Work orders are the backbone of any operation's maintenance management system. Breakdowns happen, even with the best maintenance practices, and the more asset-intensive the operation is, the more important it becomes to use a work order process which minimizes downtime. Learn more about work order software.
Waste collection and hauling truck technologies have revolutionized the tactics of fleet management in the 21st Century waste management industry. In the "green-minded" age of sustainability and public environmental sensitivity, the industry faces a high level of scrutiny. Thus, this raises the performance bar for waste disposal operators and fleet managers. According to a July 2018 report at Waste Today by industry expert and editor Adam Reding, the waste management sector has experienced a significant emphasis on accountability, efficiency, and preventative maintenance.
It’s a daily grind familiar to every fleet manager: get up early, fight traffic, get to the office, and begin fighting with your drivers about driver-vehicle inspection reports (DVIR). You hound them to do the inspections, to fully and accurately fill out the form, to tell you about any mechanical issues with your fleet, and to do more than just a cursory checkbox-based inspection.
You listen to whining about the hassle of inspections, the fact that they take up too much time, the frustration of endless paperwork. And then you add each day’s form to the avalanche of papers accumulating in your office, and hope for the best. You can simplify the DVIR process. And in so doing, you can get your time back and enjoy your job again.
It’s a scenario that every fleet manager faces sooner or later: the case of the missing DVIR report. Whether it’s because you need to check on a vehicle's maintenance history, or because of something more stressful, like a lawsuit or a DOT audit, it’s easy to tear your office, your mind, and maybe your team apart when you can’t find these legally mandated reports.
Don’t let missing paperwork turn your job into a nightmare. A switch to electronic DVIR reports (eDVIR) can save your sanity, and may even offer some additional protection to your company. Here are five reasons switching from traditional DVIRs can improve your life.
END THE MICROMANAGING: HOW EDVIRS MAKE YOU A BETTER MANAGER
Every fleet manager has been there. You’ve told a driver a thousand times that they need to complete today’s DVIR. Or that they need to stop just checking off boxes and actually perform a real inspection. Or that they need to remember to hand in their inspection form. Or... you get the point.
Management is an exercise in frustration when you’re stuck endlessly nagging your team. The truth is that no one likes driver-vehicle inspection reports. They’re time-consuming, tedious, and ceaselessly technical. It’s no wonder they’re often the source of so much misery.
But DVIRs aren’t just a hassle designed to make your job difficult. They’re a Federal Motor Carrier Safety Administration requirement. So when you don’t perform these inspections, or don’t perform them correctly, you’re breaking federal law. These forms protect everyone, including you. The benefits of completing these forms include:
Ensuring proper vehicle maintenance.
Protecting your drivers.
Tracking trends over time, so you can assess the quality of your vehicles and the mechanics who serve them.
Maintaining an accurate report of any vehicle problems, as well as what you did to fix those problems.
Providing documentation of vehicle issues and service history in case you are sued, audited, or face other legal or regulatory action.
So this is a serious and important managerial task -- far more than just busy work. Your drivers, however, may not see it that way. That leaves you in the middle, fighting with your drivers to comply with the law while secretly wishing you didn’t have to deal with it.
Digital DVIRs eliminate much of this hassle. The law requires you to inspect specific parts of the vehicle, but it does not require you to use a specific form. This means you can design your own intuitive forms that drivers understand and can easily use.
What’s more, the right form can encourage (or force) drivers to conduct thorough and potentially life-saving inspections -- not just rush through, check off some boxes, and hope for the best. So quit fighting with your team and embrace a new way of doing things that makes life better for everyone.
THE DEATH OF THE PILE OF PAPERWORK: CLEAN YOUR OFFICE WITH EDVIRS
A tidy office is more than just a convenience. Having a clean space in which to work can actually make your job easier -- yes, really. When you’re surrounded by chaos, it's easy to feel, well, chaotic. You may struggle with feeling overwhelmed, panicked, and unable to find anything.
So don’t spend the rest of your working life with a pile of papers as your roommate. You deserve a tidy place where you can meet with your team, display photos of your family, and maybe even manage to find that missing file you’ve been trying to locate since 1997.
You’re required to retain DVIR forms for at least three months. Yet commonsense dictates you should hang on to them much longer. Consider how a report might come in handy if:
You’re sued for an accident involving a driver.
You get involved with a lawsuit against a vehicle manufacturer for faulty parts.
You have to fire a driver, or discipline them for unsafe behavior or poor maintenance practices.
You need to review a driver’s inspection or driving history.
Government regulators show up with questions about a recent incident.
Do you really want to go digging through a pile of paper? No one does. You have better things to do with your time, and so does everyone else. A switch to eDVIR instantaneously eliminates the pile of paper in your office, removes the need for a storage space, and ends your never-ending battle with filing cabinets and paper storage systems.
eDVIRs allow you to store as many papers as you want, for as long as you want, with no additional hassle or worry. Search for the record you need. Amaze your boss with your ability to always get even the most esoteric information. And get your office back.
HOW EDVIRS CAN GIVE YOU BACK YOUR FREE TIME (YES, REALLY)
When was the last time you took a vacation? What about the last time u really enjoyed your vacation? If you’re like most fleet managers, the odds are good that you spend a lot of your vacation running things from a distance -- or panicking that they might fall apart without you.
Yet research consistently shows that human beings need time off to be happy. In fact, taking a vacation might even make you more productive, and help you make more money for your company. So no more excuses. You don’t have to be in the office to keep things running. You don’t even have to be in the same country.
With digital DVIR reports, you can see everything instantly uploaded. You’ll know exactly what happened while you were out, and have the capacity to manage any issues wherever you are. Perhaps more importantly, you’ll be able to build your own forms. Customizable forms mean you can create forms that work for the way you work -- and for the way your drivers think. So no more explaining things from your vacation. Walk your drivers through the inspection process with intuitive, intelligent forms and forget about staying in the office to deal with an avalanche of paperwork.
Whip Around allows you to access everything with an app in your phone. So no more time in front of a computer. No more being chained to your desk. You get your life back.
**Take a look at how using an eDVIR saves you 83% of the time it takes to conduct a vehicle inspection using traditional paper-based DVIRs!
READY FOR ANYTHING: WHEN LAWYERS, REGULATORS, AND OTHER UNFRIENDLY FACES COME KNOCKING
If your company is successful enough, eventually something will go wrong. The more drivers you have, the more customers you serve, the more money you make, the more opportunities there are for a problem. That problem might come in the form of:
A mechanical issue with one of your vehicles.
A complaint to a regulatory body about your work policies, the way you run your fleet, or the quality of your inspections.
An accident or other incident involving a driver.
Allegations of incorrect, forged, or missing DVIR reports.
A lawsuit due to an accident or other incident involving your fleet.
It’s easy to panic when this happens, but this is just a part of doing business. Here’s what you might not realize, though:
All those DVIR forms you’ve accumulated over the years can help you when something goes wrong. They may serve as evidence in court, or as a way to refresh your memory during depositions. They can dispute a false claim. They can prove to a regulatory body that you've kept up with your obligations to your drivers and to your fleet. They may even put a lawsuit to bed before it happens.
For them to accomplish this, however, they have to be readily available, clearly written, and completely accurate. This means your forms need to be stored somewhere, searchable, and well-organized.
That’s where eDVIR reports come in. When you switch to electronic storage, you don’t have to worry about hanging onto too much for too long. You can keep your reports literally forever. And that’s a compelling response to a regulator who accuses you of not keeping diligent records, or a lawyer who insists you didn’t properly inspect your vehicles. The daily annoyance of DVIRs just might become your saving grace.
FOCUSING ON WHAT REALLY MATTERS: SAFETY, QUALITY, AND EFFICIENCY
In the daily stress of running a fleet, it’s easy to forget about what you’re really doing. Yes, you’re serving customers and delivering products. You’re providing jobs. You’re managing a workforce. But you’re also charged with a much more important task: keeping your drivers safe, and protecting the well-being of the motorists they encounter.
Large fleets pose a very real public hazard. Trucking accidents are often fatal, and can give rise to costly lawsuits and massive insurance claims -- not to mention the tragic loss of human life. When accidents happen, your good reputation can take a nosedive.
Ultimately, the purpose of DVIR reports is to prevent this all from happening. Daily vehicle inspections tip you off to potential problems before those problems turn into full-fledged disasters. And by keeping track of everything electronically, you’re better equipped to track progress as vehicles move through the inspection and repair process. This greatly reduces the risk of a mechanical failure. Moreover, the right inspection can encourage drivers to notice other safety hazards, and create a culture of safety.
You know this already, but you may be overwhelmed by the massive pile of paper that DVIRs have historically meant. EDVIRs offer a massive change, the benefits of which you may see from day one. Those include:
Faster inspections, without sacrificing quality. With well-designed forms, drivers can move through the inspection process much more quickly, but without neglecting important components of the inspection.
A chance to effortlessly view inspection reports no matter where you are. So you can remain in touch with what’s happening with your fleet without giving up your day off.
The ability to track trends over time. When all you have is a pile of paperwork, you might not notice that a certain driver seems to have a lot of mechanical issues, or that a certain brand of truck keeps breaking down. These trends may reveal something about your drivers, their inspections, or the vehicles they operate.
The power to create inspection forms that are intuitively useful for your drivers.
A chance to search inspection reports for keywords should you ever have to respond to lawsuit discovery, track a problem with a driver, or otherwise need important documentation.
A faster approach to inspections. You no longer have to hound drivers.
Fewer missed deliveries. Vehicle problems mean late deliveries. With better inspection protocols, you’ll be less likely to miss deliveries and better prepared to make adjustments at the last minute.
Always knowing where a vehicle is in the repair pipeline, since you’ll be able to easily assign it to a mechanic and track its repair progress.
Your time is money. It’s valuable. You could spend it doing something other than hounding drivers and shuffling papers. Get back that time -- and the money it’s worth.
eDVIRs make your life better. They make your fleet easier to manage. They make unpleasant surprises easier to anticipate and less challenging to manage. With Whip Around, the transition is seamless and the process is easy. We work with you to help you go from chaotic clutter to easy inspections.
So what sets us apart?
Easy to build, beautiful customizable forms in minutes.
Access everything through our app.
Easy storage of all of your inspection reports.
Seamless monitoring of each vehicle.
Ability to assign vehicles to specific mechanics, and to track their progress through repairs.
Manage and view all report data.
Ready to get started? You can get set up in seconds with a demo from our team. Start your free account today, and get back your time!
No matter how long you’ve been managing your fleet, chances are good that you’ve become intimately familiar with — and perhaps even disillusioned by — the requirement that is the daily vehicle inspection report (DVIR).
This document serves as a record that a thorough inspection was conducted of the driver before and after each trip, ensuring its safety and effectiveness. Considered a precautionary safety measure, DVIR protects your fleet in the event that a vehicle collision or other incident were to occur, both by preventing physical harm and by presenting legal evidence of the vehicle’s condition.
Traditionally, paper-based DVIR have dominated the industry, but an exciting new development is shaking up the way drivers and fleet managers like yourself approach their business.
Thanks to the latest technology, you can now toss away your filing cabinet full of inspection reports and embrace the future. Growth only comes with innovation, and for the fleet management business, that innovation has come in the shape of electronic DVIR (or eDVIR, for short).
By simplifying and streamlining the processes involved in completing and filing an inspection report, this new tool takes the guesswork out of DVIR, allowing you to take your fleet into the modern era. Along the way, you’ll be able to take advantage of a host of benefits, which we’ll discuss in greater detail below.
WAY OF THE FUTURE
Federal law requires that every driver of a commercial vehicle files a daily inspection report of whatever vehicle they’re operating. This activity extends to completing a new report prior to each trip as well as finalizing the previous report with updates, especially if any action items had yet to be performed.
However, due to the consistent nature of DVIR, the perpetual need to file more and more paperwork has a tendency to jeopardize one’s schedule and slow down productivity, making it more difficult for your drivers to stay focused on the task at hand. With an entire fleet of drivers to manage, this complication is compounded exponentially.
In fact, you’re liable to be trapped in an unfortunate scenario in which you’re likely to be caught in an endless cycle of following up on inspection reports rather than turning your attention to more important matters. eDVIR eliminates that headache, with an easy-to-use system that prioritizes production above all else.
You’ll be relieved to know that this new system isn’t entirely dissimilar from its predecessor. Drivers still complete and submit new reports each day, following up on the previous one. What is drastically different is the manner in which this process is conducted.
Rather than filling out antiquated paper forms, drivers can log into a cloud-based user interface that is updated in real time and complete a fully customized inspection form. This fact alone remarkably trims away much of the time of shuffling through pages and pages of standard forms, since you’ll be able to structure your inspection forms based on your fleet’s specific needs and which fields take priority.
Rather than the cumbersome task of filling out paperwork, your fleet will be able to log in, complete a report and file it in minutes. No more lost or illegible inspection reports for you!
While its methods may seem completely foreign, the primary difference between eDVIR and paper-based DVIR is simplification. The former removes all the frustrating and challenging aspects of filing these required inspection reports and allows you to place your emphasis on keeping your operation moving smoothly.
With just the click of a button, you’ll be able to access all the submitted reports throughout your organization, and the quality of these reports — thanks to the streamlined forms — will be more readable, more complete and more accurate. After all, it’s a lot more difficult to overlook fields or slip into human error when dealing with a straightforward electronic interface.
Regardless of where your drivers are located, you’ll be connected through the data and able to communicate to ensure that everything is going precisely as planned.
EVERYTHING TO GAIN
We’ve already alluded to the fact that eDVIR cuts down on the amount of time it will take you to complete and submit inspection reports. However, the time-saving element of eDVIR, as they say, is only the tip of the iceberg.
So let’s delve into some of the other benefits that this digital alternative offers.
Easier management: Since eDVIR makes the entire process much smoother for drivers, you won’t have to waste your time reminding them to submit their inspection reports. Instead, they’ll be able to log in, complete and file them before you even have to worry about it in the first place, making your job (and your life) much less stressful.
More competitive: Your processes will have gotten a major facelift if you opt to upgrade to eDVIR, making your business far more able to outperform your competitors. With all the time you’re saving, you might even find the bandwidth to look for process improvements in places you didn’t even know you might find opportunities for growth.
Automatically saves: One of the key problems with paper-based forms is how easy it is to miss critical fields — leaving out essential information — or to misplace completed forms entirely. In either case, eDVIR sidesteps this possibility, automatically saving your progress as you fill out your fully customized form from anywhere you may be.
Detailed analytics: eDVIR also leans heavily into the analytic side of things. Consider it just another perk of a fully digital system. As data syncs between your driver’s mobile devices and the web-based dashboard, you’ll receive real-time results in the form of analytics, leaderboards and even alerts that can inform your business decisions.
Fully searchable: If you’ve ever tried to pull an old file, you know what a pain it is to find what you’re looking for, and that’s even if you have a thorough organizational system in place to give your filing some semblance of order. With eDVIR, you’ll be able to easily search the complete archives and find the report or data you need in no time at all.
Unlimited storage: Speaking of your archive, here’s something we know you’ll love. So many online companies nowadays make mountains of profit by ratcheting up costs on storage but not eDVIR. This system gives you unlimited storage right from the outset, making it easy to hold onto the full extent of your report history for future reference.
Customizable: As we’ve mentioned, your inspection forms are completely customizable. But this dedication to tailoring your experience to your specific needs doesn’t end there. Through and through, eDVIR puts an emphasis on customization. From the forms to the data reports, you’ll be amazed at how much you can adjust this system to your liking.
Rapid submission: Remember when you had to wait days or weeks to gain access to a driver’s inspection report? Actually, you may be facing that reality right now. Well, no longer. eDVIR gives drivers the opportunity to submit completed reports instantly, and you’ll be able to review, ask questions and take action within seconds.
Remain in compliance: The law required DVIR be a regular part of your business, but few ways to remain compliant with regulations are as effective as eDVIR. Given its speedy process and impressive breadth of capabilities, you’ll never again have to wonder to yourself if your business is truly keeping up with the latest legal requirements.
A DECISION TO MAKE
Most likely, your schedule as a fleet manager is already brimming with administrative tasks and other thankless duties. So DVIR may very well be the least of your concerns, but because of the critical role these reports play in the long-term safety and reputation of your business, they really do need to remain top of mind in at least some capacity. Your drivers are, of course, your greatest asset, and these reports maximize their safety (and that of those around them) on the road.
Moreover, they protect your business from facing any liability should something go wrong in the throes of a job. You have a responsibility to guard against injury and litigation alike, and DVIR is one of your most effective tools to prevent both from ever occurring on your watch. So, if DVIR truly must remain an integral part of your fleet management, then the only real question you have left is whether you’re willing to take the plunge and incorporate eDVIR into your operation.
Broadly speaking, there’s an argument to made on both sides of the technology debate. The ways in which the internet, digital products and the like have affected our culture and society are undoubtedly far-reaching and not without consequence.
On the other hand, when it comes to DVIR, an all-digital solution will only benefit how much your team is able to accomplish in a specific period of time. Your productivity may be at stake, but your legal standing might be as well. Since one of the key purposes for DVIR is to remain in full compliance with the law, you need to ensure that your fleet is being as thorough and organized as possible.
Given the amount of vehicles in your fleet and the sheer volume of paperwork that results, your business doesn’t naturally lend itself to an intricate system designed to keep your reports intact. Instead, chaos is likely inevitable when you remain complacent with paper-based DVIR.
How even are you able to keep track of every inspection report that comes, let alone ensure its quality, if you’re overwhelmed with having to file physical copies of reports? Imagine the countless hours that your drivers take to complete paper forms and the questionable results these yield.
If you do, you’ll probably agree that it’s simply not worth the effort to try and wrangle together better output if you’re slavishly sticking to the same methodology that your business has been using for years. You need to find a new, better way of taking your operation to the next level and maximizing your fleet’s performance.
Again, these are all the elements you need to consider before you discount eDVIR as a luxury your fleet just doesn’t need right now. Most likely, it is precisely the tool necessary to keep your business steadily moving forward.
THE WHIP AROUND WAY
While eDVIR is quickly becoming the standard-bearer for your industry, we pride ourselves in the fact that our solution, Whip Around, is among the finest all-digital DVIR products on the market. In just minutes, you’ll be able to empower your team with the wide-ranging abilities we discussed above and take your fleet to new heights of productivity and efficiency.
Protecting your team and your business has never been so easy, and you might catch yourself wondering how you ever managed to go so long without such an asset in your arsenal. Bid farewell to that lengthy downtime it used to take to complete and submit inspection reports because a new day is here.
From your driver’s mobile device right into the cloud-based system, this seamless process connects you to your fleet and your fleet to their inspection reports like never before. The real-time aspect of it all provides you with the time needed to move on action items for a particular vehicle and more closely manage your fleet from any location anywhere.
All your drivers need is a mobile device, and they can complete and submit high-quality DVIR every single time. You might think that you’ve honed your fleet management tactics over the years, but we guarantee that you haven’t experienced just how easy it can be until you’ve tried eDVIR the Whip Around way.
A CLOSER LOOK
Of course, our goal in discussing not only the extensive benefits of using eDVIR but also the distinction that Whip Around’s services can bring to your business is to convince you that this new tool is worth upgrading your systems. Any time a drastic change like this is proposed, our natural reactions are often to step back and balk at the discomfort that accompanies having to second-guess our own mindsets.
But as the person in charge, it’s your duty to continually explore emerging ways to boost the effectiveness of your operation and the efficiency of your processes. Nowadays, that means taking your once-paper-bound approach to DVIR and transferring it into the electronic realm for the very first time.
Still undecided about making the switch? We completely understand. At Whip Around, our mission is to make fleets like yours be the very best that they can be. eDVIR is still coming into its own and spreading like wildfire across your industry.
So we know you may be looking to further solidify your opinion of the technology before jumping into it headfirst. Perhaps you’re a visual learner and need a more tangible way to visualize the differences between paper-based DVIR and its electronic counterpart.
If that’s the case, check out our extensive infographic that compares and contrasts the two, presenting you with perhaps our most compelling argument for why you should at least consider revolutionizing your inspection reports.
Feel free to reach out to us with any questions you may have or get started today to optimize your fleet!