What It Takes to Be a NAFA 100 Best Fleet (And Why You Should Apply)

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

Every year, hundreds of public and commercial fleets across North America submit their applications for a spot on NAFA’s 100 Best Fleets list. For some, it’s about recognition. For others, it’s about benchmarking. But for the most successful fleets, it’s a strategic decision to improve operations, validate team performance, and gain visibility with leadership and stakeholders.

In this episode of the Fleet Success Show, RTA CEO Josh Turley sits down with longtime NAFA judge Scott Rood to pull back the curtain on what really makes an application stand out. With over six years of judging experience and hundreds of fleet applications reviewed, Scott delivers a masterclass on what to do... and what to avoid.

Why You Should Apply to NAFA’s 100 Best Fleets

Applying isn’t just a “nice to have;” it’s a powerful tool for fleet improvement.

Whether you make the list or not, the application process alone forces fleet leaders to:

• Collect and analyze their fleet performance data
• Document key wins and ongoing challenges
• Reflect on their fleet maintenance management system
• Benchmark against industry leaders
• Get free, expert-level feedback from veteran fleet judges

If you manage most of your fleet maintenance in-house (and especially if you're part of a government or enterprise fleet) you need to be able to quantify your success. Applying for NAFA 100 Best can help prove the value of your in-house team, showcase your KPIs, and even prevent your operations from being outsourced.

See why 7x NAFA 100 Best Fleets winner Facundo Tassara believes every fleet should be applying. 

What Makes a Winning Fleet Application?

According to Scott Rood, the most successful fleets share a few key traits:

1. Data-Backed Responses

Judges want to see the numbers. What’s your fleet availability rate? What’s your comeback rate? What are your shop labor rates? If you miss your goals, explain why and what you're doing to fix it.

Pro Tip: Fleets using RTA’s Fleet Success Scorecard and Embedded BI Dashboards already have this data on hand. Automate your reporting and spend more time telling your story.

2. A Strong Narrative

Use your 4,000-character essay wisely. The worst applications write one line (“We’re great”) and leave it at that. The best ones take the opportunity to share what makes their culture, team, and approach to fleet management special.

Tip: Showcase your employee recognition programs, technician training, or how you’re solving staffing challenges.

3. Honesty and Transparency

It’s okay to miss goals. Judges respect a fleet that says, “Here’s where we’re falling short, and here’s what we’re doing about it,” far more than one that ignores the problem.

Example: Many fleets cite technician shortages. The best responses show how they’re partnering with high schools and trade programs to grow the next generation of talent.

4. Direct Answers

Don’t wordsmith your way around the questions. If the application asks for comeback rates, don’t explain your work order process. Just give the number and explain how you track it.

Scott’s Rule: “If I don’t read it, you don’t get credit for it.”

5. Leverage Application Reviews

Want to boost your score next year? Book a post-event application review with the judges. Fleets that do this consistently climb the rankings year-over-year. It's like free consulting from some of the top minds in the industry.

Q&A with Scott Rood: NAFA Judge, Fleet Leader, and Straight Shooter

Q: What’s the biggest mistake applicants make?

A: “They don’t finish the essay or they repeat themselves over and over again. Some write one sentence. Others never actually answer the question. And if you don’t include data, we can’t score it.”

Q: Can fleets use AI tools to help fill out their applications?

A: “We’ve definitely seen it: some copy-paste ChatGPT responses directly in. The issue? If you don’t clean it up or paste it correctly, only the first paragraph shows. That’s an instant disqualification for the rest of your essay.”

Q: How important are KPIs?

A: “Very. We look at things like fleet availability, cost per mile, technician efficiency, and comeback rates. If you include these and explain your targets and actuals, you're ahead of most applicants.”

Q: What surprises you most about the best applicants?

A: “Some of the best fleets don’t have the best numbers, but they have solid processes, tell a clear story, and are actively trying to improve. That’s what wins.”

Q: Why do you keep judging year after year?

A: “Because at the end of the day, I see the pride in the faces of the top fleets. It’s incredibly satisfying to be part of something that helps fleets succeed.”

Want more tips? Check out what Fleet Whisperer and fellow NAFA 100 Best Fleets judge Steve Saltzgiver has to say. 

What’s in It for You?

Fleet managers today are juggling technician shortages, pressure from leadership, and the risk of outsourced maintenance. If you can’t prove the value of your operation, someone else might.

Here’s how applying (and scoring well) in NAFA’s 100 Best Fleets helps you:

• Prove operational success to prevent outsourcing
• Validate your in-house team’s performance with data
• Benchmark against other fleets to improve internal KPIs
• Get visibility and support from leadership
• Attract and retain talent with a sense of pride and recognition

Fleets using RTA’s fleet maintenance software are at a distinct advantage. With built-in tools like Fleet Success Scorecards, motor pool management, and cost management, you’re already collecting the data you need to apply confidently.

See why 2x NAFA 100 Best Fleets winner Sara Burnam says applying was a game changer for her team.

Final Thought

Whether you win or not, applying for NAFA’s 100 Best Fleets is one of the smartest moves you can make for your fleet and your career.

Because the truth is, the process makes you better. And with free data benchmarks, expert feedback, and the opportunity to show your value, it’s not just an application, it’s a competitive advantage.

As Josh says:

“You’ll learn how to be a better applicant. But more importantly, you’ll learn how to be a better fleet manager.”