What Do the Best Fleet Managers Do Differently? Lessons from Top Fleet Leaders at Connect 2025

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

Fleet success isn’t just about wrench time or staying on budget—it’s about building a data-driven, people-first operation that scales. At Connect 2025 in Las Vegas, a powerhouse panel of seasoned fleet professionals shared exactly how they’ve built award-winning fleets.

Whether you’re new to fleet management or looking to optimize your existing operation, these insights from Sara Burnam, MSL, CAFM; Jesse Ostovich, CAFM; Jake Johnson, and Chuck Cramer, CAFM will help you drive performance, retention, and stakeholder satisfaction using real-world tactics and strategies.

Top 5 Fleet Management Strategies From Connect 2025

1. Use Data to Justify Fleet Replacement and Training

“You’ve got to show them in dollar figures.” —Jesse Ostovich

Senior leadership won’t approve spending on gut feelings. But if you can show cost savings through improved fuel economy, fewer accident repairs, and reduced downtime, it becomes an easy conversation.

Use your fleet maintenance management software to pull reports on:

• Repair vs. replacement costs
• Vehicle downtime trends
• Auction resale value comparisons

If you're not tracking this yet, bad data in = bad decisions out.

2. Justify Technician Training with ROI

When asked how to convince leadership to approve technician training, Jesse said:

“If your guys aren’t trained, rack up the bills. Make them understand.”

Pro tip: Show how a $1,000 investment in training could save $15,000 in outsourcing or reduce third-party work.

Also cite industry benchmarks:

• 40 hours of training per year is the standard
• Use RTA Fleet’s Employee Satisfaction Surveys to track improvement over time
  
  

3. Improve PM Compliance with Better Communication, Not Just Scheduling

Poor preventive maintenance (PM) compliance usually has nothing to do with a schedule; it’s often because departments don’t feel heard, don’t trust your loaners, or don’t understand the value of bringing vehicles in.

Try:

• A liaison program with each department
• Custom SOPs that include compliance expectations
• Rotating your loaner fleet so departments don’t feel "punished" when vehicles are in the shop
• Tracking shop compliance vs. department compliance
  
  

4. Build Fleet Culture With Recognition and Celebration

From First Friday lunches to ASE certification parties, top fleets recognize and celebrate wins regularly.

“Discipline privately, praise publicly.” —Jesse

Ideas to try:

• Add promotions and certifications to your annual fleet report
  
• Celebrate personal milestones and include families in recognition events
• Use RTA’s Fleet Wiki to share milestones across your organization
  
  

5. Track KPIs That Actually Matter

Don’t get buried in spreadsheets. Start with:

• Availability
  
• PM compliance
  
• Customer satisfaction
  

Once those are dialed in, expand into:

• Turnaround time
• Labor efficiency
• Repeat repairs
• Outsourced vs. in-house repair percentages

Tools like Fleet Success Scorecard and automated reporting in RTA Fleet help you see trends, benchmark performance, and communicate results to stakeholders.

Frequently Asked Questions

What are the most important KPIs for fleet management?

The top 3 foundational KPIs are:

• Asset availability
  
• PM compliance
  
• Internal customer satisfaction
  

Once those are established, track turnaround time, labor efficiency, and cost-per-mile.

How can I convince leadership to approve fleet training?

Use data to show ROI:

• Show cost of outsourcing vs. internal work
• Compare techs' productivity before and after training
• Cite industry benchmarks (e.g., 40 hours/year)

How do I improve PM compliance in my fleet?

Focus on communication and accountability:

• Build department liaisons
• Enforce SOPs and policies
• Improve the quality of loaners
• Track shop vs. department compliance

What is the “100 Best Fleets” and how do I win it?

It’s an annual award recognizing the top-performing public sector fleets. To compete:

• Track meaningful KPIs
• Involve your whole team
• Build excitement and engagement
• Document process improvement and storytelling

What software helps with fleet KPI tracking?

A Fleet Maintenance Management System like RTA Fleet360 gives you:

• Built-in dashboards
• Configurable reporting
• PM compliance tracking
• Fleet success scorecards
• Stakeholder satisfaction surveys

These tools allow you to prove performance and protect your team from outsourcing.