How Fleet Data Helps Right-Size Your Vehicle Inventory—and Save Big
For public-sector fleets—from city governments to universities and utilities—vehicle inventory is one of the largest budget items. But here’s the kicker: many fleets are operating with more vehicles than they actually need.
Why? Because without the right data, it’s impossible to know which vehicles are being used, underused, or sitting idle. That’s where fleet utilization data becomes a game-changer.
Right-sizing isn’t just a cost-cutting tactic—it’s a strategic way to optimize operations, reduce waste, and boost accountability.
What Is Fleet Right-Sizing?
Right-sizing is the process of adjusting your fleet size to match actual usage needs. It means:
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Eliminating underutilized or redundant vehicles
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Reassigning assets based on usage patterns
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Ensuring the right types of vehicles are in the right places
It’s not just about shrinking the fleet—it’s about aligning it with mission-critical demand.
The Hidden Costs of an Oversized Fleet
Many public-sector organizations continue to assign vehicles departmentally or “just in case,” leading to:
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Increased capital and depreciation costs
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Higher maintenance and fuel spend
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Poor vehicle turnover rates
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Unjustified expansion of fleet staff or garage resources
Example:
A 300-vehicle fleet cutting just 10% of unused assets could save hundreds of thousands annually in vehicle lifecycle costs alone.
How Utilization Data Drives Right-Sizing
Without data, it’s all guesswork. With it, you can confidently answer:
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How often is each vehicle used?
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Who is using it, when, and for what?
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Are there seasonal usage patterns or departmental gaps?
FleetCommander, for example, provides:
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Automated utilization reports by vehicle, class, or department
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Heat maps and dashboards showing time-of-day demand
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Idle vehicle tracking for underused assets
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Vehicle class substitution reports to identify overlap
5 Steps to Right-Size Using Fleet Data
1. Centralize Your Reservations
Use a motor pool model to create shared access, then track who books what, when, and how often.
2. Run 6–12 Months of Utilization Reports
Look at booking frequency, trip length, idle time, and seasonal patterns. Benchmark usage thresholds (e.g. 30–40%+).
3. Identify Redundant or Overlapping Vehicles
Spot where one class of vehicle can cover multiple needs. Use substitution data to consolidate assets.
4. Pilot a Reduction and Monitor Impact
Start with low-use vehicles. Monitor complaints, utilization strain, or booking conflicts post-removal.
5. Reinvest in Efficiency
Use cost savings for electric vehicles, preventative maintenance, or updated reservation technology.
Real Results: What Agencies Are Achieving
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Adapt Integrated Health reduced projected fleet size by 55% using utilization analytics across four counties.
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Forsyth County, GA saved over $800,000 by eliminating unused vehicles and introducing data-driven vehicle sharing.
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Multiple government clients reduced personal mileage reimbursements after transitioning from assigned vehicles to pooled systems.
The Bottom Line: You Can't Right-Size What You Can't See
If you don’t know which vehicles are being used—and how often—you’re flying blind. Utilization data doesn’t just help you cut costs. It helps you plan smarter, serve your community better, and justify decisions with confidence.
Dave Kennerley
