What Should Fleet Managers Know About Using a CMMS Program?

Transportation fleets keep every industry in operation. Managing them requires real-time data provided by the latest technology. Those managing commercial fleets should consider updating their business practices with a computerized maintenance management system (CMMS).

Learn more about why they’re important, how to choose one and what everyone should know before operating one.

What Is a CMMS?

A CMMS is a software program that streamlines daily fleet management operations and maintenance efforts. Even the 97.4% of businesses that operate with less than 20 trucks can benefit from a system that stores fleet data in one place. CMMS programs may include benefits such as:

• A calendar for teamwide scheduling
• Inventory assessment capabilities
• Data storage
• Order management
• Automatic reporting

Each CMMS option provides different benefits so teams can get precisely what they need to manage their fleets efficiently. When used correctly, a CMMS can replace individual spreadsheets, paper inventories and maintenance scheduling software.

What Makes a Good CMMS?

A good CMMS will have management features that are useful to each company’s specific fleet. People operating a much larger fleet might need more extensive data storage and reporting compatibility than a team operating five vehicles. The best CMMS options include advanced software features like:

• Downtime and performance statistics
• Document storage for upkeep and manuals
• Location data
• Logging of operating hours and usage
• Maintenance knowledge specific to the fleet models

Management teams might select a CMMS more easily by defining the key performance indicators (KPIs) they want to reach with the new software. Defining goals will narrow down a team’s options to the CMMS programs that will help them achieve their goals. The team’s budget will be the final defining factor.

Everything Fleet Managers Should Know Before Using a CMMS

Using a CMMS can change the game for fleet managers. When it’s nearly time to use one in the workplace, everyone in charge should understand what they can expect before it goes live.

1. It Will Make Specific Workflows More Efficient

Collecting and organizing data makes workplace systems more efficient. Workflows won’t slow down due to overlooked maintenance steps if a CMMS program sends alerts when each vehicle needs work.

An average spark plug needs replacing every 18,000 to 100,000 miles but may last longer. A CMMS will compare the vehicle’s model with known maintenance data and recommend replacements when necessary for that specific unit.

CMMS programs also monitor timelines so fleet vehicles can shift schedules and share long-distance routes evenly. It prevents specific units from wearing down faster than others. It’s a small efficiency upgrade that makes a lasting difference for a fleet team.

2. It Could Prevent Order Bottlenecking

Inventory management is more complicated when it happens by hand. A CMMS program will track parts and any other kind of fleet inventory. Updates happen live, so management teams get alerts when specific inventories run low. Bottlenecking due to delayed orders will become a thing of the past.

3. It Can Serve as a Compliance Record

Sticking with compliance regulations requires a broad perspective on a fleet team. Those in management must keep numerous laws in mind while organizing team members and ensuring maintenance happens on time. People can make mistakes, but a CMMS program operates efficiently to keep all efforts aligned with legal requirements.

The Federal Motor Carrier Safety Administration (FMCSA) sets all the laws regarding fleet management and operation safety procedures. Every motor carrier must inspect each vehicle’s lights, doors and windows every 90 days or they’re not in compliance with the law. If an audit were ever necessary, CMMS records would automatically prove whether or not those 90-day inspections occurred on time.

4. It May Produce More Data Than Expected

CMMS programs are capable of extensive data collection. Those in management positions may feel overwhelmed when trying to keep up with everything initially. Fleet managers should give themselves time to get used to sifting through all this information. Time and practice will make the program easy to navigate.

5. It Should Improve Each Driver’s Safety

When used correctly, a CMMS program may improve each fleet driver’s safety on the road. It helps teams stay ahead of maintenance issues and aging vehicle parts.

The number of commercial truck accidents reached 136,032 in 2024 and could come down if each unit is safe to drive. CMMS programs can’t prevent distracted driving, but they can help teams avoid things like worn brakes that don’t allow trucks to stop quickly.

How to Make CMMS Implementation Easier for Team Members

CMMS programs aren’t just for people in management. They’re for any team member granted access to the software. Those interested in training employees should remember a few things before introducing the new way of tracking fleet data.

Point Them Toward Information Resources

Those working with fleet vehicles might pick up on new CMMS procedures quickly, but they might need a refresher when they run into situation-specific issues. Information resources — like a document detailing how to use every CMMS feature — will streamline problem-solving in the future. Team members can open the document and find the assistance they need at any time.

Workplace leaders should also consider consolidating their guides into a single source. It would be simpler for people to locate on a cloud server and easier to manage access to the document.

Create Interactive Training Units

Even the most interesting lecture can eventually become sleep-inducing. While team members might want to learn how to use a CMMS program as much as their managers, hearing about how to utilize the software can only keep everyone’s attention for so long. Interactive training modules let employees click through the features so everything feels familiar when it’s time to return to work.

Giving team members a way to learn by doing also doubles workplace teaching methods. Some people absorb information better by listening, which is passive learning. Active learning comes in many effective forms, like interactive training. Others may only understand the steps once they try them themselves.

Managers can make interactive modules online or save time during training sessions to walk each team member through the features they’re learning about. They could practice scheduling a maintenance step and setting reminder notifications while they’re still in a learning environment. It reduces the risk of error when everyone returns to their routine with their new CMMS tool.

Implement Features One at a Time

Although using everything available with a chosen CMMS program might be the goal, team members could use it more successfully if they start slowly. Introduce the features one at a time by staggering training sessions over a week or two. Those in leadership roles will prevent employees from feeling overwhelmed or forgetting what they learned in training because it was too much to absorb.

Keep Business on Track With a CMMS

CMMS programs are the leading efficiency tools for fleet managers and those who work with them. Implementing one could be the next best step if everyone gets the time to learn and practice the new software.