Video SOPs for Fleet Training

Let’s be honest—nobody reads the manual.

Ask any fleet manager who’s handed a 70-page SOP binder to a new hire. Best case? It sits on a desk collecting coffee stains. Worst case? It gets tossed in the cab and never cracked open—until something breaks.

But what if your SOP didn’t have to be a dusty binder?

What if your crew could pull out their phone, scan a QR code, and instantly watch a 90-second video showing them exactly how to operate, inspect, or troubleshoot the job in front of them?

That’s not a fantasy. It’s Vitendo.

And the story behind it is as practical as it is powerful.

The Shift That Started with a Callback

Joseph Blackman didn’t start out trying to reinvent municipal operations. He was just trying to solve a problem.

“I used to sell heavy equipment trucks to cities,” he told me. “I’d spend time training everyone on how to use the gear. Then two months later, I’d get a call: ‘Hey, we forgot how to operate this part.’ Or, ‘The guy who was trained is out—no one else knows what to do.’”

So he started sending videos.

Short clips. Simple walkthroughs. Straight to their phones.

“And they loved it,” Joseph said. “That’s when the idea hit—why not make video SOPs standard?”

This was the start of Vitendo’s mission to help public agencies and fleets hire for attitude and train for skill.

What Are Standard Operating Procedures in Fleet Management?

Standard Operating Procedures—SOPs—are written or video-based instructions that define how to safely and efficiently perform routine fleet tasks.

In fleet management, SOPs are critical for ensuring:

• Driver accountability

• Consistent vehicle usage

• Accident response protocols

• Safety compliance

• Equipment longevity

• Legal protection

Whether you manage ten dump trucks or a municipal utility fleet, SOPs help clarify expectations, reduce liability, and boost operational efficiency.

But the problem isn’t just creating SOPs—it’s making sure they’re followed. And that’s where video-based SOPs from tools like Vitendo come in.

SOPs Nobody Uses vs. SOPs People Love

Most fleets and public works departments are still clinging to paper SOPs—not because they work, but because “that’s how it’s always been done.”

But Joseph makes a clear point:

If you’re wondering what is SOP (standard operating procedure), it refers to a documented process that outlines exactly how a task should be performed. The problem is: they’re often ignored.

In today’s field environment—dust, oil, rain, chaos—paper doesn’t survive. A QR code decal placed on the actual machine, toolbox, or truck door gives your team 24/7 access to instructions that are durable, repeatable, and visual.

It’s not about removing oversight. It’s about creating SOP operating procedures that people actually use.

The Hidden Cost of Poor Training

Every shop has one: the guy who doesn’t ask questions but still messes it up.
The new hire who was thrown into the field with a binder and told to “figure it out.”

That’s not just inefficient. It’s expensive.
Mistakes in public works cost time, money, and sometimes even safety.

Joseph shared a story that stuck with me:

That’s the power of modern learning tools. It doesn’t just build competence—it builds confidence.

Video Training Isn’t Replacing Trainers. It’s Reinforcing Them.

🎙️ Want more real-world stories and insights? Check out Joseph’s podcast, The Public Works Podcast, where he shares fleet mistakes, wins, and behind-the-scenes thinking that led to Vitendo’s mission.

Some old-school leaders push back: “You can’t learn this kind of work from a video.”

And Joseph agrees—to a point.

“In-person instruction still matters,” he told me. “But a video allows new operators to play, pause, perform a step, and repeat. Then they show up to training with better questions.”

It’s not about replacing trainers. It’s about reinforcing their value—and training new staff faster and smarter.

Real Examples: Vitendo in Action

One contractor asked Vitendo for a “Day in the Life” video. Why? Because new hires were quitting after two weeks.

They weren’t ready for the realities of the job.

That video helped screen out poor fits and attract people who actually wanted to be there.

Want to know how to track training for employees before day one? Start with real video expectations.

Another fleet trained a new CDL driver with no experience using Vitendo walkthroughs. He came in confident, asked better questions, and didn’t slow down the team.

How to Create and Implement Fleet SOPs

Here’s a practical framework to build and roll out SOPs that actually work for your team:

1. Start with Research: Ask your drivers, techs, and supervisors what slows them down. Identify recurring mistakes or safety gaps.

2. Define the SOP’s Purpose: Is it for onboarding, reducing risk, or preventing wear-and-tear? Align it with a clear goal.

3. Choose the Right Format: Use video SOPs when the task is visual (like operating a vac truck or plow setup). Use written SOPs for reference policies.

4. Deliver Accessibly: QR codes in the cab, links in your fleet management software, or printed sheets at dispatch.

5. Review and Update Frequently: SOPs aren’t set-it-and-forget-it. Update based on driver feedback, equipment changes, or safety data.

Modern SOPs aren’t just checklists—they’re systems. And with tools like Vitendo, you can turn static instructions into trackable, repeatable training that keeps your fleet sharp.

Fleet Safety, Compliance & Modern Tools

Training isn’t just about operations. It’s about liability.

Every safety officer trying to build a fleet driving safety program knows that documentation and repeatability are key. But if you can’t prove training happened, or that an SOP was followed, you’re exposed.

Video-based SOPs give your department a clear way to show intent, provide access, and encourage compliance.

For fleets wondering how to keep track of fleet maintenance, pairing video SOPs with digital logs from fleet management software companies like Fleetio or Samsara closes the loop between use, inspection, and repair.

FAQs: Smart Fleets Ask These Questions

What is SOP (Standard Operating Procedure)?

An SOP is a written (or video-based) document that outlines the exact steps to perform a specific task or job safely and efficiently. Vitendo modernizes this by using video instead of binders.

How to keep track of fleet maintenance?

Use fleet management software to log and schedule regular maintenance. QR codes linked to Vitendo videos can guide operators on pre- and post-trip inspections.

Who are the best fleet management software companies?

While Vitendo focuses on training, many of its clients integrate their videos with platforms like Fleetio, Samsara, or Verizon Connect to streamline both maintenance and training.

What are the benefits of video SOPs?

They reduce training time, increase retention, and make procedures easier to follow—especially in the field.

Are there public works training programs or courses?

Yes—but many are outdated or rely heavily on written materials. Vitendo offers modern public works training programs and public works training courses that are customized, video-based, and made for today’s crews.

Final Thoughts

The upfit world is full of complexity. Every truck spec, every attachment, every system adds another layer of “how it works.”

But at the end of the day, none of it matters if your crew can’t use it.

That’s why I believe in what Joseph’s building with Vitendo.

It’s not flashy. It’s not complicated. It’s just smart, simple, and effective.

And in this industry, that’s exactly what we need more of.

Want to future-proof your fleet training?

Visit Vitendo and see how video SOPs can transform your operations.

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Leyhan
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