Once a company runs more than a few forklifts, the question is no longer “which truck is best” but “how is the fleet being used”. Structured forklift fleet management answers it: are there too many or too few trucks, which ones run a lot, which sit idle, who is driving and have there been any impacts. This article sets out a practical approach and the STILL tools that support it.
Why manage the fleet?
Many warehouses run on gut feeling: buy another truck when things slow down, repair it when it breaks. This usually leads to one of two opposite situations. Either the fleet is oversized, with trucks that are hardly used but still incur ownership, maintenance and inspection costs. Or it is undersized at peak times, operators wait for trucks and goods pile up at the dock.
In addition, without knowing who drove which truck, it is hard to establish responsibility for impacts or damage to racking and goods. Fleet data helps you move from reacting to planning.
Step 1: Determine the right number of trucks
The right fleet size depends on volume, travel distances, cycle times and number of shifts. A practical approach:
- List the tasks: receiving, putaway, order picking, dispatch, production supply.
- Measure or estimate the cycle time and number of cycles per hour at peak.
- Match truck types to tasks: counterbalance forklift, reach truck, pallet truck, order picker, tow tractor.
- Add time for charging or battery changes, maintenance and backup.
- Once running, use actual operating hours to adjust.
The last step is often skipped but matters most: the initial plan is only an estimate, and only real data shows whether the fleet is too big or too small. For seasonal peaks, consider short-term forklift rental instead of buying more trucks.
Step 2: Track operating hours and truck status
Operating hours are the most basic metric. Many STILL trucks display this directly: the STILL ECV 10 has an LED display showing battery charge status and operating hours; on the STILL EXH 25 – 30, the colour display shows battery status, operating hours and the time.
However, reading each truck’s meter is a manual process. For a large fleet, data needs to be centralised. According to STILL, on the STILL EXV 14 – 20 all relevant truck information is available at a glance in the STILL neXXt fleet web application. With this data, warehouse managers can compare utilisation across trucks, spot underused trucks for reassignment and schedule maintenance by actual operating hours rather than by guesswork.
Step 3: Manage operator access
Not everyone should drive every truck. Reach truck operators need different skills from pallet truck operators, and new staff should only be authorised for certain truck types. Access control helps to:
- Prevent unauthorised use by untrained staff.
- Link each use to a specific operator.
- Support retraining when an operator is involved in repeated impacts.
On the STILL EXV-CB 06 – 16, the web-based FleetManager option answers questions such as: who may use which truck and for which tasks, how its capacity is being utilised and when it was involved in an accident. On the STILL EXH 16 – 20, the Smart Portal brings together fleet information, from operator management and impact detection to access control, with various options for individual access authorisations. Combined with our operator training programme, you can raise skills and control who operates each truck.
Metrics worth tracking
| Metric | What it shows | Action when abnormal |
|---|---|---|
| Operating hours per truck | Utilisation | Reassign trucks, adjust fleet size |
| Driving time vs switched-on time | Waiting and idle time | Review processes and allocation |
| Recorded impacts | Safety risk, damage | Inspect the area, retrain |
| Access log by operator | Accountability, authorisation | Update permissions, enforce control |
| Battery status | Availability | Adjust charging schedule |
Autonomous fleets and system integration
Once a warehouse starts using autonomous trucks, fleet management becomes the foundation. The STILL AXL iGo allows easy scaling and configuration of the fleet via integration of the browser-based MAS fleet manager. For the STILL EXV 14 – 20, STILL states that different iGo trucks can be combined with one another and with manual transport systems and stationary automation systems. See our warehouse automation solutions.
Where to start
- Inventory the entire current fleet: model, age, operating hours, condition.
- Identify the priority problem: impacts, peak-time shortages or maintenance costs.
- Pilot a fleet management solution in one area, then roll it out.
- Review the data regularly and adjust the number and types of trucks.
Details are on our fleet management page.
Frequently asked questions
How large should a fleet be before using management software?
There is no fixed threshold. When it becomes hard to know which truck is doing what, who is driving and where costs arise, it is time to digitise fleet management.
Can it be applied to forklifts already in use?
It depends on model and configuration. Many STILL trucks offer connectivity options; for existing trucks, a technician needs to assess retrofit possibilities.
Does access control slow down work?
Logging in is quick, and in return the company knows exactly who operates each truck and prevents untrained staff from using it.
How does fleet data help reduce costs?
It helps identify surplus trucks, reduce impacts and schedule maintenance at the right time. The actual benefit depends on each company.
Want to assess your current fleet or introduce fleet management? Send a request via our quote page or call our hotline 0902 63 79 70.