How to implement the outsourcing of fleet management

Planning to outsource your fleet management? Roddy Graham, chairman of the Institute of Car Fleet Management, provides seven essential tips.

1. Undertake an initial audit of the existing policy and procedures
The implementation phase with a new supplier is the ideal time to challenge all policies, procedures and practices. Ensure changes are as robust as possible.

2. Map the process
To ensure the exact requirements of the client are met and continuously supported. This practice will also ensure all agreements and commitments made during the tendering process are captured and the service delivery created in a bespoke manner.

3. Collate data on drivers
Often a very time consuming exercise. Make sure you understand just how much information can be held on your suppliers’ systems as often this can be very comprehensive and will potentially enable the outsourcing of more services at a later stage.

4. Formalise aims and objectives
The account manager should be involved in all aspects of the implementation to ensure a smooth transition from tender through to implementation and on to service delivery post live date.

Part of this transition is to agree a business plan which clearly states the tactical and strategic targets to ensure the aims and objectives of the new relationship are met and wherever possible surpassed.

5. Identify process owners
While it is common practice to have an implementation manager co-ordinating the activities on both sides, it is important to identify, at the outset of the process, all relevant process owners – effectively the entire implementation team.

The inclusion of all parties in the initial stages, and sharing of the vision and benefits of the new service, will encourage the pro-active involvement of all necessary personnel when required.

6. Set milestones and timelines for implementation
Essential for hitting any agreed ‘live date’. There will be many interdependencies during the process and clear communication right from the outset is absolutely key.

7. Market scheme to staff
The most effective methodology is to adopt the “tell them what you are going to tell them, tell them, and then tell them what you have told them” approach. This will ensure transparent and effective communication and a clear understanding of the new scheme.

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