How Many Fleet Technicians Do You Really Need? A Fleet Manager’s Guide

This article is based on a recent episode of The Fleet Success Show podcast. Watch the full episode here: 

What’s the best way to calculate how many fleet technicians I need?

The most reliable method is using Asset Equivalent Units (AEUs). AEUs assign a labor value to each vehicle class based on how much maintenance it typically requires. Multiply the AEUs by the number of assets in each class to determine your total labor demand. Then compare it to the available work hours from your technicians (factoring in PTO, training, and indirect labor).

What are AEUs in fleet management?

Asset Equivalent Units (AEUs) are a way to normalize vehicle maintenance needs by assigning each vehicle class a value based on the average hours of work it requires annually. For example:

• Sedan = 1 AEU (≈8 hours/year)
  
  
• Pickup Truck = 1.3 AEUs
  
  
• Fire Apparatus = 5–8 AEUs
  
  

This method helps fleet managers accurately forecast staffing needs across diverse asset types.

How can I increase technician efficiency without hiring more staff?

Here are 5 proven ways:

1. Preload parts in each bay before work starts.
   
   
2. Add tablets or terminals at every workstation to eliminate walking.
   
   
3. Streamline inventory with point-of-use storage and tracking.
   
   
4. Track indirect labor (cleaning, parts runs, admin) to identify time loss.
   
   
5. Train techs on FMIS, diagnostics, and workflows to boost speed.
   
   

Is technician training worth the time away from the bay?

Absolutely. Well-trained techs are faster, more accurate, and less likely to make costly errors. Training on FMIS, OEM systems, and diagnostic tools can lead to double-digit efficiency gains over time.

What’s a good benchmark for technician productivity?

Start by assuming 2,080 hours/year per full-time technician. Subtract holidays, PTO, training, and indirect time (shop cleanup, meetings, etc.). The remaining time should be billed to work orders. A healthy benchmark for billed labor time is 1,400–1,600 hours/year depending on your operation.

Can software help me right-size my fleet staff?

Yes. Fleet Maintenance Management Software (FMMS) like RTA can:

• Track actual labor hours per asset
  
  
• Classify vehicles for AEU analysis
  
  
• Flag inefficiencies in job workflows
  
  
• Identify opportunities to reassign or retrain technicians
  
  
• Support data-driven staffing requests to leadership
  
  

What if I don’t have enough bays for more techs?

You can:

• Add second shifts to share bays
  
  
• Use temporary outdoor bays for specific job types
  
  
• Redesign workflows to reduce time per repair
  
  
• Reduce indirect labor to increase availability of current techs
  
  

What’s the biggest mistake fleet managers make when justifying tech staffing?

They don’t track indirect labor and rely on asset-to-tech ratios that ignore utilization, fleet mix, and outsourcing. This leads to under- or over-staffing and weakens budget proposals.

How does right-typing differ from right-sizing?

Right-sizing focuses on fleet count.
Right-typing ensures you're using the right assets for the job, and the right people for the work. That could mean hiring PM techs instead of ASE masters for oil changes, or swapping a one-ton truck for a compact van.