This article is based on a recent episode of The Fleet Success Show podcast.
Watch the full episode here:
Table of Contents
The fundamentals of fleet management refer to the core systems, data, and processes that enable a fleet to run efficiently, safely, and cost-effectively. These include:
According to Bill Griffiths, Fleet Administrator for Washington D.C., "It’s not the basics that get people in trouble—it’s the lack of knowledge of the basics."
New and even experienced fleet managers often face the same challenge: they’re overwhelmed by complexity and unsure where to focus.
Griffiths, who has led fleets at the Smithsonian, Montgomery County, the MBTA, and now D.C., says it starts with data clarity.
“You can’t run a successful fleet if you don’t even know how many vehicles you have, what types they are, or how they’re performing.”
Many fleets operate on spreadsheets or outdated systems that don’t integrate inspections, maintenance, and reporting. This creates blind spots that lead to:
That’s why fleets are shifting to fleet maintenance management systems like RTA Fleet360—tools that centralize operations, increase technician productivity, and give managers the visibility to drive continuous improvement.
While there are dozens of data points you could measure, Griffiths recommends starting with these five KPIs:
“Start small. It doesn’t have to be nine metrics. Make sure you choose the five that matter most to your operation.”
A major pain point for fleet managers is getting shop-level buy-in. Griffiths tackled this by implementing a monthly scorecard system tied to KPIs.
Each shop receives:
Then, the team discusses results in monthly meetings—not to assign blame, but to encourage ownership.
“Now they’re saying, ‘Hey, my failures in service were up—and I can tell you why.’ That’s when you know it’s working.”
You may not think of internal departments as customers—but they are. And bad communication with them = bad perception of your fleet.
That’s why D.C. implemented:
“Your customer is your advocate—or your downfall. If they’re unhappy, that complaint will reach a council member fast.”
To protect your internal maintenance from being outsourced, you must prove your value with consistent uptime, proactive communication, and performance transparency.
This may be the biggest mindset shift for fleet leaders:
“Are you working on the business or in the business?” Griffiths asks. “Because if you’re not thinking 2–3 budget cycles ahead, you’re already behind.”
Fleet leaders must empower their teams to work in the business—so they have time to lead strategically.
A fleet maintenance management system (FMMS) like RTA Fleet360 is software that helps fleet teams schedule preventive maintenance, track repairs, manage inventory, monitor technician productivity, and report on key metrics—all in one platform.
The top five metrics to track:
Fleet maintenance focuses on vehicle repairs and servicing.
Fleet management includes maintenance, budgeting, asset lifecycle planning, reporting, and stakeholder communication.
No software or initiative can save a fleet that doesn’t understand its own operation. Whether you're managing a city fleet of 4,000 vehicles or just getting started, it all comes down to:
This is the foundation of successful fleet maintenance management—and it’s how you take your fleet from functional to high-performing.