Key Maintenance Tasks Every Fleet Manager Should Track

Key Maintenance Tasks Every Fleet Manager Should Track

Managing a fleet isn't just about keeping trucks running. It's about ensuring each asset performs at its best, day in and day out. Let’s explore the key maintenance tasks every fleet manager should be tracking and why they matter.

Preventive Maintenance Scheduling

Preventive maintenance (PM) is the backbone of effective fleet management. A well-maintained schedule reduces unplanned repairs and increases the longevity of your fleet.

What Should Be Included in a PM Schedule?

• Oil and fluid changes: Regularly check and replace engine oil, coolant, brake fluid, and transmission fluid. These fluids lubricate, cool, and power vital systems.
• Filter inspections: Replace air, oil, and fuel filters to prevent engine inefficiency and premature wear.
• Battery checks: Weak batteries lead to delayed startups and failed routes. Check voltage and look for corrosion.
• Tire inspections: Monitor tread depth, air pressure, and alignment. Poorly maintained tires are a leading cause of on-road incidents.

Tracking PM tasks digitally with a fleet maintenance software platform enables automatic reminders and real-time reporting for each vehicle, helping managers avoid costly oversights.

Brake System Inspections

Air brakes are standard on heavy-duty trucks, and maintaining them is mission-critical.

Components to Track:

• Air compressor and dryer – The compressor builds pressure; the dryer removes moisture to prevent line freezing.
• Slack adjusters – These automatically compensate for brake shoe wear but need periodic adjustment or replacement.
• Brake shoes and drums – Worn shoes reduce braking efficiency and increase stopping distance.

A fleet manager should track brake wear rates, inspect air lines for leaks, and ensure compliance with federal safety standards, particularly DOT regulations.

DOT Inspections

Department of Transportation (DOT) inspections require motor carriers to inspect every truck and trailer in their fleet.

Key Areas of Focus:

• Brake system
• Lighting and electrical
• Suspension and steering
• Tires and wheels

Even if you're based in Florida like NH Repairs, adopting DOT standards internally raises the bar and reduces risk across your operations.

Aftertreatment System Monitoring

Modern diesel engines rely on aftertreatment systems to meet emissions standards. Failure to maintain these components leads to reduced engine performance and costly forced regenerations.

What to Track:

• DPF (Diesel Particulate Filter) – Monitors soot levels. Schedule cleanings and track regen cycles.
• DEF (Diesel Exhaust Fluid) – Ensure fluid is topped up and sensors are functional.
• SCR system and DOC (Diesel Oxidation Catalyst) – Watch for fault codes and failed sensors.

Aftertreatment-related downtime is often avoidable with proactive diagnostics and proper training on regen protocols.

Transmission and Driveline Maintenance

The driveline transfers power from the engine to the wheels. A neglected transmission or differential can cripple a vehicle.

Tasks to Track:

• Transmission fluid checks – Low or dirty fluid can cause gear slipping and overheating.
• Driveshaft inspections – Look for worn U-joints or misalignment.
• Differential service – Check gear oil levels and look for metal shavings in drained fluid.

Don’t wait for gear slippage or abnormal noises—implement a 100,000-mile transmission fluid change interval and stick to it.

Suspension and Steering System Checks

Suspension systems—particularly air suspensions—carry heavy loads and absorb road impacts. Unchecked wear leads to uneven tire wear and poor handling.

Inspection Points:

• Air bags and leaf springs
• Shock absorbers
• Kingpins and tie rods

If a truck starts to bounce excessively or leans while cornering, your suspension system may already be compromised.

Fluid Sampling and Trend Analysis

For fleets operating in harsh climates like Florida’s, fluid degradation can occur faster than anticipated.

What to Sample:

• Engine oil: Detects metal content and viscosity loss.
• Coolant: Identifies corrosion inhibitors and boiling point integrity.
• Transmission fluid and gear oil: Analyzes clutch material and oxidation levels.

Implementing a fluid analysis program not only reveals internal component wear but helps fleet managers make data-driven maintenance decisions.

ECM and Diagnostic Monitoring

Today's diesel engines are controlled by complex ECM systems. Regular diagnostics help prevent catastrophic failure.

Key Metrics to Track:

• Fuel economy variances
• Check engine codes
• Idle time reports
• Torque and RPM thresholds

ECM data helps managers identify driver behavior, maintenance needs, and engine wear patterns. Real-time alerts are invaluable in large fleets.

Recordkeeping and Compliance Tracking

Compliance is a full-time job. Fleet managers must maintain up-to-date logs for:

• Maintenance history
• Inspection reports
• Repair records
• Compliance with FMCSA, DOT, and local regulations

A centralized fleet management system helps you organize documents, streamline audits, and prove regulatory compliance.

Tire and Wheel Maintenance

Tires are a fleet’s second-largest operating expense after fuel. Mismanagement leads to blowouts and unscheduled downtime.

What to Monitor:

• Tire pressure – Check weekly; underinflation reduces fuel economy and increases wear.
• Tread depth – Replace below 4/32” for steer tires and 2/32” for others.
• Wheel alignments – Schedule every 50,000 miles or after road impacts.

Investing in tire monitoring systems or a smart tracking tool pays off tenfold over the life of a vehicle.

Your Fleet’s Success Starts with Smart Maintenance

Fleet managers wear many hats, but none more important than maintaining the vehicles themselves. From preventive maintenance to aftertreatment tracking, success lies in the details. A proactive maintenance strategy minimizes downtime, extends vehicle life, and builds a reputation for reliability.

If you require fleet maintenance in Pompano Beach, FL, reach out to our team at NH Repairs today.