Why Hire a Fleet Management Consultant

Let’s face it—everyone needs help from time to time.  

Yes, even fleet managers. Especially fleet managers. 

And while you can ask your mom, or your friend, or your neighbor for help around the house or with your personal car, you’re going to need someone with a bit more practical, hands-on experience when it comes to your fleet.  

Check out this podcast and learn more about fleet consultants: 

Why Work with a Fleet Management Consultant?  

If you’re still on the fence about hiring a fleet consultant at all, here are some of the reasons why you should consider it: 

Fleet management consultants can help you convince your leadership.

It’s hard to evaluate your own fleet since you’re so deep into the day-to-day. A consultant doesn’t have that kind of connection to your fleet and can provide a more objective view. It also gives consultants a bit more authority when it comes to your stakeholders.  

According to RTA fleet consultant and former fleet manager Scott Rood, "Sometimes the fleet managers know what to do, but the higher-ups don’t want to listen. They need validation." A consultant’s role, then, is not just to make recommendations but to validate the fleet manager’s concerns in a way that leadership takes seriously. 

Consultants do more than just audits.

Yes, yes, we know, consultants do audits. We hear it all the time. But that’s not all they do—don’t get us wrong, audits are insanely helpful, but there’s so much more to consulting than that.  

• Fleet Management Information System (FMIS) Optimization 
  Lots of fleets are underutilizing their FMIS (assuming they have one at all), and consultants can be essential in reducing these gaps. As Scott noted, many clients “have a hard time working with their fleet information system, and [...] and they don’t really know how to use the system to its full capacity.”  
   
  A consultant can provide training, set up systems for effective use, and ensure that fleet managers get complete value from their FMIS. 
  

• Cost Analysis and Rightsizing Studies 
  Getting costs under control and ensuring your fleet doesn’t have too many (or too few) vehicles and assets is another way consultants can help. Consultants can help with fleet rightsizing, asset utilization, fleet availability, maintenance costs, and more.  
   
  And once you find a consultant who can help you in one of these key areas, you’ll be surprised at how easy it is to go back to them and request more help. 
  

• Maintenance Program Improvements 
  How efficient is your PM operations right now? What’s your PM compliance rate? Poor preventive maintenance practices can lead to high downtime and increased costs. Fleet consultants can help improve your PM compliance rate, design appropriate service schedules, and ensure vehicle availability aligns with your organization’s goals. 
  

• Custom Projects and Best Practices 
  If we had to guess, since you’re reading this article, you’ve got at least one big project sitting around waiting to be tackled. But you don’t have the time, the manpower, or someone with the skills needed to tackle that project. From safety audits to customized training programs, consultants can handle all of those big projects—and it’ll probably cost less than hiring a full-time employee to take care of it.  
   
  A consultant might even recommend and help you apply to industry recognition programs like the 100 Best Fleets, which can help your team build credibility and motivate your stakeholders to invest more into your fleet.  

Consultants bring years of experience from working with a variety of fleets.

If you pick the right consultant, they should come with hands-on experience leading actual fleets, along with years partnering with them as a consultant. From small fleets to massive ones, from light-duty fleets to heavy duty fleets, consultants should have experience with pretty much everything.  

And with their years in the mud as fleet managers, they’ll have been there, and done that, with pretty much every challenge that you’re currently facing. They know how to get out of the muck since they’ve done it before.  

Choosing the Right Fleet Consultant 

Finding the right consultant requires looking at both qualifications and interpersonal skills. Building a good rapport with the consultant is essential since the process involves honest feedback, trust, and collaborative problem-solving. Here are some key traits to look for: 

Experience Across Diverse Fleet Projects 

A strong fleet consultant should have a proven track record across various projects. For example, Scott Rood’s career spans decades and includes roles in military, public, and private sectors, giving him a comprehensive perspective. The more diverse the consultant’s background, the better they can adapt solutions to different organizational contexts. 

Ability to Communicate and Build Trust 

A consultant’s ability to win over the team can determine the success of the project. Rood highlighted the need to "win them over" to show that they’re there to help, not replace anyone’s role. This approach, as he said, "helps everything go smoothly from there." 

Practical, Actionable Recommendations 

Fleet managers should ensure their consultant provides actionable recommendations. Rood emphasized that his goal is to leave clients with “implementable recommendations that you can take immediately and start working on to improve your fleet.” Look for consultants who offer clear, practical advice that can be realistically implemented, rather than vague or overly theoretical suggestions. 

Industry Recognition and Peer Recommendations 

Recommendations and reviews from peers can be incredibly useful. If possible, ask for references or case studies from similar organizations the consultant has worked with. 

Maximizing the Consultant Relationship 

Engaging a fleet consultant can be a major investment, so maximizing the value from the partnership is essential. Rood suggests that fleet managers keep an open mind and be ready for honest assessments of their operations. Consultants are there to dig deep into data, review KPIs, and may recommend uncomfortable changes. But as Rood shared, “Once you can communicate that… everything starts to go smooth.” 

Additionally, fleet managers can support a consultant’s work by preparing data and reports that highlight areas of concern. Open lines of communication and regular check-ins can keep the project aligned with expectations and deliver impactful results. 

Final Thoughts 

For fleet managers looking to elevate their operations, hiring a fleet consultant can offer invaluable insights and help overcome long-standing challenges. By finding a consultant who brings expertise, clear communication, and actionable recommendations, fleet managers can not only achieve immediate results but also create a lasting impact on their fleet operations. A great consultant can help a fleet manager tell their story effectively, “to be able to use words, but also use graphs and charts and data… so that you can sell your position and convince other people to, hey, line up behind the cause.” 

Think you’re ready to talk to a consultant to get a better idea of how they can help? Schedule a consultation with our team today and learn more.