Motorcycle checklist: what to inspect and how to build it

A vehicle fleet made up of light vehicles, such as motorcycles, although simpler and cheaper to maintain than a heavy fleet, still needs attentive and careful management. This is where resources such as the motorcycle checklist, route planning, organizing maintenance and recording what was checked on each vehicle come in.

For a long time used mainly for urban delivery of ready meals, motorcycles can also serve operations with small, light loads. The volumes and characteristics of the products differ greatly from those of other types of vehicles — especially trucks, which are the most common means of cargo transport on Brazilian roads today.

The growing use of technology and the need to make deliveries faster are striking reasons for changes like this in the supply chain.

In fact, as the logistics sector goes through these transformations in the way products are transported, there is a greater need for more strategic management that is closer to the shop floor.

That is why we will go into a little more detail on:

• how motorcycle fleet management works;
• what benefits the checklist brings to preventive maintenance;
• how to set up the inspection routine;
• which items to put on the checklist;
• and how to do the checklist on a mobile phone.

How does motorcycle fleet management work?

As with all transport management, you need to establish a management methodology. In other words, define the tasks in a fleet routine, standardize how these tasks are carried out, set up the collection of information on vehicles, tires, trips and maintenance to have real knowledge for decision-making, etc.

Because they are small vehicles, motorcycles carry small, light packages. This does not mean they are free of risks such as accidents, theft or damage to the vehicle.

Management, first and foremost, is the best way to prevent these problems. What's more, it is through a manager's careful planning that deliveries are made meeting deadlines correctly, controlling and optimizing the operation's spending and increasing the vehicles' durability.

In a situation such as that of a small company with few motorcycles, there may not be a dedicated fleet manager. This affects the way the vehicles are cared for — and even whether any kind of maintenance process is being carried out.

That is why it is essential to find resources to invest in dedicated management or, at the very least, in training to make riders aware of the need to carry out the necessary care.

One thing is certain: in any case, the need for preventive maintenance is clear. Before putting the vehicle into circulation on public roads, the driver must check that it is equipped and in good working order. In the fleet routine, this means creating and/or using a motorcycle checklist to make sure the check does not depend only on each person's memory.

What are the benefits of the motorcycle checklist for preventive maintenance?

Making sure the motorcycles are in good condition to make a trip without any problems is the main one. It is a matter of safety for the fleet and its employees, credibility for the company and lower costs for mechanical repairs.

In general, the benefits come down to 3 main aspects:

• Avoiding corrective maintenance on the motorcycles, reducing repair costs;
• Keeping the motorcycle running well, with fluid levels and tire pressure at the right measures to improve performance and increase the vehicles' durability;
• Giving drivers the ability to get to know their vehicles, as well as the freedom to bring suggestions and knowledge to improve both the motorcycle checklist and fleet management as a whole.

That is why, more than it being in the manager's interest to build a checklist and ask all drivers to complete the vehicle inspection, it is in the drivers' own interest to ensure their deliveries run efficiently without interruptions.

Better to spend 5 minutes a day on a pre-trip inspection than to leave the vehicle off the road in corrective maintenance for days or weeks after an incident on the road.

How do you make a motorcycle checklist?

The first step is to identify what needs to be included in the inspection list. This can vary depending on the make and model of the motorcycle, but there are some items common to all of them, such as inspecting the brakes and tires.

Next, it is important to create a schedule for regular inspections. This schedule should be designed according to each fleet's needs. So, if the motorcycle is used every day, daily inspection of the main components is crucial. If it only hits the road once a week, for example, the checklist can be carried out at a longer interval and with a more detailed inspection.

In practice, the checklist is easier to follow when each question has a straightforward answer. Instead of relying on loose notes, the list can separate the items by part of the motorcycle, indicate whether each point is compliant or noncompliant and leave a notes field to explain the problem found.

You also need to define what format the checklist will take — paper, spreadsheet or software.

If you opt for the first alternative, be aware that you need to devote more time to building it and analyzing its information. After all, you need to create and design it to optimize inspection time, putting all the items in a logical sequence for checking the vehicle.

The spreadsheet, although more practical and doing away with the use of paper, still carries a risk of errors and misunderstanding of the data. With motorcycle checklist software, on the other hand, you get productivity, standardization and practically the elimination of all errors. In addition, reading the data and creating reports is automated. In digital inspections on a mobile phone, Prolog's solution can also open work orders automatically based on the issues recorded in the inspection.

Whichever format you choose, your next step in creating the motorcycle checklist is to present the chosen solution to the team, teaching them how to fill it out and raising awareness of the importance of following the schedule.

What goes on the motorcycle checklist?

Although there are variations between motorcycle makes and models, some common items include:

• Checking transmission fluid levels;
• Inspecting tire wear and pressure;
• Noticing possible damage to the wheels;
• Examining brakes, belts and filters;
• Checking the electrical wiring;
• Checking the brake fluid and engine lubricant;
• Assessing the cleanliness of the cooling system.

To make this list less vague, each item can become a direct question on the checklist. For example: is the tire in proper condition for use? Is there visible damage to the wheels? Have the brakes been checked? Does the wiring show any sign of a problem? What matters is that the team understands what to look for and always records the answer in the same way.

In addition to these points, it is worth leaving a field for the driver's notes. Small reports, such as noticing a noise, an unusual vibration or difficulty during use, help the workshop investigate the cause and decide the next maintenance step.

Can you do a checklist on a mobile phone?

Yes, it is entirely possible through a motorcycle digital checklist system. Besides being possible, it is much more practical and faster to create and use. Inspection on a mobile phone makes it easier to standardize the questions, reduces the dependence on physical forms and organizes the issues recorded for the team responsible for maintenance.

Take a look at this video showing work orders being opened after a vehicle's inspection is completed:

(video in Portuguese)