Unlocking Fleet Success: The Metrics Every Fleet Manager Needs to Track

Fleet management is a complex balancing act where every decision impacts costs, efficiency, and reliability. In a classic episode of The Fleet Success Show, RTA CEO Josh Turley and fleet hall of famer Steve Saltzgiver break down the key metrics that can help you optimize operations and ensure your fleet is running like a well-oiled machine. 

Here’s what every fleet manager should know about tracking the right metrics and how tools like Fleet360 by RTA can help transform your operation. 

1. Scheduled vs. Unscheduled Maintenance: The Foundation of Fleet Health

The first metric discussed in the podcast is the ratio of scheduled to unscheduled maintenance. Why does this matter? Fleets with high scheduled maintenance ratios (65–75%) tend to be more proactive, saving significant costs compared to those relying on reactive maintenance. 

🔧 Why it matters: 

• Scheduled maintenance prevents breakdowns that lead to expensive road calls, towing, and driver downtime. 

• Reactive maintenance can cost 4 to 10 times more due to factors like towing fees, emergency repairs, and lost productivity. 

Best Practice: Aim for a preventive maintenance program where at least 65% of repairs are scheduled. Use tools like Fleet360 to monitor and track maintenance trends, ensuring your fleet stays ahead of potential breakdowns. 

📣 Ready to boost your maintenance efficiency? Discover how Fleet360 simplifies scheduling and helps reduce road calls. 

2. Maintenance Cost Per Mile: Tracking Operational Efficiency

This universal metric is essential for evaluating how efficiently your fleet operates. Well-managed fleets often maintain maintenance costs of 9–12 cents per mile, while poorly managed ones can spend up to 70 cents per mile—cutting deeply into profit margins. 

💡 Key insights: 

• Higher maintenance costs per mile often indicate aging equipment, inefficiencies, or reliance on expensive external repairs. 

• Fleets with optimized maintenance programs typically have newer equipment and a proactive repair strategy. 

Best Practice: Benchmark your fleet’s cost per mile and identify outliers. Fleet360’s data insights can help you pinpoint areas to reduce costs and improve profitability. 

📣 Lower your costs per mile today! See how Fleet360 tracks costs and identifies inefficiencies. 

3. Technician Productivity and Efficiency: Maximize Your Workforce

How well are your technicians performing? Measuring productivity (hours worked vs. hours paid) and efficiency (standard repair times vs. actual times) can reveal coaching or training opportunities. 

🛠 Pro tips: 

• Track direct wrench time vs. indirect tasks like cleaning or waiting for parts. 

• Benchmark standard repair times using data from OEMs or tools like Fleet360 to identify inefficiencies. 

Best Practice: Use these insights to train technicians, ensuring your shop runs as efficiently as possible. Highly efficient shops save both time and money while meeting repair standards. 

📣 Empower your technicians with the right data and benchmarks. Fleet360 can help track and improve productivity. 

4. Total Cost of Ownership (TCO): The Big Picture Metric

When should you replace a vehicle? The answer lies in calculating its total cost of ownership, considering both capital costs and ongoing maintenance expenses. 

📊 Why it matters: 

• Replacing vehicles too early leads to unnecessary depreciation costs. 

• Waiting too long risks higher maintenance costs and unexpected breakdowns. 

Best Practice: Use fleet maintenance software to map depreciation and maintenance trends, finding the sweet spot for replacing your vehicles without overspending. 

📣 Optimize your fleet’s lifecycle management with Fleet360’s asset management tool. 

Take the Next Step Toward Fleet Success 

These metrics are just the starting point for creating a more efficient, reliable, and cost-effective fleet. The real magic happens when you combine these insights with the power of fleet management technology. 

Fleet360 by RTA is designed to: 

✅ Automate maintenance scheduling to reduce unscheduled repairs 

✅ Track costs per mile and benchmark performance 

✅ Analyze TCO to improve vehicle replacement strategies 

✅ Monitor technician productivity and identify training opportunities 

📣 Ready to transform your fleet? Explore Fleet360 and see how data-driven insights can make your fleet a success. Schedule a conversation with our team to see Fleet360 in action. 

Fleet success starts with data. Are you ready to take control of yours? Let Fleet360 guide you toward a more profitable and efficient operation.