g. for a car sharing company the process of vehicle-booking and the daily cleaning need to be analyzed. For a logistics company the process of route planning may be relevant.​


Steps in fleet process optimization

A systematic approach to fleet process management has the following steps:

Data collection: ​

  • Available data from driver list, vehicle list, car policy, leasing contracts, invoices and cost bookings

  • Interviews with involved people

  • Eventually gathering of additional data via structured questionaires

Analysis: ​

  • Qualitative analysis of processes, IT and involved people

  • Benchmarking towards best practices or industry standards

  • Eventually further results from interpretation of driver feedback

Conclusions / action plan: ​

  • Operational improvements (Process changes, people training, supplier changes, changes in car policy) 

  • Strategic changes (change of technology/ IT setup, automation of processes, insourcing/outsourcing-decisions)

  • Definition of KPI (cost, effort, time, quality) and finanacial planning

Execution:  ​

  • Implementation of action plan: Project management, change management, training

  • Measurement of results: Continuous measrung of KPI and eventually corrective actions 

Let us help you to optimize your processes in fleet management: CONTACT US.

Optimize your fleet management processes!