Fleet Experts Reveal the Best Ways to Invest in Preventative Maintenance in 2025

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Fleet Experts Reveal the Best Ways to Invest in Preventative Maintenance in 2025

As fleets strive for efficiency, safety and compliance, preventative maintenance emerges as a cornerstone for success.

In a recent webinar series focused on the key pieces of DOT compliance, Mary Freelove from Whip Around and Emily Buchanan from DQM Connect shared actionable insights into how fleet managers can leverage preventative maintenance to save money, reduce downtime and improve overall fleet performance.

Let’s get into some of the key takeaways from their discussion.

The High Cost of Doing Nothing

The speakers kicked things off by highlighting some staggering figures:

  • Carriers reported a 2% increase in average repair and maintenance costs in 2024 compared with 2023. (ATRI)
  • The National Safety Council reported the 2023 average cost of an accident at $5,700 (with no injury) to $1.8M in the worst cases.
  • A single vehicle breakdown often costs more than $3K in lost revenue, towing expenses, repair delays and more.

Preventative maintenance minimizes these risks by allowing fleets to schedule downtime on their terms, avoiding costly emergency repairs and lost revenue.

“Spending time and money now saves exponentially more later,” Mary explained. “Preventative maintenance is more than a DOT compliance requirement; it’s a strategic choice. By addressing small issues early, fleets can avoid costly repairs and unexpected breakdowns that disrupt operations and hit the bottom line.”

To combat these costs effectively, adopting digital tools can make fleet management more seamless and efficient.

The Power of Digital Solutions

Traditional methods like spreadsheets and paper systems often fail due to human error, such as forgotten tasks or lost data. Mary emphasized the advantages of digital tools:

  • Real-time defect alerts to fleet managers.
  • Proactive reminders for inspections and maintenance tasks.
  • Tailored forms to ensure assets are inspected thoroughly and accurately.

Digital solutions also enhance accountability, ensuring every inspection and repair is logged and actionable.

Building a Culture of Safety

Preventative maintenance is not just about compliance; it’s about creating a culture of safety. Well-maintained vehicles reduce accident risk, improve driver satisfaction, and foster trust within your team.

As Mary shared, “Drivers are more likely to stay with companies that prioritize safety and provide reliable vehicles.”

Proven ROI for fleets: Emily and Mary shared real-world examples of how fleets have benefited from transitioning to a preventative maintenance program supported by fleet software. Recent customer wins include:

  • 34% reduction in maintenance costs over two years.
  • Faster defect resolution, with one customer reducing their average time from 12 days to 3.
  • Another fleet reduced the rate of pencil-whipped inspections from 35% to 1.5%.
  • Extended vehicle lifespan and improved fuel efficiency.

Mary also pointed out that digital records saved one Whip Around customer $10,000 on an engine repair. Thanks to Whip Around’s digital inspection tools and detailed record-keeping capabilities, they had photographic evidence of regular maintenance to challenge an OEM warranty claim.

Getting Started with Preventative Maintenance

Emily and Mary also aligned on a high-level roadmap for fleets ready to get serious about preventative maintenance.

  1. Assess Your Assets: Identify what needs inspection and the specific maintenance each vehicle requires.
  2. Define Roles: Assign responsibilities for managing defects, scheduling work orders, and reviewing records.
  3. Adopt Digital Tools: Implement a platform like Whip Around to streamline inspections, reminders, and maintenance triggers.
  4. Communicate the Why: Help your team understand the importance of preventative maintenance to drive buy-in.
  5. Evaluate and Adjust: Continuously refine your program based on real-world feedback and results.

One thing to keep in mind: It’s important to prioritize preventative maintenance even when the maintenance isn’t immediately crucial. It’s about building habits and staying on top of your assets.

Why Whip Around?

Whip Around makes implementing preventative maintenance programs simple and scalable for fleets of any size. From customizable inspection forms to seamless integrations with leading ELD systems, Whip Around ensures your fleet stays compliant, efficient, and safe.

One standout feature is the dual-pronged approach:

  • Drivers capture detailed data during inspections, including live photos of issues.
  • Fleet managers receive automated maintenance triggers based on inspection results, mileage, or engine hours.

Missed the Webinar?

You can access the full recording to dive deeper into the insights shared by Mary and Emily.

For more resources on fleet management, compliance, and preventative maintenance, explore our blog or reach out to our team. We’re here to help your fleet run smarter and safer!
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