What The Top Fleet Managers Do Differently

Wednesday, 5 February 2025, 8:58 am
Article: Hugh Grant

Managing a fleet is no small task. It’s a juggling act of maintenance schedules, driver performance, fuel efficiency, and costs. While many fleet managers get the job done, the top 1 percent take their operations to a whole new level. They’re managing their fleets while also optimising them for maximum efficiency and profitability.

Curious what sets them apart? Here are several things that top fleet managers do differently (so that you can hopefully replicate their success).

1. They Set Benchmarks and KPIs

The best fleet managers don’t operate in the dark. They set clear benchmarks and Key Performance Indicators (KPIs) to establish goals and measure progress. By defining metrics like cost-per-mile, fuel efficiency, maintenance expenses, and vehicle downtime, they create a roadmap for success. (These numbers don’t just live on a spreadsheet – they actively use them to make data-driven decisions.)

For example, a top fleet manager might set a benchmark to reduce maintenance costs by 15 percent over the next quarter. They’ll track maintenance schedules, monitor parts usage, and identify trends that lead to unnecessary expenses. By consistently evaluating performance against these benchmarks, they stay ahead of potential issues and continuously improve their operations.

Setting and monitoring KPIs isn’t just about hitting numbers – it’s about building a culture of accountability and improvement. When you know where you stand and where you’re headed, you can align your team and resources to achieve your goals.

2. They Prioritise Preventive Maintenance

Top fleet managers know that preventive maintenance is the backbone of a healthy fleet. Instead of waiting for something to break, they proactively address issues before they become costly problems. This approach minimises downtime and saves money in the long run.

These managers leverage technology to track maintenance schedules and ensure that each vehicle gets the care it needs on time. By analysing data from telematics systems, they can spot patterns like declining engine performance or excessive tire wear. Acting on these insights not only keeps the fleet running smoothly but also enhances safety and compliance.

3. They Embrace Technology

The top 1 percent of fleet managers don’t shy away from technology – they actively embrace it as a tool for efficiency and innovation. From telematics and GPS tracking to predictive analytics and fleet management software, they invest in solutions that streamline operations and provide real-time insights.

For example, GPS tracking helps optimize routes, reducing fuel costs and improving delivery times. Predictive analytics can forecast when a vehicle is likely to need repairs, allowing managers to schedule maintenance before a breakdown occurs. Technology is a necessity in 2025, and the best fleet managers stay ahead by continually adopting new tools that give them an edge.

4. They Build Strong Relationships with Drivers

Your drivers are the backbone of your fleet, and the top fleet managers understand that. They foster strong relationships with their drivers, creating a culture of trust, respect, and open communication. This isn’t just about being friendly – it’s about building a team that’s engaged and committed to the fleet's success.

Top managers regularly check in with their drivers to understand their needs and challenges. They provide ongoing training, recognise good performance, and address concerns promptly. By prioritising driver satisfaction, they reduce turnover, improve morale, and enhance overall productivity.

5. They Focus on Cost Control Without Cutting Corners

The best fleet managers are masters at controlling costs while maintaining quality. They understand that cutting corners to save money in the short term can lead to bigger expenses down the line. Instead, they focus on optimising expenses and finding efficiencies that don’t compromise safety or performance.

For example, they analyse fuel usage to identify opportunities for savings, such as implementing fuel-efficient driving practices or switching to alternative fuels. They negotiate favorable contracts with vendors and suppliers, ensuring they get the best value for their money. And they use data to pinpoint areas where they can reduce waste or streamline processes.

Cost control is about working smarter, not cheaper. The top 1 percent know how to stretch their budgets without sacrificing the quality of their fleet.

6. They Stay on Top of Compliance and Regulations

Fleet management comes with a host of rules and regulations, and top managers make it a priority to stay compliant. Whether it’s federal laws, state requirements, or industry standards, they ensure their fleet operates within the guidelines.

These managers invest in training and tools to keep up with changing regulations, such as Hours of Service (HOS) rules or environmental mandates. They implement systems to monitor compliance, like electronic logging devices (ELDs) and driver behavior tracking, to ensure their fleet meets safety and reporting requirements.

By staying proactive about compliance, they avoid fines, penalties, and reputational damage. More importantly, they create a safer, more reliable fleet that customers and stakeholders can trust.

Looking to the Future

The top fleet managers don’t just focus on today – they’re always thinking ahead. They analyse trends, anticipate challenges, and position their fleets for long-term success. This forward-thinking mindset is what separates good fleet managers from the truly exceptional.

By staying ahead of the curve, they ensure their fleets remain competitive in an ever-changing landscape. With the right approach, you can do the same.

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