Fleet Preventive Maintenance Without the Last-Minute Rush

Establish a reliable vehicle record

Give each vehicle a clear identifier, and maintain the information you need to plan service. That includes the vehicle name or unit number, make, model and year, and the vehicle identification number. Add current mileage and operating hours where applicable, the responsible location or department, maintenance history and relevant service documentation.

Use the same vehicle identifier across scheduling, checksheets and maintenance records to reduce confusion.

Define maintenance requirements

Build your maintenance plan around manufacturer guidance and your organization's applicable requirements. Identify whether each service depends on elapsed time, mileage, operating hours, vehicle condition, or a combination of these.

Assign someone qualified to confirm the service intervals. Different vehicles and operating conditions may need different plans.

Keep mileage and hours current

Decide who records readings, how often someone updates them and who reviews unusual entries. Check for missing readings, values entered against the wrong vehicle, unexpected increases or decreases, and long gaps between updates.

Outdated readings make it harder to anticipate service accurately.

Review upcoming maintenance regularly

Choose a review routine that gives your team enough time to arrange appointments, parts and replacement coverage. Sort the work into clear groups. Upcoming work needs a review of the requirement and a plan for the service. For scheduled work, confirm the appointment and the availability arrangements. Anything due or overdue should escalate for review under your organization's procedures. For completed work, verify the documentation. Then update the record.

Do not assume a scheduled appointment means the shop has finished the work.

Coordinate vehicle availability

Before a vehicle goes in for service, confirm who needs to know and how you will handle assignments. Review scheduled vehicle assignments, available replacement vehicles and equipment you may need to transfer. Note the expected service period, and decide who is responsible for status updates.

Communicate changes through your established process, so crews and schedulers have current information.

Document completed work

After service, record what the shop performed, and attach or retain the supporting documentation. Confirm any outstanding recommendations, follow-up work and the next applicable service interval.

Vehicle readiness and return-to-service decisions should follow your organization's designated review process.

Your preventive maintenance checklist

Eight steps to a steadier fleet:

• Maintain a consistent record for each vehicle.
• Confirm service intervals with the appropriate guidance.
• Keep mileage and operating hours current.
• Review upcoming maintenance regularly.
• Assign responsibility for appointments and follow-up.
• Coordinate vehicle assignments and replacement coverage.
• Record completed service and outstanding work.
• Update vehicle status through the established process.