5 Mistakes Companies Make When Deploying Fleet Management Software

Imagine deploying new fleet management software, only to realize it’s slowing everything down.

Employees are frustrated, workflows are disrupted, and efficiency is plummeting.

Sound familiar? Many companies fall into the same traps.

In this guide, we’ll explore five key mistakes companies make when implementing fleet management software and, more importantly, how to avoid them.

Deploying Software Without Clear Objectives

Many companies implement fleet management software without clearly defining the goals and objectives they want to achieve with it first.

In today’s tech-driven landscape, taking a more strategic approach is essential for success.

As RevUp Advisory’s CRO, Stacie Sussman, explains, there are now so many tech solutions on the market that you should have no problem finding multiple that fill the gaps you’ve identified.

But you can’t differentiate between vendors and choose the right software without pinpointing those gaps first.

Illustration: GoCodes / Source: LinkedIn

That’s exactly where many companies fall short.

Instead of carefully assessing their objectives, they jump straight to implementation.

This causes many companies to choose the wrong software—but that’s not all.

On top of that, a lack of strategic planning leads to other negative consequences, too.

For instance, it limits your ability to make the most of the software and makes it hard to measure success.

If there’s nothing in particular you want to achieve, how can you use the software effectively or tell if it’s helping?

To avoid this mistake, define clear objectives before implementing (and even choosing) software.

Some of the most common ones include:

• Cutting costs
• Improving efficiency
• Boosting driver safety

We recommend going one step further, though, and making your objectives more specific by defining how you want to achieve them.

For example, if you’re looking to cut costs, are you hoping to do so by cutting fuel use, optimizing routes, or perhaps both?

Consult the relevant stakeholders and decide. This will help you turn big objectives into SMART goals.

As a reminder, ‘SMART’ stands for Specific, Measurable, Achievable, Realistic, and Time-bound.

Here are a few examples illustrating goals defined using this method:

SMART Method	Example
Specific	“Reduce fuel consumption by optimizing delivery routes.”
Measurable	“Decrease fuel costs by 15%.”
Achievable	“Successfully roll out the new software and train all drivers on its fuel-saving features.”
Realistic	“These changes can be implemented using new fleet management software.”
Time-bound	“The goal will be achieved within six months, with progress reviews every two months.”

Consequently, SMART goals will enable you to clearly define key performance metrics (KPIs).

For our example above, the main KPI would be fuel cost.

Another potential KPI is Time to Goal, or how much time it takes to actually decrease fuel costs.

If it’s taking longer than expected, it could indicate issues with implementation, driver compliance, or external factors.

In some cases, however, it may suggest that you chose software that lacks the tools you need to reach your goals.

Selecting Software That Doesn’t Fit Business Needs

Not achieving your goals or taking excessive time to achieve them may indicate your selected software doesn’t meet your business needs.

This is another common scenario within companies.

But how can you identify whether the problem lies in the software or elsewhere?

Start by assessing whether it meets your operating needs.

Depending on what they are, you can ask yourself questions like:

• Does the software allow you to efficiently track assets?
• Does it provide accurate and actionable insights on fuel consumption?
• Does it streamline maintenance scheduling to prevent unexpected downtime?

If the software does not meet the basic requirements, you’ll likely need to modify or customize it.

This, of course, incurs extra expenses, so it’s better to choose the right software on the first try.

However, doing so is easier said than done, since there’s a large number of tech solutions for every need available on the market.

The fleet management software market in particular has been and will likely keep growing rapidly, reports show.

Illustration: GoCodes / Data: The Business Research Company

This increasing number of options makes buying decisions and vendor assessments more complicated.

But before you even get to software research, you should first do a deep-dive analysis of your requirements.

This will help you avoid choosing a solution only on the basis of cost or suggestions from peers.

Instead, aim to select one that truly aligns with your needs and goals.

The image below illustrates the most important factors to consider.

Source: GoCodes

Firstly, consider how many vehicles the software can support and how basic or advanced its features should be based on your fleet size.

Larger fleets typically require advanced analytics, automation, and reporting, while smaller fleets may be able to do without them.

Next, consider whether the software complies with industry regulations to avoid fines and legal issues.

Additionally, assess the necessary functionalities by identifying must-have features such as GPS tracking, fuel monitoring, or maintenance scheduling.

You want to choose the right balance of features to ensure efficiency but, at the same time, avoid overpaying for unnecessary extras.

Finally, system integrations are crucial.

Ensure the new fleet management software has the capability to seamlessly connect with your existing tools (e.g., accounting, HR, telematics) to streamline operations and prevent data silos.

Here’s why that is so important.

Failing to Integrate with Existing Systems

Forgetting to check whether fleet management software can integrate with your other systems—especially payroll, fuel tracking, and dispatch platforms—is another mistake that’s all too common.

Solutions that don’t seamlessly connect spell disaster.

Don’t believe us? Let’s take a look at the data.

Research conducted by HBR shows that, in some instances, teams spend as much as 60% of their workday managing disconnected systems.

Illustration: GoCodes / Data: Harvard Business Review

This includes mundane work that generates no value for the company, like extracting information from one system and entering it into others.

In other words, disconnected software creates more work and wastes time because data gets stuck in different places.

For instance, you might have one system tracking fuel, another handling payroll, and a third managing dispatch, but none of them sharing information.

Shane Mann, CEO of the transport technology firm Tramzaura, confirms that this kind of scenario is a rule, rather than an exception:

“Today’s fleet operators are overwhelmed with technology options, each collecting a vast amount of data from various sources. While the potential for insights is immense, many fleet companies are struggling to make sense of it all. The problem is made worse by a patchwork of disconnected systems that don’t communicate effectively.”

All of this results in having to manually transfer the data between systems, which slows down operations, increases the chance of errors, and leads to additional costs for correcting them.

Suddenly, a simple task like tracking fuel expenses turns into an expensive mess.

So, how can you avoid all this?

Choosing the fleet management software that integrates with the tools you already use would be your best bet.

Look for platforms with built-in connections to your systems.

If there’s no direct integration, check if the software has an API that lets it connect to other tools.

Also, don’t just trust what a vendor says. Instead, ask for a demo to see how integration actually works before committing.

Skipping Employee Training

Skipping employee training may be the most common mistake companies make when deploying fleet management software.

But why is this the case?

It’s often due to the fact that the benefits of training seem too intangible, or because it might feel like a waste of time and money.

So, many companies prefer investing in activities that yield more obvious results, and training is, therefore, often overlooked.

But if you think employees won’t notice you’re neglecting training, research shows that they will.

And they won’t be happy about it.

Illustration: GoCodes / Data: OryxAlign

So, even if the benefits of training may not be so obvious, rest assured that the consequences of skipping it will be.

Simply put, without training, your staff members won’t know how to efficiently use the software.

This means that they won’t be able to make the most of the software, and your operations will get disrupted as opposed to improved.

The same goes for poor training.

Cindi Lynch, Training Program Manager at technology company Stenograph, says that companies should especially avoid generic training. 

She explains that too many training sessions provide only general overviews or vague guidance on how the software could be used.

This isn’t helpful to the average employee.

Instead, she believes it’s important to provide practical, hands-on instructions tailored to real-world use cases.

Illustration: GoCodes / Quote: LinkedIn

Avoid this mistake by organizing structured, software-specific training for your employees as soon as the software is implemented.

Preferably, you would also implement, or at least introduce it to employees in phases.

For example, you could start by training a group of key users, have them test the software, and then onboard the rest of the team.

Alternatively, you can roll out basic software features first, and move on to more advanced functionalities when employees are ready.

Finally, don’t forget that employees will likely need support beyond your initial training.

So set them up for success by providing it, either by offering one-on-one sessions and consultations or preparing materials like guides and tutorials in advance.

This will make them feel supported, in turn motivating them to properly adopt the software and enable your company to truly make the most of it.

Ignoring Data for Performance Analysis

If you’ve successfully avoided the mistake of not setting objectives before deploying your new software, you probably have a list of things you want to achieve with it.

And these objectives probably have to do with improving your operations and fleet performance.

Luckily, many fleet management software solutions collect valuable data you can use for this purpose.

Let’s take our own solution, GoCodes, as an example.

GoCodes collects data on asset utilization, driver productivity and fatigue, geofence entry and exit, and so much more.

This data then gets automatically turned into easy-to-understand reports.

Source: GoCodes

But why is having access to easily digestible reports so important?

Simply put, it’s because they allow you to actually make use of the data collected by the software.

For example, did you know that the average connected vehicle generates over 25 gigabytes of data every hour?

Yet all of this data won’t mean much if you don’t know how to actually leverage it.

As it turns out, this is something a lot of companies struggle with.

Some fail to prioritize reviewing, analyzing, and putting it to use regularly. Others just don’t know how to.

Mary Dartez, senior DOT compliance manager for Omni Environmental Solutions, confirms that this is indeed the case for many fleet managers.

So, instead of allowing the sheer amount of data to overwhelm you, she suggests focusing on problem areas where data can provide insights.

Illustration: GoCodes / Quote: Trucking Info 

If you don’t set your priorities straight, even world-class data won’t make a shred of a difference.

In that case, you’re just gathering numbers without gaining insights, all while paying for data collection features you’re not using.

This is problematic for other reasons, too.

Firstly, if you don’t review data on key metrics like driver performance, fuel usage, and predictive maintenance, your fleet may be secretly experiencing issues you have no idea about.

Even if they aren’t dire, you’re still probably missing out on optimization opportunities.

Additionally, these unchecked problems will increase your operational expenses, and you’ll likely incorrectly conclude that your software is just not working.

But, as the founder of Data for Business Performance Institute says, software is not always to blame.

Illustration: GoCodes / Quote: MIT Sloan School of Management

To avoid this mistake, make sure you regularly analyze reports and use the data your software collects to make decisions.

The key here is creating a clear plan that you can stick to.

For example, you could review data at the end of every month or every quarter, and present it to other relevant stakeholders at the beginning of the next cycle.

This type of planning will hold you and other team members accountable, especially if you publicly announce and share planned timelines.  

Conclusion

Rolling out fleet management software doesn’t have to be a frustrating experience.

By avoiding these five common mistakes, you can ensure a smooth implementation that boosts efficiency, streamlines workflows, and keeps your team engaged.

The right approach turns your software into a powerful asset, not a roadblock.

Now that you know what to watch out for, it’s time to take action.

Implement these best practices, empower your team, and set your fleet up for long-term success.