Most truck owner-operators or fleet managers understand, at least in theory, the importance of preventive maintenance (PM). But a lot of owners still don’t plan as well as they could for regular repairs.
In this article we’ll look at some of the downsides of not doing regular PM. We’ll also look at:
It’s easy to prove the importance of doing regular preventive maintenance. When you have an unscheduled truck breakdown, it leads to all sorts of potential costs that you don’t have when you schedule regular maintenance.
Some examples of the obvious (and not-so-obvious) extra costs associated with truck breakdowns:
When you consider the big downsides of not doing regular maintenance, it’s easy to see that PM keeps you out of trouble and will save you a lot of money in the long-term.
Most people know PM is important, so why is PM often overlooked? Let’s look at a few reasons:
One reason for neglecting regular PM is due to money; some owner-operators may be in tough shape financially and this may cause them to put maintenance on the back-burner for a while.
Another related issue is being very busy. An owner-operator may have a bunch of jobs in a row and might figure, “Well, I’ll do it soon; the truck will be okay for a little while.”
Both of these reasons, though, are just due to a deeper problem of not understanding how important PM is. If an owner-operator or manager reallyunderstand the huge long-term costs associated with lack of PM, they would see PM as essential and never let it slide. If you’re driving a lot of miles without proper maintenance, it’s only a matter of time before something major breaks down on your truck and you learn the true costs associated with not doing PM.
The breakdown may happen way in the future, and that may be hard for some people to imagine when the truck is pretty new and shiny and seems invincible, but sooner or later it’ll happen.
Some owner-operators have just been lucky with their trucks and haven’t had many issues at all. This can lull these owners into a false sense of security and a false belief that their maintenance budget is much lower than it actually is.
This is especially true for younger drivers with newer trucks. When things are going well, it’s easy to imagine that things will stay on that way forever.
Then when things do start going wrong, it might seem to these people like it came out of left-field. They’re hit with a bunch of unexpected problems and expenses and they may think, “I’ve gotten really unlucky!” But in reality it was just things catching up with them. Their maintenance budget was actually much higher than they thought for the whole time; they were just on the good and easy side of things for a while.
If you don’t know the required PM for your vehicle, here are some ideas on where to get more information:
It’s easy to realize that PM is important. It’s another thing entirely to stay on top of it and make sure it happens regularly.
Automatic reminders are key. If you’re fairly low-tech, a reminder can just be in the form of prominent notes on your office calendar. But you can also get software to give you frequent alerts via email or text. You don’t even need a dedicated truck software; many email systems let you send yourself reminders.
Drivers are the front-line in PM; they are the ones in the position to spot potential problems with a truck and to get work done before it becomes a major problem. If you’re the driver, you should have a routine of things you do at certain intervals. This can include the typical required walk-around inspections, but can also be more thorough. If it’s your truck, you should definitely be motivated to do as much in the way of damage prevention as possible.
If you’re a truck fleet manager, you should have a system in place for making sure your drivers do regular vehicle inspections and PM routines. Checklists (paper or digital) are one way to make sure this happens. Positive and negative incentives for doing or not doing the required checks can also have their place.
We recommend setting up a dedicated account for your PM and repair costs. The idea behind this is that there is a certain average amount of money you will be spending on maintenance and repairs per mile for your truck. This average per-mile amount takes into account:
Of course it’s very hard, if not impossible, to know the exact per-mile-cost of your truck in this way, just because there are so many unknown factors. But the point is that coming up with a rough estimate, and putting that money aside into a dedicated account, will make you better prepared financially for unexpected repair costs.
Many owner-operators make the mistake of thinking about repair costs as an unexpected cost when in fact these costs should be planned for and thought of as just another business cost.
If you don’t factor these costs into your business model, one big problem you can run into is not having a true idea of your profit-per-mile. You may think something like, “Factoring in my costs and revenue, I’m making 15 cents per mile.” But if you’re not factoring in unscheduled work, your actual per-mile profit might actually be ten cents.
On some types of jobs that are very narrowly profitable, factoring in these costs could turn a barely-profitable job into a non-profitable job. So this shows the importance of thinking about these things.
To get a sense of what your true per-mile truck cost might be, here are some tips:
Again, you aren’t going to reach a number that is probably the true, exact number. But the point is that once you have an estimate and start putting aside money for these costs, you’re going to be better prepared. You won’t feel stung when your truck needs a big repair; it will just come out of that account and you’ll see these expenses as just another business expense.
Hopefully this article has given you a few new ideas about PM. In future articles, we’ll discuss other preventive maintenance strategies.
If you have any questions about this article or want to learn more about how our software, Rigbooks, can help you with your PM, send us a message on our Contact Page.
You can also sign up for a free 30-day trial of Rigbooks here.
My name is Jason Forrest, and I’m the creator of Rigbooks. Rigbooks is a cloud-based software that makes it easier for managers of small and medium-sized trucking fleets to do their job. We’ve been around since 2010.
A little about me: I grew up in a trucking family and from an early age I learned about the day-to-day problems that truck owner/operators have to deal with. I was into computers and programming as a kid so over the years I helped write small computer programs that helped my parents run their company better. Eventually that led to the idea of putting all those tools together in one package. And Rigbooks was born.
To calculate your cost per mile, simply divide your total expenses by your total miles. Want examples? Click to see what this looks like.
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