The Top Problems New AvatarFleet Customers Face (And How to Avoid Them)

Congratulations! You’ve taken the first two steps toward becoming much more effective in your job as a Safety Director.

1. You’ve identified the problems: Driver recruiting still requires 100 candidates to find a few decent drivers, and noncompliance and lack of training are riskier than ever.
2. You’ve researched your options and are considering AvatarFleet as your partner.

It’s almost time to get rolling. Before you do, it’s crucial to avoid the common pitfalls that could occur not just with AvatarFleet’s software and services, but with any technology implementation.

With that in mind, let’s take a look at the top problems AvatarFleet customers face, and more importantly, how to fix them.

1. They’re Not Prepared to Go All Digital

We won’t sugarcoat it. Transitioning from a paper- or PDF-based system to an all-digital system for recruiting, compliance and training is a big project. It can be daunting, but ultimately it’s worth it to make the change.

It’s common for carriers to try and manage the transition themselves, but you already have a full time job. The result is an unnecessarily long transition period where you have one foot in the old system and one foot in the new system. Often, they get halfway through adoption and wonder if it’s worth it to keep walking through the puddle of mud.

How to avoid this problem:

Commit to going all in. Just rip off the Band-Aid! To adopt your new system successfully, we recommend leaning on AvatarFleet throughout the integration process. We’ll come out to your office if you’re still on paper to scan and get you digital. We will even audit the records on their way in to make sure you’re 100% compliant. The transition is a great time for spring cleaning!

We also recommend appointing a person internally who’s accountable for seeing the transition through. It doesn’t matter if it’s your nephew or your dog — if it’s not someone’s responsibility, it’s no one’s responsibility and your company simply won’t thrive in your transition to AvatarFleet. Our successful clients provide one point person who owns the project.

FREE Resource: The 11-Step Guide to switching to A-Suite Comply.

Just like we ask for one point person, we provide you with one point person on our side to be your dedicated Client Success Manager. You get one no matter how big or small you are. Your CSM will train your team, provide ongoing technical support and guide you through the software step by step so you can become more confident, productive users.

2. They Don’t Stay on Top of Their System

Many vital tasks in our work lives need to be completed on an ongoing basis. We’re accustomed to keeping up with our voicemails. We have a handle on our emails and texts. Monitoring your software system should be no different, but sometimes users experience TMI. They get overwhelmed with data and notifications they don’t need, and it creates a backlog.

How to avoid this problem:

Understand upfront that AvatarFleet requires daily management at a minimum. Some positions, like dedicated recruiters, even benefit from being logged in all the time.

Customize the system to make your life easier. For example, you can create “saved views,” so you don’t waste time looking for the same things over and over. Take advantage of features like the new “auto reject” function, which removes candidates who aren’t responding to you. You also can turn on notifications to alert you when drivers submit documentation, so you can keep things moving like a well-oiled machine. Your dedicated Client Success Manager can help you with all of the above.

3. They Don’t Embrace Change

Change is difficult in any organization, especially when it’s top down. It’s not uncommon for motor carrier top brass to select a new product or service and hand it off to the rest of the team and expect them to figure it out without context, buy-in or training.

How to avoid this problem:

Communicate clearly with your team and practice change management. Keep them in the loop about what type of change is coming down the pike, and get them involved in training so they gain confidence using the system and are prepared to incorporate it into their daily routines.

Finally, don’t forget to leverage the resources and relationships AvatarFleet provides as a true partner in your success. We consider it job No. 1 to make sure your team has access to the materials and support you need for a smooth transition and eventually achieve your goals. There’s no reason to try to do it by yourself — lean on the experts who do it everyday!

What Now?

We hope knowing the problems other customers have faced (and how to overcome them) will help you down the path toward seamlessly implementing AvatarFleet or any software solution in your business.

Use these tips to prepare to go all digital, stay on top of your system and embrace change. And remember, software itself will not solve your problems — how you use the software will.

To learn more about what sets AvatarFleet apart, take the next step.