Most public-sector fleets feel pressure from both sides. Departments say they need more vehicles, while leadership pushes for cost control. Without reliable data, those conversations turn into opinion-driven debates that stall progress. Fleet data changes that dynamic by replacing assumptions with facts.
Right-sizing your vehicle inventory is not about cutting blindly. It is about aligning fleet size with real demand so agencies can reduce waste without disrupting service.
Fleet growth often happens incrementally. A new program starts. A department requests a vehicle “just in case.” Temporary needs become permanent assignments. Over time, fleets accumulate vehicles that are rarely used but still cost money to insure, maintain, and replace.
Common contributors to oversized fleets include:
• Department-assigned vehicles with low utilization
• Lack of visibility across locations
• Manual scheduling that hides availability
• Fear that reducing inventory will limit access
Without shared data, it becomes safer to keep extra vehicles than to challenge assumptions.
When right-sizing decisions are made without data, agencies face real risk. Vehicles may be removed from service prematurely, creating shortages. Or fleets may continue purchasing assets that are rarely used.
This guesswork leads to:
• Unnecessary capital spending
• Higher insurance and maintenance costs
• Increased parking and storage needs
• Reduced confidence from finance and leadership teams
Fleet data provides the evidence needed to right-size responsibly.
Modern fleet management systems capture far more than mileage. When analyzed together, these data points tell a clear story about demand and efficiency.
Key data sets include:
• Utilization rates by vehicle, department, and location
• Reservation frequency and duration
• Idle time and dwell time
• Reservation-to-use ratios
• Maintenance cost per mile
• Seasonal demand patterns
This information highlights which vehicles are truly essential and which can be reallocated, pooled, or retired.
For example, a vehicle driven twice a week for short trips may look “busy” anecdotally, but utilization data may show it sits idle most of the time. Another vehicle may appear underused but supports critical peak demand that would be hard to replace. Data provides the nuance needed to make informed decisions.
Right-sizing works best when done in phases.
Start by reassigning or pooling low-use vehicles rather than removing them entirely. Centralized motor pools often absorb demand that was previously spread across departments.
Next, address policy and access barriers. Low utilization may be caused by limited hours, unclear reservation processes, or poor key access. Fixing these issues can improve usage without changing inventory.
Finally, retire vehicles that remain consistently underutilized after adjustments. These decisions are easier to defend when backed by months of usage data rather than a snapshot in time.
The financial impact of right-sizing goes beyond reducing vehicle count. Agencies often see:
• Lower fuel and maintenance spend
• Reduced mileage reimbursements as access improves
• Less administrative overhead managing unused assets
• Better capital planning and replacement timing
Right-sizing also strengthens sustainability goals by reducing emissions associated with unnecessary vehicles.
Forsyth County used FleetCommander utilization data to evaluate vehicle use across departments. The analysis revealed several underutilized vehicles that could be reassigned into shared pools. By right-sizing based on real demand, the county reduced its fleet size without limiting access and achieved more than $800,000 in savings. Leadership gained confidence because every decision was supported by defensible data.
Fleet data removes emotion from right-sizing decisions. When agencies understand how vehicles are actually used, they can align inventory with demand, protect service levels, and unlock significant savings. Right-sizing becomes a strategic improvement, not a budget cut.