Leveraging fleet technology for crisis management and disaster response

Emergency response fleets must be ready at a moment’s notice to respond to a wide array of crises–from natural disasters like hurricanes, wildfires and floods, to large-scale events like multi-vehicle crashes and active shooter situations.

Facing “increasingly varied, severe and frequent” emergencies,¹ emergency managers require more advanced strategies backed by emergency response fleet management technology that can enable faster and more effective crisis management and disaster response efforts. This kind of crisis management fleet technology can help:

• Maintain vehicle visibility even in difficult conditions
• Plan routes that avoid unsafe and impassable roads
• Boost fuel efficiency amid fuel shortages
• Locate missing vehicles and equipment
• Emphasize safety for personnel and citizens

The tools available through fleet management software can help emergency response fleets decrease response time, mitigate risk and streamline operations when citizens need them most.

The Role of Fleet Management in Emergency Preparedness

Effective fleet management is essential to emergency public safety fleet preparedness, enabling agencies to respond quickly and efficiently during crises.

Real-time tracking and telematics systems provide continuous visibility into vehicle locations and statuses, which allows emergency fleet managers to route drivers to the places of greatest need, while keeping an eye on personnel. 

Stay informed of developing situations: With real-time fleet monitoring for disasters, fleet managers can adjust operations based on the latest information and coordinate response across vehicles and personnel.

• Proactively route vehicles: During emergencies, telematics systems can help proactively reroute vehicles away from hazardous areas or reassign routes to keep fewer vehicles on the road, aiding in personnel safety and the timely delivery of aid.​
• Locate and assist stranded personnel: If a driver becomes stranded in a remote location due to adverse conditions, GPS tracking enables rapid location and dispatch of assistance.
• Keep tabs on key assets: In the event that expensive equipment is moved to avoid the path of a storm or fire, you can use asset tracking to pinpoint their locations, so you can get your fleet back on track quickly when they can be moved again.

As the National Coordination Office for Space-Based Positioning, Navigation, and Timing notes in a review of the use of GPS in emergency situations: “GPS has given managers a quantum leap forward in efficient operation of their emergency response teams.”²

Key technology solutions for crisis response fleets 

Implementing specific tools within the fleet management platform can significantly enhance the effectiveness of government fleet crisis response.

GPS tracking for real-time emergency coordination 

GPS vehicle tracking lets fleet managers see the location of every vehicle in near-real time on a live map, facilitating efficient navigation and coordination during emergencies. This capability provides fleet managers with:​

• Evacuation and rerouting plans: Guide drivers through safe evacuation routes and adjust paths to avoid heavy traffic, accidents blocking the way or other hazardous areas.
• Efficient resource deployment: Quickly identify and dispatch the nearest available units to incident sites, reducing response times.​
• Vehicle movement monitoring: Ensure that vehicles remain on assigned routes and respond promptly to any necessary deviations or emergencies.

Route and fuel efficiency during disasters 

Effective routing allows emergency vehicles to get where they need to go in the shortest amount of time even if the route changes. Additionally, fuel management during disasters is critical for fuel efficiency, as fuel supply may be constrained.

• Effective routing: Streamline routes to minimize travel time, even when taking drivers to specific markers that fall outside traditional addresses, such as power lines, using industry-specific GIS data.
• Fuel management: Monitor fuel consumption through notifications of wasteful idling, alerts on speeding events and tracking where and when the last fuel stop was made.

Communication and dispatch tools for first responders 

Robust communication systems are vital for coordinating efforts during emergencies and require a robust network as well as data sharing among responders. Fleet technology provides:

• Accurate capabilities assessments: Keep an up-to-date inventory of available vehicles and workers in your fleet management platform. Use vital information such as vehicle attributes, personnel skills and unit response times to dispatch the right people with the right vehicles at a moment’s notice. 
• Reliable communication networks: Advanced telematics on a robust network helps deliver continuous contact between dispatchers and field personnel, even when standard networks are disrupted.

Asset tracking and fleet safety in extreme conditions

Ensuring workers and equipment are safe is top of mind for every fleet manager. Telematics and GPS tracking for emergency fleets can help to:​

• Monitor equipment location: Keep track of valuable assets to prevent loss or theft during chaotic situations.
• Boost safety with geofencing: Fleet managers can use a combination of geofencing and GPS tracking to keep drivers out of dangerous areas, issue alerts when they enter unsafe locations and proactively reroute them away from harm.
• Enhance driver safety through monitoring: Provide real-time data on vehicle conditions and driver behaviors, allowing for prompt interventions when necessary.

Case studies: fleet technology in action

Real-world examples highlight the benefits of integrating technology for more effective emergency response fleet management.

• The Olmsted Falls Police Department relies on its first responder fleet tracking live maps to quickly see officers' locations at any given time, even if officers or their radios are down, helping to promote their safety. The department also uses its fleet management system to check if officers have been on a scene, providing citizens another layer of assurance that the department is making its rounds.

• The Clare County Sheriff’s Department uses its emergency response fleet management system to quickly locate cars and help drivers, even under extreme conditions. The Sheriffs Department wanted easy-to-use technology that could be implemented quickly, so they would be ready when duty called.
• The City of Annapolis uses fleet management technology to pull GPS location data into the police dispatch system, helping its police department move toward proximity dispatching, which means the closest officer will respond to “provide the quickest and the fastest service to the citizens.”

How to Prepare Your Public Safety Fleet for Disaster Response

Proactive measures are essential to ensure public safety fleet preparedness for emergencies.​

• Maintain accurate fleet inventories: Keep detailed records of all vehicles and equipment, including their operational status, to facilitate rapid deployment.
• Develop centralized coordination plans: Establish protocols for communication and collaboration among various agencies and departments involved in emergency responses.
• Focus on fleet reliability: Keep your vehicles ready for deployment at a moment’s notice. Telematics enables preventative maintenance scheduling, real-time condition alerts and diagnostic trouble codes to minimize unexpected breakdowns during emergencies.
• Conduct emergency training: Equip your team with actionable strategies like pre-defined routes, checklists and rapid deployment protocols needed to handle unexpected situations safely, reducing risks during crisis operations.
• Set up new technology: Look for fleet management technology that is easy to implement and intuitive to use so you have a short runway to full use and are ready in case an emergency happens.
• Collect and review past data: GPS tracking for emergency fleets can provide valuable insights for future planning and preparedness efforts by collecting data on asset usage and allocation during disaster response.

By leveraging fleet technology, agencies can enhance their public safety fleet preparedness and responsiveness, ultimately safeguarding communities more effectively during disasters.

Learn how KMZ MOTOR helps public safety fleets stay prepared for any crisis. 

FAQ Section:

What are the best fleet management tools for emergency response?

Essential tools include GPS tracking systems, disaster response telematics for real-time data, asset tracking solutions, geofencing and robust communication platforms.

How does GPS tracking help first responders in disasters?

GPS tracking delivers near-real-time fleet visibility, enhancing resource allocation, personnel monitoring, driver safety, fuel efficiency, asset protection and disaster response speed.

Why is fleet coordination critical for public safety during crises?

Effective coordination allows emergency response fleet management teams to deploy resources strategically, reduce response times and maintain clear communication between first responders–all made easier by the effective use of fleet management technology.

¹ FEMA Strategic Foresight 2050, Current Trend Paper, A Transforming Field: The Shifting Context and Expanding Role of Emergency Management, 2024

² National Coordination Office for Space-Based Positioning, Navigation, and Timing, GPS.gov: Public Safety & Disaster Relief Applications