Managing fleet expenses across multiple construction sites can be a logistical challenge, especially with rising fuel costs, vehicle maintenance, and the complexity of tracking drivers’ activities. Without a centralised strategy, businesses risk overspending, underreporting, and inefficient allocation of resources. Fortunately, with the right tools and policies, you can take control of your fleet spend and improve overall operational efficiency.
Centralise Fleet Management
The first step to managing costs effectively is to centralise all fleet-related data. By using fleet management software or telematics systems, companies can gain real-time visibility into vehicle usage, fuel consumption, driver behaviour, and site-specific activity. Centralisation ensures consistency across sites and helps identify inefficiencies that may otherwise go unnoticed when operations are siloed.
Implement Route Planning and Optimisation
Fuel is one of the highest recurring expenses in construction fleets. Route planning software can minimise unnecessary mileage by directing drivers along the most efficient paths, taking into account traffic, roadworks, and terrain. By optimising routes, businesses can reduce fuel costs, limit vehicle wear and tear, and improve delivery times.
Track Driver Behaviour
Driver habits such as idling, harsh braking, speeding, and unauthorised journeys can significantly impact fleet spend. Telematics systems enable managers to monitor these behaviours and address them through driver training or incentive programmes. Promoting safe and efficient driving not only reduces costs but also prolongs vehicle life and enhances site safety.
Standardise Fuel Purchasing
Inconsistent fuel purchasing habits across sites can lead to uncontrolled spending and difficulties in auditing. Introducing supermarket fuel cards provides a cost-effective and convenient solution. These cards offer fixed or discounted rates at major supermarket petrol stations across the UK, which are often situated near urban and suburban construction sites. They also simplify accounting with HMRC-compliant invoices, making it easier to reclaim VAT and monitor fuel usage by vehicle or driver.
Schedule Preventative Maintenance
Unexpected vehicle breakdowns can halt progress on site and incur costly emergency repairs. Implementing a preventative maintenance schedule ensures regular servicing, tyre checks, and MOT compliance. Many fleet management platforms can automate reminders based on mileage or date, reducing the likelihood of costly downtime.
Allocate Budgets by Site
Assigning clear budgets to each site enables managers to monitor expenditure more effectively and take corrective action where needed. When budgets are site-specific, it becomes easier to benchmark performance, highlight outliers, and hold teams accountable for managing their resources.
Review and Analyse Data Regularly
Data-driven decision-making is key to managing fleet spend across multiple construction sites. Regularly reviewing fuel usage, mileage, maintenance records, and cost-per-mile by site or vehicle will highlight trends and opportunities for savings. Create monthly or quarterly reports to inform strategic decisions and continuously refine your fleet policy.
Conclusion
Managing fleet spend across several construction sites doesn’t have to be a headache. By adopting a centralised approach, leveraging modern technology, and promoting consistent driver behaviour, construction companies can reduce costs and improve operational control. Fuel cards also offer a practical way to simplify fuel management, making them a valuable addition to any fleet strategy.
