How Fleet Sharing Programs Reduce Costs and Improve Access Across Departments
Public-sector organizations often struggle with an uneven balance of vehicle access; some departments have too many cars sitting idle while others can’t find one when needed. The result is inefficiency, higher costs, and frustrated staff who turn to personal mileage reimbursements as a backup.
Fleet sharing programs, also known as motor pools, solve this challenge by giving multiple departments access to a shared set of vehicles. When paired with the right technology, these programs increase utilization, reduce administrative burden, and deliver measurable savings.
Why Shared Fleets Make Financial Sense
Owning vehicles that sit unused is one of the biggest sources of hidden cost in fleet operations. Shared fleets reduce waste by:
• Centralizing vehicle access through a single reservation system
• Eliminating duplication of vehicles across departments
• Reducing the need for personal mileage reimbursement
• Supporting right-sizing decisions based on real utilization data
When vehicles are shared, organizations can do more with less—without compromising service delivery.
Technology Makes Sharing Possible
Fleet sharing succeeds when vehicles are easy to access and monitor. Modern fleet management software provides:
• Automated reservations that show real-time vehicle availability
• Key kiosks for secure, 24/7 self-service pickup and return
• Policy enforcement tools to control who can book and when
• Utilization reporting to track usage across departments
With automation, what once required a dedicated coordinator can now run itself.
Building Staff Confidence and Buy-In
Drivers accustomed to assigned vehicles may be hesitant to share. Communicating early and addressing concerns helps build adoption:
• Show data on how shared fleets improve availability
• Emphasize convenience and fairness
• Provide clear instructions and easy-to-use booking tools
• Recognize early adopters who help lead the change
When staff see that vehicles are consistently available and reliable, trust follows naturally.
Case Study: Adapt Integrated Health
Adapt Integrated Health implemented a fleet sharing model using FleetCommander to serve multiple locations across four Oregon counties. Despite expanding to more than 85 vehicles, the organization reduced its projected fleet size needs by 55 percent. Staff gained around-the-clock vehicle access through self-service kiosks, improving both utilization and satisfaction.
The Bottom Line
Fleet sharing is one of the most effective ways to stretch limited budgets while improving access and accountability. By combining clear policies with automated tools, agencies can eliminate idle vehicles, increase utilization, and make better use of every mile driven.
