1. mileage tracking? Never!
"I'm not convinced, I don't have much time. "My employees fill in anything and everything on the fuel card. "In order to have super low rents, I tend to play on the lowest possible driving laws. ».
In fact, mileage tracking is crucial, especially for long-term leased vehicles that must be returned to the leasing company. It is also an important point in the daily invoicing but especially at the end of the contract. There are many ways to collect mileage data and calibrate your contracts: data collection by oil companies, rental companies, telematicians or by WeProov. You can also negotiate with your rental companies to ensure that the driver uses the car correctly. The consequences of not following up are important: additional costs are charged, maintenance programmes are not done. Even if the Excel sheet can help sometimes, it is not magic! If it is not filled in regularly and correctly, it becomes a very complex procedure. It is therefore difficult to project oneself and to put oneself in a decision-making situation...
2. monitoring the condition of vehicles is unnecessary
"How the hell do I know what condition my 500 vehicles are in? "In any case, there are fender-benders from time to time, it's normal. "A scratch doesn't cost much, here and there, you can't avoid it. "In the worst case, I let my driver make a declaration to the insurance company on his own. ».
The monitoring of the vehicle's condition begins as soon as it is put on the road. The idea is to have visibility from day one by involving the employee. It is important to create an inspection report and to do this regularly throughout the contract (every 3 or 6 months) in order to eliminate the "surprise " effect of discovering cars that are a little scratched. And as a little bonus, the monitoring also helps to reduce the number of claims. The proof is in the pudding. But how do you involve your drivers? I'll let you discover our guide to road risk management.
The aim is not to be "policing" but to support and develop the company's culture and show that there are also human and financial issues at stake. Moreover, the small number of accidents is a good indicator of driving behaviour.
3. mechanical maintenance does not need to be checked
"I trust my drivers. "It's on the dashboard. "The drivers are great, they manage. "At worst, I've paid, the rental company doesn't care. ».
Beware, the rental company attaches great importance to this! When he sees a vehicle with red lights, he may get scared... This rarely happens, of course, but the bill will go up at the same time. It is therefore important to check the vehicle thoroughly and alert the employees beforehand. As soon as a warning light comes on, the driver must quickly go to a garage. And don't forget the regular maintenance appointments. This may sound simple, but it is not always obvious to everyone. If you have a problem, you will immediately be excluded from the guarantee with the rental company. No discussion possible either, so take the time to think about it. We hope to hear from you!
4. don't waste time educating your drivers
"They are already overworked, they will get tired of it. "They'll tell us it's policing. "It's not the manager's job to deal with this. "Waste of time, they're not interested. ».
But once again, accompanying the employee is not a waste of time but a considerable gain of money. A few examples to put in place: signing a charter, accompanying the driver for inspection reports, mass communication, a debriefing when there are accidents to analyse what happened, etc. The manager can have a role (depending on the organisation of the companies) of proximity. This has a very strong impact on the results of your ERFs, your loss experience, the management of your fines, fuel consumption and above all on your overall cost of ownership. Please note that we are not asking you to send your employees on a training course. The idea is to make them aware of the subject through simple, one-off actions.
5. never open the hire company's return guide
"I've never heard of it. "What's the point? ».
Most rental companies have what is called a "return guide". This is a real way for hire companies to support their customers in order to avoid certain points of tension. This guide is very important in several cases: when you are in the middle of negotiations, renewing your car policy, soliciting new hirers, etc. Spending time on the subject can be beneficial. It is a great tool for preparing for handovers. It allows you to set up a regular follow-up of your cars, to understand the tolerances of your leasing company, to choose or not to refurbish the vehicle and who knows, maybe to change your organisation system. You know in advance what "small damages" will be absorbed at no extra cost. So yes, some people may be reluctant, but it is an essential document for your good organisation that you should ask for.