Methodologies to apply in fleet management

Different management methodologies can be applied in a company's daily routine, and you need to identify which one could bring the best results to the transport operation.

But one thing is certain:

Without a methodology, your fleet management cannot achieve established objectives and goals. Only with an organized, focused method does identifying solutions become smarter and more efficient.

In fleets, the most common management methodologies are:

• 5S methodology;
• PDCA;
• Scrum;
• SWOT analysis;
• 5W2H analysis.

5S methodology

The 5S methodology stems from a concept founded in Japan, based on the principles of utilization, organization, cleanliness, health and discipline — capable of developing high organizational performance.

In brief, they are applied through specific actions in each area, which always complement each other:

• Utilization principle — focused on organizing the fleet and its workspaces, it keeps everything that is still useful and eliminates materials that are no longer needed.
• Organization principle — after defining what will still be used, this second principle addresses the most suitable place to store the remaining items.
• Cleanliness principle — the entire team must commit to keeping the work environment clean, whether a restroom, office or vehicle.
• Health principle — standardizes company processes and introduces working hours management methods to preserve employees' mental and physical health.
• Discipline principle — every fleet must operate under a fleet policy describing actions that define standards for employees' ethical behavior and morals.

Because of its comprehensiveness, this method can be used broadly in transport companies, covering all areas of fleet management.

PDCA

The PDCA cycle refers to four stages developed to solve problems in logistics and applicable to all types of management:

• Plan;
• Do;
• Control;
• Act.

In the planning phase, you should identify issues and carry out an analysis based on an action plan focused on established goals.

The execution phase involves putting everything that was planned into practice. Then, the control phase aims to check results against goals, comparing “expectations vs. reality”.

Finally, the action phase serves to maintain or reorganize procedures according to the results obtained.

Scrum

Scrum is one of the management methods that involves dividing an objective into small goals through short cycles known as sprints.

First, those responsible for tasks and how the tasks will be performed are defined. Each sprint has a specific completion deadline, usually between two and four weeks.

At the end of each cycle, the measures adopted during the process are reviewed, validated or adapted according to the positive and negative points identified.

Among management methodologies, this is one that should be used in specific cases rather than in fleet control as a whole.

For example, to meet a product or service launch deadline, whether for its development or code review, and so on. It can also be used within other types of management.

SWOT analysis

“SWOT” is an acronym for Strengths, Weaknesses, Opportunities and Threats. In Portuguese: “Forças”, “Fraquezas”, “Oportunidades” and “Ameaças”.

This tool is used to assess the main ways to develop a company or one of its areas, without overlooking its weaknesses.

Likewise, it assesses more than the “internal” side, focusing on what is known about the company; it also considers the “external” side, bringing information about its market, competitors and much more.

This is an excellent type of analysis for fleet planning, helping identify the best market opportunities and the strategy to use.

If there is any uncertainty about investing more in vehicles or technologies, for example, SWOT analysis is your best option because it is the most comprehensive of those presented here.

5W2H analysis

5W2H analysis is a methodology that improves logistics process planning and control through five basic questions — the 5 “w” and 2 “h”:

• What: what should be done?
• Why: why does it need to be done?
• Where: where will it be implemented?
• When: when should it be done?
• How: how will it be carried out?
• How much: how much will it cost?

This tool is also great for your annual fleet planning, helping organize larger projects. Here is a practical example in Brazil:

5W2H methodology in fleet management.

Now that you know which management methodologies to apply in your transport logistics, also download our free Fleet Management Guide e-book (in Portuguese) and learn the next steps to bring savings and productivity to your operations!