Barrie WIlson

For UK companies operating fleets of vans, particularly within sectors like facilities management and waste management, minimising ‘vehicle off road’ (VOR) time due to unplanned maintenance and damage repairs is not only an operational efficiency; it’s a critical business imperative. The consequences of unplanned VOR can ripple through an organisation, impacting service delivery, customer satisfaction, and ultimately, profitability.

The Costly Ripple Effect of Unplanned VOR

Unplanned VOR time translates directly into lost productivity. A van off the road means a technician or driver is unable to perform their duties. This leads to missed appointments, delayed deliveries, and an inability to respond to urgent customer requests.

The implications extend beyond lost operational hours, encompassing potential financial penalties for missed service level agreements, increased overtime for remaining staff to cover the shortfall, and the cost of hiring temporary replacement vehicles.

Specific Sectoral Impacts:

Facilities Management: Imagine a facilities management company responsible for maintaining heating and cooling systems across a large city. A key van, carrying specialist tools and parts, suffers a sudden breakdown due to a failed timing belt. This VOR event means urgent repairs at a school, hospital or commercial premises cannot be completed on time. The resulting disruption could lead to discomfort for building occupants, potential health and safety risks, and a significant dent in the company’s reputation for reliability.

Waste Management: For a waste management company, a single refuse collection vehicle out of action can disrupt entire collection routes. Delays in waste collection can lead to overflowing bins, public health concerns, and potential fines from local authorities. Furthermore, the logistical complexity of rearranging collection schedules to compensate for the VOR van can strain resources and increase fuel consumption for the remaining fleet.

Proactive Measures: Pre-Use Checks and Regular Maintenance

The cornerstone of minimising unplanned VOR lies in a proactive approach to vehicle maintenance. Pre-use vehicle checks, conducted by drivers before each shift, are essential for identifying potential issues early. These checks should encompass:

  • Tyre pressure and condition.
  • Fluid levels (oil, coolant, brake fluid, windscreen washer).
  • Lights and indicators.
  • Brakes and steering.
  • Visual inspection for damage.

Routine preventative maintenance helps keep your vehicles on the road and maximises their lifespan.

You need to know if any vehicles are overdue for their regular service or have uncompleted maintenance tasks. Is the on-time completion rate of your PM programme at an acceptable level or is it falling behind, risking non-compliance and vehicle unreliability?

Make sure you also pay attention to MOT advisory notes. A huge number of vans fail their MOTs for faults that were clearly identified at the previous MOT and needed attention before the next test.

Vehicle downtime costs money so it’s important to monitor how quickly vehicles are in and out of the workshop. Are there hold-ups due to part availability? Are your technicians working as efficiently as you would expect or are there too many unaccounted-for hours?

You should also look to identify the most common faults and inspection failures across your fleet. If you can see patterns of problems across many vehicles, you might need to adjust your PM strategies accordingly or investigate further with a manufacturer or supplier.

With tyre prices escalating, and often accounting for nearly half of SMR costs, tyre wear should be monitored closely to ensure timely replacement and management of tyre costs.

By addressing potential problems before they escalate, fleet operators can significantly reduce the likelihood of unexpected breakdowns.

Technical Considerations: The Case of Wet Timing Belts

Staying abreast of emerging technical issues is vital for fleet managers. Recent reports in the fleet press have highlighted the shortened recommended replacement cycles for wet timing belts, common in many current vehicle models. These belts, operating within the engine’s oil system, are susceptible to premature degradation if the correct oil specification is not used or if oil changes are not performed at the recommended intervals.

Ignoring this issue can lead to catastrophic engine failure, resulting in significant VOR time and costly repairs.

Fleet managers must:

  • Ensure that the correct oil specification is used for all vehicles equipped with wet timing belts.
  • Adhere strictly to manufacturer-recommended oil change intervals.
  • Educate drivers and technicians about the potential risks associated with wet timing belts.
  • Check for any manufacturers recalls concerning the belt.

Data-Driven Maintenance: The Power of Record Keeping and Analysis

Effective record keeping and data analysis are indispensable tools for minimising VOR time. By meticulously tracking maintenance records, repair histories, and vehicle performance data, fleet managers can:

  • Identify recurring faults and address underlying issues.
  • Predict potential failures based on historical data.
  • Optimise maintenance schedules to minimise downtime.
  • Monitor fuel consumption and identify inefficient driving practices.
  • Record driver pre-shift checks, and make sure that any defects or faults are rapidly repaired.

In conclusion, minimising VOR time is a critical factor in the operational success of companies with van fleets. Through proactive pre-use checks, diligent maintenance, awareness of technical issues like wet timing belt degradation, and the implementation of data-driven strategies, companies can significantly reduce unplanned downtime, enhance service delivery, and safeguard their bottom line. The cost of implementing a good maintenance schedule is far outweighed by the financial and reputational impact of a VOR incident.

Author

  • Barrie has vast experience gained from working as a Transport & Compliance Manager for a large national haulage company and is our resident HGV specialist. VIEW PROFILE