Communication within the Organisation
As the fleet management procedures have been shortened, smooth communication between you and programme and operations staff is essential. The programming departments will need to fund the vehicle operations, and they are the primary beneficiaries of transport (light and heavy vehicles), so they need to be involved in planning and decisions throughout. As part of preparatory activities, it is advisable to meet with the Head of Programmes and reach common understanding on the following topics:
- Operational requirements: explain the preparatory activities you are undertaking and find out what is done from a programmes perspective. Discuss what the expectations of the programme manager are (in terms of number of beneficiaries, expected tonnage).
- Advise on the current capacity of the fleet, estimated addition resources and possibility of proposed interventions (procure vs contract).
- Programme budgeting: identify how you will work together to allocate accurate fleet costs to donors when requesting emergency funding. As the fleet manager, you should offer to provide logical inputs for project design.
- Determine area of responsibility (AOR) and scope of programmes.
- Manage expectations and actually reflect the costs, constraints and feed time (includes
distribution planning and programme planning).
- Agree on the way you will communicate (for example, daily briefing).