Where do you start? With a clear goal
Managing fleet costs is an essential task. Rising vehicle costs, higher interest rates and increasing maintenance costs make an effective cost optimisation strategy necessary. Many companies also pursue sustainability and CO₂ reduction, which often means transitioning to electric or other low-emission vehicles. That can save costs in the long run, but brings initial extra costs. Strategic measures that save costs, increase efficiency and improve employee satisfaction are therefore crucial.
As with any change management programme, it is important to have a clear goal before taking action. Is the goal pure cost savings, or does your company pursue the triple bottom line: people, planet, profit? Involve the key stakeholders and align the goals together. Ensure insight into the current state of the fleet, including vehicle details and expenditure: a clear baseline is essential to assess which measures are effective and which require adjustment.
Which four measures optimise the fleet?
1. Fleet, lease and mobility policy
A good fleet policy is a powerful instrument for controlling costs. The policy gives employees guidelines on the available mobility options and sets boundaries on choice and behaviour, stimulating cost efficiency. Think of restrictions on vehicle brand, model and emissions to realise economies of scale and better conditions.
2. Operational fleet management
With increasing pressure on internal resources, many companies choose to outsource fleet management to an external specialist. These services can include vehicle procurement, maintenance, fuel management and telematics. This lets you focus on core activities while benefiting from external expertise.
3. Driver and vehicle management
Proactive management of operational vehicle costs is essential. Think of safety programmes and training drivers to drive more efficiently and safely. That lowers not only the number of accidents and claims, but also fuel costs and vehicle wear.
Five tips for effective management
- Set clear guidelines on wear and tear to avoid unexpected costs.
- Monitor vehicle usage to prevent mileage limits from being exceeded.
- Maintain vehicles regularly to avoid expensive repairs and end-of-lease costs.
- Consider a vehicle takeover clause in the mobility policy for when employees leave the company.
- Explore alternative mobility options such as public transport and bicycle schemes for more flexibility and cost control.
4. Sustaining success: monitor, report and anticipate
Achieving cost savings is only the beginning. For lasting success, the fleet must be continuously monitored, reported on and adjusted where needed. Use fleet management software that provides real-time insight into costs such as fuel consumption and maintenance, and evaluate periodically with stakeholders.
Which KPIs do you need?
Clear KPIs such as lease cost trends, fuel efficiency and end-of-contract costs are essential. Comparing these KPIs regularly with the baseline reveals the impact of the measures taken. Monthly and quarterly reports map trends and savings, enabling timely adjustment.
How do Molthoff and fleetcompetence help?
Through the fleetcompetence network, we help companies identify and implement cost-efficient solutions for their fleet management. The experts work independently and have years of experience optimising fleets, resulting in savings of 10 to 20%, depending on the starting position. With a proven project management concept and innovative tools, we provide support from start to finish.
- 10–20%
- savings from independent fleet optimisations
- 98%
- of lease contracts trackable with price monitoring
- 4
- strategic measures for an optimised fleet
The advanced reporting dashboard enables long-term monitoring of cost savings. Price monitoring keeps a close eye on lease contract price levels, ensuring an optimal price throughout the contract. Supporting both passenger cars and commercial vehicles, more than 98% of lease contracts can be monitored, from deployment to recalculation to final settlement. In the Netherlands, Molthoff Fleetmanagement delivers this safeguarding as Price Monitor and the tactical management as Fleet Monitor.