Vehicle inspection software

The Detailed DVIR Checklist

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From time to time, the rigors of fleet management can become too much. With all the work that goes into maintaining each vehicle and supervising each driver, you may have caught yourself subconsciously searching for some way to streamline the processes involved in your day-to-day operation.

Although the industry is making remarkable strides across the board to change with the times, one area that is making particular progress is the driver’s vehicle inspection report (DVIR). Traditionally, these critical documents were simply put on paper, an approach that was functional once upon a time but has slipped into obsolescence with the advent of technology. Now fleet managers like you can take advantage of a fully electronic version of DVIR, better known as eDVIR.

That being said, it’s still essential that your fleet’s DVIR — no matter which format you use in your business — includes all of the key components that you need to effectively document your driver's’ activity and the condition of your vehicles. That’s why we’re providing you with a one-stop checklist that you can reference to create, complete and submit high-quality DVIR every single time.

Failing to keep these on record could create a disastrous scenario for your business, and as the applicable requirements are subject to change, you need to ensure that you remain compliant at all times and that your files are up-to-date. So let’s delve into precisely what you should be checking for in each DVIR as well as the tools necessary to create the best reports possible.

WHAT YOU NEED TO INCLUDE


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With as much driving as your team does, wear and tear of your vehicles is a real concern. Just take a moment to consider all the miles each vehicle in your fleet racks up over the course of each day or week. So much constant motion and dealing with variable road conditions certainly takes its toll.

However, if you’re going to build a checklist designed to minimize risk, you have to know what to look for so that you can take action before problems arise. After all, an in-depth inspection can make all the difference and even prevent tragedy if it is performed correctly.

To that end, let’s break down some of the most essential parts of your vehicle your drivers should be sure to check when completing each day’s DVIR.

If any of the below are faulty or broken, the safety of your vehicle might be compromised, resulting in a potentially hazardous journey on the road.

  • Brakes: Depending on the kind of vehicle being inspected, you might need to keep a close eye on trailer brake connections, but at the very least, be sure to double-check your service and parking brakes. For obvious reasons, any kind of malfunction here could have catastrophic consequences. So your brakes should always be among the first items on any DVIR checklist.

  • Steering and horn: No matter what steering mechanism your vehicle uses, the consistent usage of any vehicle in your fleet could adversely affect it. As with brakes, steering is a no-brainer addition to your inspection checklist, but even so, it’s easy to overlook such an obvious element. A driver’s ability to steer the vehicle is tantamount to his or her ability to act at a moment’s notice. Before hitting the road, ensure that everything is as it should be. Yes, including your car horn.

  • Tires and wheels: We haven’t conducted a scientific study about which part of a vehicle drivers tend to most overlook, but if we did, we wouldn’t be surprised if tires topped the list. From simply failing to ensure that your tires have enough air to not replacing them in a timely manner, tire maintenance is all too often not taken into account. So be sure that your vehicle’s tires are adequately filled and not too worn. Moreover, your wheels and rims should be inspected and secure as well.

  • Lights and reflectors: Headlights, taillights and brake lights are all key elements of safe driving, and of course, you need to account for each of these before you hit the road, especially in a commercial vehicle. But you’ll also want to verify that all reflectors are secure and in working order, especially since your drivers never know what kind of conditions they’ll be traveling in. Proper lighting is your first line of defense against the rain, snow or other stormy weather you might encounter.

  • Windshield wipers and mirrors: Much like your vehicle’s lights, switching out the windshield wipers regularly and checking for damage to both the rear-view and side-view mirrors helps to boost visibility and increase safety for everyone on the road. Anything you can do to optimize performance of your vehicle and prepare it for any situation is a tremendous help regardless of what you’re driving. For large commercial vehicles, it’s even more vital.

  • Emergency kit: Although the bulk of your inspection centers on the condition of the vehicle in question, it also extends to being sure that you are carrying emergency items at all times. They might be maintenance and repair items like a tire gauge, jumper cables and a fire extinguisher or something simpler like a first-aid kit. The important part is that all your vehicles have what they need to take action if a crisis occurs.

Once you’ve verified all of the above are covered, note the make and model of the vehicle and any action items you need to take to ensure that all requirements are met. Priority should be given to any issues that threaten the safety of the vehicle, as they need to be addressed before driving continues. Then make note that these updates have been made. And, of course, don’t forget to sign the report at the end!

CREATING YOUR PROCESS

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By its very definition, DVIR necessitates daily repetition and, as such, is best implemented as part of a routine. For instance, inspections should be performed both at the beginning of each trip and after its completion, as mandated by regulations. Such an approach provides optimal coverage, since the operational safety of a vehicle can be affected throughout the course of a single journey.

Both the pre-trip and post-trip reports need to be signed before submission and should remain on file for at least three month. In addition, DVIR should also account for mid-route equipment or trailer changes. To clarify the pre-trip and post-trip inspections further, we’ll look into what is involved in both types of inspections.

  • Pre-Trip: Oftentimes, the pre-trip side of your inspection is pretty straightforward. The end goal, of course, remains complete satisfaction that the vehicle you’re about to drive is in safe operating condition. Typically, the first step is to review the previous day’s DVIR. If there are any action items that have yet to be completed, these must be resolved before the next trip begins. This level of redundancy creates a system of checks and balances that prevents a driver from operating a vehicle with potentially deadly defects. Once this has been verified, the driver must review and sign off.

  • Post-Trip: The post-trip end of DVIR is where the real work usually happens. At the end of each day, the driver must file a detailed written DVIR listing any condition he or she discovered that might compromise the safety or integrity of the vehicle. If they require immediate attention, these must be dealt with and certifications issued for each repair. Conversely, the driver must confirm in the report if any defects found do not need to be addressed urgently or if no such defects were found at all. Naturally, such a review of any outstanding damages will be conducted again before the vehicle is sent out (see above).

WHY YOU NEED DVIR

Sure, all these inspection points and processes sound like a major headache. But rest assured, it all has a very important part to play in keeping your business running smoothly and as safely as possible. In fact, even though DVIR is mandatory for your business, the entire process does offer a ton of benefits for your business. Here are just a few to consider.

  • Stay updated on maintenance: Small tasks like checking oil levels and changing lights might not take a lot of time out of your drivers’ day, but they do ensure that your vehicles are properly maintained, thus extending the number of years they’ll remain in peak condition.

  • Reduced chance of tickets: Because your drivers remain on top of those small maintenance tasks, their vehicles are far less likely to get dinged by the authorities for simply having a tail light out or failing to have a working turn signal. Once you take a moment to consider the extent of DVIR, you’ll be amazed at how it affects every element of your business.

  • Fewer accidents: Safety is the ultimate goal of DVIR. So it’s no surprise that thorough inspection that rules out many of the causes of traffic accidents will have a direct effect on the number of on-road issues your fleet will face over the big picture.

  • Cheaper insurance: This one comes in tandem with the previous entry, but it’s undeniable that minimizing the number of accidents your vehicles are involved in will help to keep insurance costs down. All just because you kept a close eye on your vehicles and maintained a DVIR backlog.

  • Decreased need for repairs: Even if your drivers are on top of their inspections, you’ll still need to spring for repairs every now and then. But keeping DVIR a key part of your business will reduce the amount of immediate, short-term repairs you’ll have to deal with. Parts can be ordered ahead of time, and you can schedule repairs without having to worry about keeping your drivers on the road. This not only saves you the time of having to wait for availability — potentially putting a vehicle out of commission for a while —  but also helps to keep your repair costs down in the long term. In both cases, consider DVIR a definite win.

  • Boost morale: When your drivers are seen handling a pristine-looking and smooth-operating vehicle, that can only draw positive attention from customers, helping to increase sales and giving you a competitive edge. Likewise, your drivers will feel an enhanced sense of pride in their work and hold you in higher esteem for being so invested in the quality of their work and the condition of their vehicles.

  • Increased productivity: When you and your drivers aren’t bogged down by all of the above concerns, you’ll find that you’ll be able to stay more focused on the job at hand. That means less downtime for your drivers, who can continue their work without the headache, and the ability for you and your entire team to focus on how to improve your business, from customer service to the day-to-day back-end processes that govern it all.

INSPECT THE UNEXPECTED

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Sometimes, you may fall into the false belief that DVIR has little direct purpose in your business, short of meeting an industry-wide regulatory need. However, as tedious as the steps above may seem, don’t lose sight of the integral role that these reports play in keeping your team functioning at its absolute best.

When your business is as potentially fraught with chaos, accountability and shrewd record-keeping are a necessity to both maintain a high level of quality service and protect the long-term prospects of your fleet. The extreme detail included in each DVIR is intended to prevent the opportunity for something to go wrong and for your driver (and your reputation, by extension) to be found culpable for any incident that occurs.

While we naturally advocate for the adoption of eDVIR, the necessity for DVIR of any type has never been stronger. These reports will be the one element that stands between your business and a potential lawsuit, and you need to place them as a priority if you haven’t yet fully adopted them into your daily operation. 

Your team looks to you to set the tone for how best to conduct themselves and what processes they need to follow to complete their jobs effectively. This needs to include DVIR. With the checklist we’ve provided above, you have precious few excuses for not implementing or improving upon a DVIR protocol for your business.

Just imagine the difference that such an initiative would make throughout your business, and with any luck, you’ll realize that the rewards that lie ahead far outweigh the short-sighted inconveniences that DVIR may bring.

5 Things Everyone should Know about Vehicle Inspection Software

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Managing your fleet may have its ups and downs, but what if you could implement one self-contained system that could decrease your workload, enhance your level of control and prioritize the safety of your drivers? We’re discussing, of course, vehicle inspection software. With a sophisticated design and a clear focus on maximizing efficiency, this is the fresh approach to running your daily vehicle inspections that you have longed for.

Above all else, today’s technology should be allowing you to work smarter, not harder, in how you serve your clients and operate your business. Now this exciting new tool helps you to do just that.

At Whip Around, we make it our mission to streamline daily vehicle inspections so that they start to become second nature. With everything that goes into running your business, you need the ability to devote every possible moment to how you can boost your quality of service as well as your bottom line.

With a software system governing the detailed vehicle inspection process, you won’t have to trouble yourself with the minutiae of each and every inspection. Rather, let this tool manage it for you. Moreover, vehicle inspection software comes complete with a host of attractive features that will leave you wondering why you didn’t adopt it earlier.

Of course, there is a chance that such a system is completely new to you. If so, here’s a quick rundown of the key benefits you will enjoy once you introduce vehicle inspection software into your business.

#1. YOU WILL SAVE TONS OF TIME

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No matter how successful your business is, how much experience you have or how expansive your team is, the one resource you’ll never be able to conjure more of is time. However, with the right strategy in place, you can eliminate many of the administrative practices that once ate away at your manpower.

One such example is those pesky forms that accompany each and every one of your vehicle inspections. While you once had to fill each one out by hand, our software can automate the entire process. In just minutes, you can have a fully customizable inspection form ready to go. Why deal with stacks of physical forms when you can consolidate everything into a sleek digital format?

It’s even mobile-friendly so that your team can use a smartphone or tablet while they work. These days, almost everyone has one, and if not, we heartily recommend your business invest in some mobile devices to truly live up to its unfulfilled potential.

Even if you aren’t sure where to start with creating a new form, we’ll give you a standard checklist to work from. It’s one of the best in the industry for pre-trip truck and trailer inspections, and you’ll have tons of options to create the ideal inspection for your fleet. You can even duplicate existing forms to save time on subsequent inspections. Ultimately, you’ll be able to cut out the hassle of having to construct a new form for each inspection.

Since you can eliminate all but your desired fields, that means you can have your drivers out on the road sooner than ever before. Don’t waste precious time getting caught up in substandard filing systems or sticking to outdated protocol when a better way is right in front of you.

There’s no reason you should have to wade through the wasteful repetition of inspection forms, at least not with vehicle inspection software on your side.

#2. YOU CAN WORK FROM ANYWHERE

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Once upon a time, your business was forced to operate solely out of its designated office space. But with the advent of increasingly helpful technology (in this case, vehicle inspection software), those days are over. Thanks to the simplicity and elegance of going fully digital, you can bid farewell to the stacks of paperwork at your main office and conduct inspections directly from a mobile device.

Regardless of where your drivers may be, they can complete forms and update your files remotely, ensuring that your master documents are as current as possible. Nothing is worse than facing a delay or other avoidable harm to your business when a little bit of extra communication could have sorted everything out. You do not even have to be online to upload inspection reports into our mobile app.

Simply log in to the system on a smartphone or tablet to file a report, and your drivers can get back on the road before you know it. In the meantime, you’ll remain fully abreast of everything that is going on with your entire fleet.

Because each driver has their own individual login credentials, you’ll know who conducted each and every inspection, allowing you to remotely manage them while they go about their business and keep on working.

Drivers will even be able to flag faults and submit photos and comments. So you will have greater detail than a simple inspection form would have otherwise provided. Nowadays, technology enables work of all kinds to be done anywhere on the planet, and your company will finally boast the versatility and limitless mobility of a remote workspace — an especially valuable tool given the nature of your business — thanks to vehicle inspection software.

If your fleet can travel great distances, shouldn’t your business be able to do the same?

#3. YOU CAN EXPEDITE YOUR PROCESSES

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Jumping off of the fact that vehicle inspection software helps you save time and adds the convenience of being able to conduct inspections anywhere, this system naturally lends itself to expediting nearly all of the processes you already have in place. Because drivers can update each vehicle’s file instantly from wherever they are, you’ll be able to set your own action plans into motion.

Say, for instance, that a fault is flagged out in the field. With vehicle inspection software, you can set plans in motion to deal with this problem and resolve any outstanding issues without having to dramatically affect the output or productivity of the driver. If you’re already facing a complication, why should you be forced to then allow this obstacle to cause a ripple effect that does even more damage to your bottom line?

The sooner you take action, the more you can run damage control and contain the loss of time and other resources.

Whenever a fault is reported, you can update the status for the vehicle in question and share these details with the mechanics who can assist you in resolving the situation as quickly as possible. Most importantly, you’ll be able to keep your business running smoothly like the well-oiled machine you always dreamed it could be.

Transparency and communication go hand in hand in any team environment like yours, and vehicle inspection software goes a long, long way toward creating a seamless line of cooperation between you and your drivers. Trouble in the field is bound to happen from time to time, but with the right system in place, it doesn’t have to wreak too much havoc on your business plans. Harness the power available to you, and reclaim control of your profitability like never before. When it comes to your business, there’s no time to waste.

#4. YOU CAN OPTIMIZE YOUR PERFORMANCE

The longer you use vehicle inspection software, the more ways you will discover that it can transform how you conduct business. Even though the system gives drivers the opportunity to conduct inspections anywhere and in real time, you will actually have more control over your team and its vehicles. Everything within the system is tracked, logged and cataloged.

So you will never have to wonder what your drivers are up to or the status of any vehicles you have out on the road. In this way, vehicle inspection software allows you to optimize your performance to heights you may have previously thought unreachable.

Yet, with a sophisticated, intuitive software system on your side, your company will be poised to squeeze every last bit of productivity (and, of course, profit) out of every job. You’ve never seen your resources go as far as they can with vehicle inspection software in charge.

And the individual profiles the system gives to each driver and/or vehicle is only the start. You can arrange your drivers into teams based on any criteria you decide and attach notes or even documents to each record. This way, everyone will remain on the same page throughout every single job. Inspection records and other records will remain accessible to all relevant parties, and managers and drivers can remain connected and firmly in sync despite physical distance or any other challenges that may arise.

With vehicle inspection software, you’ll suddenly be able to manage your network of drivers at any size or scope. Even if your reach extends to national or perhaps international levels, it’s all the same with vehicle inspection software, giving you the added confidence in scaling up your operation. This tool is truly the best way to keep all parties connected and finally working together like they should have been doing the entire time.

#5. YOU’LL HAVE A WEALTH OF ACTIONABLE DATA

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By now you may be wondering if there is some larger purpose to all the data vehicle inspection software is collecting. In addition to simply keeping all parties up-to-date on all the latest details of each job, the compilation of all this data actually does serve another role.

Several, in fact. You can manipulate the system’s data in any number of ways, though one valuable one involves analytics. Pore over the vast details you have in your files, and you might very well identify trends or telltale signs of some opportunity for improvement or otherwise-glaring flaw in your process.

After all, you’ve never had real-time analytics at your fingertips like this. Structure into a wide variety of customizable reports — broken down by company, team or individual — all of which can be viewed from the management dashboard. Even if you’ve engaged in business intelligence-level reporting before, we doubt you’ve experienced it like this.

All that data can also be used to send alerts to managers who need to be notified of a particularly pertinent update, and — one of our favorite added-value features — you can create leader-boards with your vehicle inspection software. Such functionality basically tabulates all the activity within the system, allowing you to use the data in your system to motivate drivers to improve their performance.

It’s all 100% personalized to fit your needs, of course, You’d be surprised at the secrets and hidden gems you can uncover when you simply compile and arrange your system data in just the right way. Imagine all the possibilities for you to wring even more productivity out of your new system. Although the particulars may need a bit of tweaking to completely match your vision for your business, you’ll have a vast array of ways to engage with your company’s data and near-limitless potential for doing better in the days ahead.

THE TOOL YOU NEED

Now that we’ve outlined vehicle inspection software in further detail, we hope you’re starting to see why more and more companies like yours are embracing this system as a key component of their success strategy. Once you integrate this system into your company’s operation, we’re confident that you’ll see an immediate difference across the board.

From saving you time to creating more opportunities for growth, vehicle inspection software could very well be the edge your company has been needing for so very long. Get more done in less time, and enjoy more flexibility than you ever have. You’re just a few clicks away from bringing your business that much closer to optimal performance.

Whether you’re ready to get started or still have a few unanswered questions, the time to reach out for more information about vehicle inspection software is now. After all, your competitors aren’t going to wait until the opportune moment to streamline their processes or execute potentially game-changing process improvements.

You need to take fast action to stay ahead of the curve, and make no mistake: technology is pushing virtually every industry out there to finding innovative solutions to age-old problems. Vehicle inspection software is simply the next step in your company’s evolution, and the sooner you’re able to incorporate such a resource into your company, the more promising your long-term prospects will inevitably be.