How I Learned to Stop Worrying and Love the Fleet

I never expected to think so much about diesel. Or route optimization. Or whether Dave in Logistics was going to hit his quarterly mileage cap again. But when your job quietly expands to include managing a business fleet, whether it’s three vans or 300 cars, you suddenly become the kind of person who knows where to get the cheapest high-quality fuel within a 25-mile radius. And you start having passionate feelings about things like tire pressure monitoring systems and idling thresholds.

If this is you, then welcome. You’re among friends. Running a business fleet is, in theory, all logistics and checklists. In practice, it’s part HR, part tech support, part crisis management, and a whole lot of “Did someone forget to book maintenance again?” It’s the unglamorous yet essential glue that keeps many small and mid-sized businesses running (delivery services, contractors, field service teams, or anyone whose work depends on wheels).

And while I am not a fleet manager by trade, I’ve spoken to enough people who are to know this: if you want things to run smoothly, you have to be both meticulous and flexible. It’s a little like parenting teenagers. They’ll test your boundaries. You’ll never have enough snacks or spare parts. But with the right structure in place, you’ll all survive the ride. Here’s what I’ve learned.

Start With the Humans Behind the Wheel

It’s easy to start by thinking about the vehicles. They’re big and expensive and have dashboards full of warning lights that may or may not mean anything. But the real secret to a well-run fleet isn’t the truck. It’s the driver.

Driver safety is not a checkbox; it’s a culture. That means going beyond the boring HR-mandated training session and making sure your people actually feel invested in driving safely. Think of it this way: every time someone speeds, takes a corner too tight, or pushes a 12-hour shift without rest, they’re not just risking their own safety. They’re increasing your insurance costs, your maintenance bill, and your risk of lawsuit. Fun!

So how do you foster that culture? One word: consistency.

• Provide driver safety training not just once, but regularly.
• Use telematics tech to gently (or not-so-gently) flag unsafe driving behavior like speeding, hard braking, or erratic acceleration.
• Make compliance not just a chore, but a shared responsibility.

One fleet manager I spoke with compared it to brushing your teeth. “You don’t just do it once a year. You do it daily, and you check in with your dentist to make sure you’re doing it right.” Same goes for checking your drivers’ certifications and understanding road laws (like mandated rest breaks and drive-time limits, which can vary widely depending on location and industry). Routine checks can save you from expensive noncompliance fines, and from getting that dreaded call in the middle of the night.

Don’t Just Manage the Vehicles—Maximize Them

Fleet vehicles are an investment. And like any good investment, you want them to appreciate—or at least, not depreciate too fast. The key is efficiency, and I don’t just mean making sure your drivers don’t take scenic routes to every delivery.

Think of your fleet as a living, breathing network of assets. Every unnecessary mile, every idle hour, and every ignored service light costs you money. And unlike other budget line items, these are costs you can actually control if you’re paying attention.

That means:

• Using route planning software (or even just good old-fashioned Google Maps) to cut down on time spent stuck in traffic.
• Encouraging drivers to avoid unnecessary idling, which burns fuel and creates wear and tear.
• Being strategic with maintenance. Doing preventative care instead of waiting for a breakdown.

And let’s talk about fuel for a second. I know, I know—there are only so many options. But the quality of the fuel you use can genuinely make a difference in your vehicles’ performance and lifespan. Some fleet operators swear by sourcing premium fuel from reputable suppliers like fhgfueling.com. You may pay slightly more upfront, but you’ll potentially save a lot on engine repairs down the line. Think of it as putting organic fruit in your smoothie instead of pesticide-laden produce. Sure, it’s a little pricier. But you feel better afterward.

Embrace the Tech (Even if It Scares You)

I get it. There’s already too much tech in our lives. There are apps to track your screen time, your hydration levels, even your plants’ emotional needs. But in the case of fleet management, the right tech tools aren’t a distraction. They’re your sanity.

Modern fleet software can:

• Track vehicle locations in real-time
• Provide diagnostics and alert you when maintenance is due
• Help optimize routes and reduce travel time
• Monitor driver behavior and flag risks before they become disasters
• Provide data that helps you make smarter decisions (like when to replace a vehicle or switch vendors)

Some people balk at the idea of putting tracking devices in their trucks. It feels Big Brother-ish. But I’d argue that it’s more like a Fitbit for your business: it gives you the feedback you need to make improvements that help everyone. Plus, most drivers come around when they realize these tools help protect them, too by proving they followed protocol in the event of an accident or customer complaint.

If you’re not sure where to start, try one tool at a time. Maybe it’s just a shared maintenance calendar in Google Sheets. Or a GPS tracking app. Or a dashboard camera. Choose the tool that solves your most urgent pain point first, then build from there.

What It Really Means to Run a Fleet

If you’ve made it this far, you might be thinking, “Wow, this sounds like a lot of responsibility.” You’re not wrong. But I’d argue it’s also an underrated power position. You’re not just managing vehicles. You’re powering your company’s engine. Literally.

Think of yourself as the orchestra conductor behind the scenes. When your fleet is humming, the rest of the business moves with more ease. Salespeople hit more appointments. Deliveries go out faster. Customers are happier. It’s invisible work that creates visible results.

And like so many of the invisible tasks in work and family life, it deserves recognition. So here’s mine: to all the unsung fleet managers, the office managers turned vehicle whisperers, the founders juggling five roles, and the people ordering bulk windshield wiper fluid on a Tuesday morning—thank you. You’re doing the unsexy, unglamorous, mission-critical work that keeps the world turning.