Project Overview

A system to manage "the trips, tracking & waypoints" of fleets for the enhancement of Products with an eye for potential lead generation & conversation points. Based on their behaviour, the organisation gets merits and demerits i.e. reviews and the growth based largely on the driver's behaviour.
My Role Researching & Identifying the needs, developing of best-suited process to find the solution. Building upon the final product (Web & Mobile Interface)
Chapter 1: Discovery 💡
A Product for Fleet owners in Europe to help businesses organise, manage, and coordinate their fleet from their central data platform. For a specific target audience, focusing on services of the company product to keep track of deliveries, driver details, their routes, and behaviour patterns.
Project Brief → “To design an experience for Fleet Management to track & manage system”
I decided to lay down a roadmap that would help streamline the process of finding solutions. I also decided to answer the 5Ws and 1 H, which would essentially cover all aspects of my problem.
Few constraints were laid out for easy understanding as well:
  1. No access to real Users, Research is based upon the internet findings, User build-up and Profile set-up.
  1. Fleet Drivers are comfortable with using a system that is designed to be a companion while the travel and delivery dispatches, making the system easier and hustle free.
  1. Right now, the Fleet Manager handles the communication on paper and through Whatsapp (for Information sharing)
Chapter 2: Define - Where What and Why? ✍🏻
 Let's begin with → Where is the use? Understanding the use of Fleet System
The pandemic caused a great many disruptions the world over. As large parts of the workforce went into lockdown, fleets stepped up to ensure a steady supply of essentials including food and medicine. The fleet management system works on telematics & GPS tracking, an integral part of logistics is responsible for the smart fleet management systems of today.
❷ Moving on with → What is the need? Understanding the necessity
In the current age of Data is king! Looking at the necessity to have the telematics information on board, helps in efficient delivery using the logistics for the business. Telematics technology can help fleets achieve operational improvements in key areas of vehicle maintenance, and improved results.
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The mechanics of telematics depends upon Data Analysis, Information and Tracking and elevated productivity which helps in business growth.
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❸ Looking at → Why is it useful? Understanding the problems & issues to solve
Fleet management have a lot of aspects to cater on from Vehicle Management to its performance, further the route information and tracking of drivers with various bills and verification. There are x number of problems faced by the Fleet owners and the business.
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Problems faced
  • The fleet manager must manually explain stuff regarding delivery, route, and loading-unloading to each of the drivers which further makes a hustle in the whole information transferred.
  • The further driver takes some basic decisions based on gut and various sources of information which might turn into wrongdoings.
  • The process needs to be digitised to make the whole cycle easier to explain & understand making the whole fleet and its management efficient.
The interface is aimed to be used by Fleet Managers & Drivers (target audience), with different demographic characteristics, levels of education & abilities in technology.
The product is aimed to make ease in the telematics of the fleet systems of the business, thus by having proper information and data in hand.
The evolved process of telematics helps the business by the removal of inefficient manual tasks and streamlining activities, with gives room for a larger network chain.
Chapter 3: Identify 👀
I started off at the most important juncture: Who? The Users
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For the fleets to function the basic requirement is of a Driver and a task organiser(Fleet Manager). I decided to go ahead by understanding the user types and to get a hang of the user base and their requirements.
»Starting by understanding the users, their usual tasks, activities, needs etc. »Listing out the possible breakpoints where both user groups contact, interact and assist. »Starting off with tracking down the various activities in a day or a task by both user groups.
❶ Let's begin with → User Activities
Reading up the internet and tracking down the various activities performed by the logistics fleet system, I gathered out the problems that a Fleet Manager and Driver face on daily basis. As for the Fleet Managers with having to manage the heavy fleet system, from assigning tasks to managing the trips. Where in for the Drivers to follow up in the trip and to see through the tasks, vehicle management, document verification and trip duration.
See more on →
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I created user personas based on the various information gathered & analysed. Noting down a few of the many user stories, helped me understand perspectives from the user’s point of view.
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"Want to have ruckus free management of the fleets so that the deliveries function smoothly." - Gabriel
“I want to have an easy trip, with all the necessary checks of vehicles done beforehand. ”- Horacio
Tracking the activities by looking atUser Journey Map
The mind map of Users within the whole fleet management is defined in 3 major use cases, as » Pre Trip »On Trip »Post Trip
Fleet Manager
Manger’s task is defined by either assessing the ongoing trips or assigning the task available to the off trip drivers. Here, the pain points and possible opportunities like focused on having Real-time Data Dashboard & Analytics. The Process of activities,
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Fleet Driver
For the Fleet drivers, the task is defined by having details about the journey and informing after the task is performed.
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Some Observations

For the Fleet Manager, ease of access to assist drivers better, help them in the journey and delivery more diligently making the whole process smooth. Provide support in critical situations during the trips.
Serving as the Fleet Driver a companion 24/7 with the various features that are available to them, to plan routes, timely delivery and having support and clarity of routes and waypoints.
Now that we have all the answers but one, let's figure that out… the HOW ?!
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Chapter 4: Ideation 🎯
The main requirement was to make sure that the product creates a seamless experience in fleet management. “Management Platform for Fleets to have a Telematics system”
❶ Brainstorm to think about the various types of features to have in the app, depending upon the pain points.
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❷ Now to understand the “What goes where” of the new features, I sat down and tried out various user flows and placement of functions and finalised the following-
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Task flow
This is to lay out each individual screen, how the user flow happens. Let’s determine based on user need so that the user can easily find the information they need. A flow that lets users navigate between screens without much effort.
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❶ Here, The Manager assigns a Task to the Vehicle & driver and checks on the Dashboard, Task Boards.
❷ Further, Driver receives a notification that the task is assigned, who views the task and further checks the details of the route and Completes the task.
Chapter 5: Explore 🧶
My primary goal was to design the screens for the Primary task flow.
  • For Fleet Drivers, the Phone app design was focused on as it is to be used as a companion while on the trip.
  • For Fleet Managers, Web Design, as well as Phone Screens, is focused to be able to seamlessly blend.
So as defined in the task flow, Walking through the Fleet manager’s walkthrough of the system.

Onboarding Page ⌽

The Page Showcases the attention Point to log in, as a Fleet Manager with a display of the various activities which can be done on the platform.
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Dashboard ⍞

As the Fleet manager Logs-in is taken to the Vehicle Management Dashboard, which showcases the data of all the fleets. Whereas per the Task Flow, the Manager checks the Action Items and overall summary.
  • Fleet Manager can view the Fleet Travel Details - Telematics Data based on Trip Smoothness, Crashes, Maintenance, Accidents, Execution.
  • The Telematics data can be sorted out based on the timeline of monthly, weekly or daily data information.
  • The focus was to maintain the data in a clear and on-point view to have relevant information available easily to have data analysis to take further steps accordingly as per the business need.
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Trip Details ␥

Further in Manager can check in the Trips and Live-track the various vehicles.
  • To have an overview of all the vehicles based on their current live locations and the basic information about their driver details, task view and contact details.
  • According to vehicle status; loading unloading or delivery logistics can be sorted out.
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Create task ✎

The manager creates a new task and assigns it to a driver based on the Task Flow.
  • To create a new task, the manager can click on the create a new task, after choosing the unassigned trucks the drivers can be allocated with the trip information.
  • Managers can assign the details and notes to specific drivers with the required checking and documents.
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Next up, As the task is created. Driver Assigned to the task gets a notification.


  • The driver can view the new notifications received, which takes them to the notification panel. The Notification screen has all the tasks and links to these.
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Task Details < Route < Trip

  • To view the details of the task assigned, further on the dashboard screen driver has the telematics data about their vehicle and activity.
  • The task events and the checkpoints established can be seen with the navigating routes. Where they have the SOS icon in case of accidents which is further connected to the manager.
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Other Features

Notifications ⨠
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Driver & Vehicle Data ⌕
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Chapter 6 - Summarizing & Learnings
In the whole duration of 1 week, while working on the project, I learned how to integrate responsive design systems for web and mobile. My research on Fleet Management systems got me to understand that building a small scale Product design can be very interesting.
Telematics and Data Analysis help in growing the business in a specific model. As in the current age of Data is the Emperor!
Fleet Management requires a chain system interlinked with many external factors, thus we need to cater for them in the solution.

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