Support for your carpooling – How to optimize your pool vehicle management with software
Pool vehicles are becoming increasingly important in the vehicle fleet. Even though the traditional personal company car is still in the majority of a fleet, many companies are increasingly turning to carpooling in order to optimize fleet utilization, cut costs and maximize company vehicle access to as many employees as possible.
However, the main issue occupying the minds of many fleet managers is profitability: How can I make the best possible use of my pool vehicles and cut costs at the same time? What opportunities does a software solution offer to increase the efficiency of my pool fleet? These and other questions are explored in the following post and we explain how software-supported management with Carano improves your carpooling.
What do I need to consider when managing pool vehicles?
Managing pool vehicles is not always easy and requires well thought-out planning. But with the right strategy and software, fleet managers not only can optimize the utilization of the fleet and reduce costs but also advance the implementation of electromobility while making your corporate mobility more flexible.
Manual pool vehicle management vs. software-supported pool vehicle coordination
Many pool vehicles are managed using an Excel spreadsheet. This is a good step towards coordinating the vehicle pool, but fleet managers soon see that entering trip bookings alone is insufficient for effective management. Just a handful of pool vehicles is enough to make things confusing. Which company car is used most frequently? Is there a bottleneck at peak times, i.e. periods with heightened demand where need outstrips supply? These are but two of the many questions that an Excel sheet can only answer in general terms, but which are necessary if there is to be a precise analysis of fleet utilization.
Software-based pool vehicle management is an advantage in many respects. You not only save time, but also resources – specifically, personnel. Although a corporate carsharing software cannot replace the fleet manager, it can significantly simplify the processes for pool vehicle management and make them more transparent. And don’t forget, in the case of a staff’s long leave of absence or a change of staff, software-supported pool management eliminates a long and perhaps incomplete handover. Data, analyses and evaluations stored by the software can be quickly called up by the new staff and used immediately. There is no need for extensive training.
How software optimizes your pooling
Optimization of the carpool with the help of software also eliminates lengthy internal coordination. Employees often decide on a pool vehicle based on personal preferences, which frequently leads to an unbalanced utilization of the pool, and, in turn, leads to excessive leasing mileage.
With the help of software, fleet managers ensure pool vehicles are always evenly utilized and available at peak times, while eliminating extensively long idle periods. With evenly optimized utilization, fleet managers can cut costs while optimizing the total number of vehicles in the pool. Through optimization, in most cases, fewer vehicles are needed for the pool, which results in lower fixed costs.
Rebooking is not uncommon in the vehicle pool: an employee is late and the booked vehicle is no longer available. With manual management, just a few rebookings in a week can throw a wrench into the works. A corporate carsharing software automates the rebooking process – should a vehicle be unavailable at short notice, the program will notify both driver and fleet manager.
Sustainable carpooling with electric vehicles
Electromobility is a big issue, especially for pool vehicles, because e-cars are well suited for flexible corporate mobility and therefore carpooling. Short distances and high capacity utilization are the big advantages of e-mobility – even though e-vehicles have higher acquisition costs than combustion-engine cars, they pay for themselves in the long run.
Carano facilitates the implementation of e-vehicles in the fleet, since the software is configured to give preference to e-vehicles in the carpool. In addition, the software monitors both the range and charging process, so that drivers are that they will always have a charged-up vehicle for their next trip.
A software solution is indispensable for sustainable and, above all, cost-efficient management. In addition to time and resource saving, software-based management also facilitates the efficient implementation of electric vehicles, which are gradually replacing combustion vehicles, and reducing the overall number of vehicles in the fleet.
“In contrast to 1:1 vehicles, vehicles used solely for business can be exchanged for different driving purposes. On the one hand, this increases efficiency through higher utilization and possible elimination of redundant vehicles. On the other hand, the opportunity to use electric vehicles efficiently increases. Thus, the use on routes where no charging is necessary or where only the battery of the plugin hybrid is used can be prioritized. A preliminary analysis and the subsequent use of fleet software for system support offer attractive financial potentials. However, it goes beyond a purely software application. it also means a modification of existing operational processes. Higher efficiency means not only enhanced environmental effects and lower costs, but it also means significantly better availability with a high degree of transparency. The number of people who has access to vehicles is usually increased, which, in turn, means great added value to the operation.”
Rene Pessier, Managing Director of Mobilitätswerk
A further step, which should usually be considered when considering the purchase of a corporate carsharing software, is analysis and evaluation. The software collects data that later allows conclusions to be drawn on how to improve the carpool. Thus, a precise analysis of requirements can be used to make a sound forecast, which can affect all areas of the fleet, from procurement to organization. Seen from this perspective, software support in pool management is more than just a way for reducing costs. A software can set up and improve essential processes that makes the fleet more sustainable.