5 common mistakes that undermine your fuel security
Fuel security is always going to be one of your perennial top priorities as a fleet manager, whatever the size of your business, or the exact nature of your operations. And due to how demanding the job can be, it can sometimes be easy to make small oversights – which unfortunately, can occasionally have big consequences. With decades of experience in fuel security behind us here at TankSafe, we know all about the importance of properly securing fuel, which is exactly why we’ve developed TankSafe Optimum – designed to provide flawless peace of mind.
So on that note, here are a couple of the most common mistakes to watch out for, and what you can do to mitigate the risks.
1. Inadequate fuel monitoring systems
One of the biggest mistakes fleet managers can potentially make involves neglecting to install a reliable fuel monitoring system. Without real-time monitoring, it makes it difficult to gauge how much fuel is being lost due to theft, leaks, or even improper usage.
Fuel can disappear in small, unnoticed amounts over time, leading to significant losses. A slow leak or a few litres siphoned off here and there may not seem like much in the short term, but these little discrepancies add up quickly. A proper monitoring system will alert you to any unusual fuel usage patterns or sudden drops in fuel levels, allowing you to act fast before things spiral out of control.
Having clear data on fuel consumption also makes it easier to track inefficiencies and understand exactly where your fuel is going. (On that note, one of our most recent posts deals with the top reasons why data is so important for protecting your fuel.)
2. Neglecting regular fuel tank maintenance
Routine maintenance for fuel tanks might not be the most exciting task on anyone’s list, but neglecting it is a costly error. Over time, tanks wear down. Corrosion, particularly in steel tanks, is a common issue, so if tanks aren’t regularly inspected and maintained, small cracks or rust spots can turn into major problems, allowing fuel to leak out or become contaminated.
It's also worth noting that water, dirt, and debris can also find their way into fuel tanks, leading to fuel degradation. If fuel quality drops, it can damage engines or machinery, resulting in unexpected repairs or downtime. A lack of routine checks and maintenance, risks not just fuel loss, but the very equipment that relies on that fuel to keep running.
To minimise those risks, it’s always best to ensure that there is a regular maintenance schedule that’s been set up, and stick to it. By the same token, it’s a good idea to keep detailed logs of all inspections and repairs to ensure your tanks remain in good condition and your fuel stays safe.
3. Poor fuel stock management and planning
Not having a proper system in place to track your fuel stock can cause a lot of headaches. It’s not unusual for experienced employees to rely on visual checks or rough estimates for your fuel usage might seem fine, but to be honest, it's still far too easy to get it wrong. Poor fuel management causes avoidable problems, whether by overstocking or understocking.
Overstocking effectively involves tying up cash unnecessarily, while understocking can bring everything to a halt if you run out of fuel when it’s most needed. Plus, not keeping a close eye on stock levels makes it harder to notice when fuel is being lost to theft or leaks.
Again, a digital fuel management system can make things much easier. With automatic monitoring, you’ll always know how much fuel you have and can track usage trends to prevent shortages or waste. This way, you're always ahead of the game when it comes to reordering and can respond quickly if something seems off.
4. No backup fuel supplies
If ever your regular fuel supply is interrupted, you can’t afford to be caught without a backup plan. Whether it’s a problem with your supplier, a natural disaster, or a logistics issue, there are plenty of ways fuel supplies can become compromised. And if you’re without a backup plan, a disruption could halt your operations entirely.
For that reason alone, it’s essential to have backup fuel supplies or at least access to alternative sources. This could mean keeping a reserve stock or having agreements in place with multiple suppliers. If your usual supplier faces issues, you don’t want to be left scrambling to find fuel at the last minute – especially when you consider that prices can often spike during shortages!
5. Underestimating the risk of fuel theft
Perhaps the biggest and most important one, and closely tied a lot of what we’ve said already. Lots of people believe that fuel theft only occurs through dramatic break-ins or gang-related activities, but a more common issue is skimming. This is where people (often employees) take small amounts of fuel regularly. The main reason why this type of theft can be so damaging is that it’s often incredibly difficult to detect, since the amounts taken may seem insignificant on their own.
When fuel theft is viewed as a major crime, the risk of internal theft is often underestimated. If you’re not actively monitoring fuel usage and implementing security measures, it’s easy for this skimming to go unnoticed. Over time, these small losses can accumulate into significant financial impacts, leaving you with increased operational costs.
To combat this risk, it’s a god plan to implement strict fuel management protocols. This is again where the data can come in handy, helping you to regularly monitor fuel consumption against expected usage, and conduct periodic audits to identify any discrepancies.
And of course, it’s also exactly the kind of scenario that our TankSafe Optimum is designed to help with. We’ve helped countless businesses protect their fuel over the years, enabling them to effectively prevent 100% of fuel theft.
You can read more about how TankSafe Optimum works, or don’t hesitate to get in touch with our team here at TankSafe if you have any further questions about the best ways to protect your fuel in 2024. Give us a quick call on 01253 400 401, and we'll be happy to help however we can!