Cost Reporting and Operational Communication Optimization

Context

The company operated a fleet of vehicles supporting daily operations. As the business scaled, there were no tools to monitor vehicle costs, efficiency, or ensure structured internal communication. Most coordination was done verbally, creating management and control challenges.

Problem

• No system-based tracking of vehicle costs and financial performance
• Lack of visibility into vehicle location and task execution
• Chaotic communication — tasks assigned verbally were often forgotten or missed
• No clearly defined organizational structure or decision ownership
• Limited ability to analyze data and make fact-based decisions

Solution

• Created a simple and transparent Excel-based tool enabling:
  • daily cost reporting per vehicle,
  • tracking routes and activities,
  • ongoing fleet efficiency analysis
• Designed an organizational structure and clarified reporting lines
• Implemented email communication as the primary task assignment channel

Outcome

• Full and measurable control over fleet costs and performance
• Increased transparency of operational and financial processes
• Structured internal communication and reduced information chaos
• Clear ownership and improved team management
• Decisions based on data rather than intuition