Why going paperless is more important than ever

In today’s business environment, fleet operators and managers don’t need to fuss with paperwork when they can go digital – from forms and checklists, to fatigue and documents. Digital transformation can streamline workflows, create efficiencies and minimise the errors that come with using paper.

Working electronically

In the past, drivers in the transport industry were legally required to fill out work diaries to document their fatigue schedule and to prove they were taking appropriate breaks and following regulated work hours. Keeping records is also a requirement by law, but all this paper means having office staff process the diaries days – or even weeks – after the driver has filled them out.

This clerical work has the potential to introduce mistakes, is prone to damage and loss, takes a lot of administration time, and costs the operator money and resources that could otherwise be directed back into other areas of the business. With an electronic work diary (EWD), the driver uses an in-cabin device to record when they’ve taken a break in real-time and to ensure they’re compliant with their fatigue schedules.

• Can reduce administrative burdens, minimise the time clerical staff spend processing documents and saves the company money in the long run
• Help to ensure regulatory compliance – if the operator is audited, up-to-date records are on hand to show that they, as a company, are doing the right thing and their drivers are taking breaks when they should
• Ease the burden of knowing when to take a break, as they’re informed when it’s time to pull over and have a rest
• Boost efficiency as fleet managers can instantly see where their drivers are on their schedule and who has available hours – if a new job comes in, allocating it to the compliant and available driver is simple

Work and rest hours available to each driver differ between rulesets, but regardless of which one the driver is on, there are very strict rules around breaks and when they must be taken. Remember, if they work more than 100 kilometres from base and operate a fatigue-regulated heavy vehicle, drivers must record their rest and fatigue breaks in a diary.

Our client, Jarratt Transport Solutions, based in the Port of Brisbane, Queensland, has implemented EWDs and has transformed its business from a regulatory and compliance perspective. By going paperless, JTS’ administrative staff can focus on tasks that add value to the business rather than mundane jobs that take time and add little value.

From an operational perspective, going paperless for rest and fatigue records makes sense. It saves money, time, and administration, all of which ultimately boost the bottom line. Paper diaries can’t do this, meaning an EWD is an effective solution for real-time fatigue management

Maintenance and repairs

Historically, maintenance schedules were driven by paper and heavily relied on passing messages between teams and then to drivers. The truck would come off the road when scheduled, but it might not have necessarily been needed at that point.

By going paperless with maintenance and using a fleet management system like TN360, operators can take insights from data produced either from the vehicle (performance metrics) or as entered by the driver (inspections).

When setting up schedules digitally, you can rely on these data sources to understand regular scheduled servicing. You also get instant notification when maintenance is required, as drivers pick up as they complete schedules.

This all helps to reduce unexpected downtime, as repairs are addressed before they become an issue, or parts can be ordered for the vehicle’s return. Sticking to a regimented maintenance routine with vehicles reduces the chances of unexpected breakdowns that can be costly to the business, not only in terms of parts and resources but also in terms of potential customer and job downtime. Any time the vehicle is off the road is time it’s not making money.

Predictive maintenance is also a safety issue because taking care of wear and tear items before they become due means equipment like tyres and emissions gear is up to spec. Drivers ultimately benefit because the vehicle is in roadworthy condition and poses no safety risks on the road.

A safe and well-maintained vehicle is much easier to operate, helping the driver concentrate on the road instead of fighting the truck.

Easy document management – anywhere, anytime

In a paper-based world, ensuring everyone in the business can access the documents they need, including admin staff, drivers, and managers, is tedious. With a solution that manages documents, you can keep documents up-to-date and always available across your fleet.

With a system like EasyDocs, you can upload, distribute and manage documents through an easy-to-use platform, enabling document access even without a network connection. You can control what fleets and vehicles get specific documents, and the driver is notified when new documents become available. Furthermore, you can set document expiration and let the driver inform you when they’ve read something.

For fleet managers, going paperless with EasyDocs can ease the burden of documentation. You get the piece of mind knowing everyone has access to the latest up-to-date files across the business.

Getting everyone on the same page

Regardless of your role – whether administrative, C-suite executive, driver, or maintenance staff – ensuring everyone has the information they need at their fingertips contributes to efficient operations and makes for a safer, more inclusive work culture.

Paper is an active barrier to information sharing, as not everyone will have access to the data they need, when they need it. Paper must be copied and stored long-term, whereas digital records are available to anyone who needs it any time.

A single digital storage platform for all business records is one of the best investments an operator can make in their business. Going all-in on digital, from EWDs to maintenance records and schedules and for administrative tasks, creates operational and cost efficiencies that benefit not only every staff member, regardless of their role, but also the bottom line and the safety culture of the organisation.

Keen to learn more about how Teletrac Navman can help you with EWDs and going paperless? Talk to your Teletrac Navman representative today.