How Fleet Managers Use Telematics to Drive EV Transition
Discover how fleet managers use telematics to streamline electric vehicle transitions, improve efficiency, and reduce emissions.
The transportation and logistics sector is at a transformative crossroads. With the global push towards sustainability and the growing adoption of electric vehicles (EVs), fleet managers are finding themselves at the centre of a profound change. However, transitioning fleets from traditional internal combustion engine (ICE) vehicles to EVs is no simple process. It requires strategic planning, the adoption of new technologies, and alignment with evolving government policies.
In a recent discussion featuring Rob Horton of Smart Track and Mark Stephens of IPWA, a wealth of insights emerged about how fleet managers can tackle these challenges head-on. From strategic asset management to embracing telematics, the conversation covered vital elements of the EV transition landscape and offered actionable advice for fleet operators.
This article delves into the key themes, challenges, and strategies discussed, offering a roadmap for fleet managers ready to embrace the future of fleet innovation.
The Modern Fleet Manager: Evolving from Tradition
One of the standout shifts in the fleet industry has been the changing role and demographic of fleet managers. Historically, fleet management was largely the domain of those with a technical or mechanical background, often transitioning from roles like mechanics. Today, however, the role requires a blend of strategic thinking, technological literacy, and adaptability.
Mark Stephens, who began his career as a diesel mechanic in the 1980s, highlighted that fleet managers were once appointed based on their technical knowledge rather than strategic expertise. Fast forward to 2025, and fleet management is increasingly defined by data-driven decision-making, sustainability initiatives, and a broader responsibility for operational efficiency.
Modern fleet managers must now navigate a rapidly changing landscape where the integration of cutting-edge technologies like telematics and AI plays a central role. This shift also reflects a growing diversity within the profession, including a stronger representation of women and professionals from non-technical backgrounds.
The Role of Telematics in EV Transition
Telematics has emerged as an indispensable tool for fleet operators, particularly in the context of EV adoption. For those unfamiliar, telematics combines telecommunications and informatics to provide detailed data on vehicle location, usage, fuel consumption, and more.
Stephens underscored the importance of telematics, stating, "I don't know how you can plan for electric vehicles without telematics." The technology serves as the backbone for understanding fleet behaviour, which is critical for determining whether EVs are fit for purpose within an organisation.
By analysing telematics data, fleet managers can:
- Understand driving patterns: Identify routes, distances, and charging requirements.
- Determine utilisation levels: Evaluate which vehicles are underutilised and could be replaced.
- Assess cost efficiency: Compare whole-of-life costs between ICE vehicles and EVs.
- Optimise charging infrastructure: Understand where and how to invest in charging stations.
Overcoming Challenges in EV Adoption
Fleet managers face several barriers in the EV transition, ranging from government policy uncertainty to budget constraints. One recurring theme from the discussion was the disparity between enthusiasm for EVs and the realities of adoption.
1. Government Policies and Stability
Stephens noted the impact of political shifts on EV adoption rates. While some governments have rolled out aggressive emissions reduction targets, others have backtracked due to policy changes or financial constraints. For instance, in Queensland, early momentum for EV adoption slowed following recent elections.
He emphasised the need for governments to focus on infrastructure investment rather than subsidising vehicle purchases, noting that reliable charging networks are key to sustained EV growth. Tasmania was highlighted as an example of a region that has invested strategically in charging infrastructure with a focus on maintenance and reliability.
2. Fit-for-Purpose Vehicles
The lack of affordable, fit-for-purpose EVs, particularly utility vehicles (utes) and other tools of trade, remains a significant challenge in the Australian market. While models like the F-150 Lightning have made inroads, they are often prohibitively expensive for many organisations.
Fleet managers are advised to avoid rushing into EV adoption without ensuring that vehicles align with operational needs. Stephens stressed the importance of data, stating that decisions must be driven by insights into utilisation, journey frequency, and payload requirements.
3. Cultural Change within Organisations
Another hurdle is the mindset of decision-makers who may oversimplify fleet management. Stephens remarked, "The biggest problem is people think running a fleet is just like owning a car. Pay the road tax, service it, and you’re done."
To overcome this challenge, fleet managers must educate stakeholders about the complexities of fleet operations, leveraging data to build compelling business cases for EVs.
The Importance of Strategic Asset Management
A robust fleet asset management plan is essential for navigating the EV transition. Stephens outlined the key components of a strategic plan, including:
- 10-Year Asset Replacement Programmes: These help organisations forecast and plan for future vehicle replacements, incorporating sustainability and budget considerations.
- Whole-of-Life Cost Analysis: Comparing costs over the lifecycle of vehicles to assess financial viability.
- Utilisation Metrics: Ensuring vehicles are optimally used and surplus assets are removed.
Fleet managers were also encouraged to learn from past mistakes. Stephens pointed out that early adopters often purchased EVs based on enthusiasm rather than thorough analysis, leading to underutilisation. Today, he advises a more measured approach: "Just buy one or two vehicles to trial and learn from the experience."
The Role of Technology, AI, and Automation
Fleet management is undergoing a technological revolution. While AI is often viewed as a buzzword, its practical applications in fleet management are growing. Automation can reduce the burden of repetitive tasks, such as scheduling vehicle servicing or managing bookings.
Stephens provided a simple yet transformative tip for fleet managers: use AI tools like transcription software or chatbots to produce monthly fleet reports. By recording key points and feeding them into AI systems, fleet managers can save time while improving communication with senior leadership.
Moreover, integrated systems combining telematics, booking platforms, and key management tools offer a "single source of truth" for fleet operations. This level of integration reduces app fatigue and streamlines processes, allowing managers to focus on strategic priorities rather than micromanagement.
Shared Fleets: A Path to Efficiency
The concept of shared fleet vehicles, or pool fleets, was another prominent discussion point. While not suitable for every organisation, shared fleets can significantly increase utilisation rates and reduce the number of vehicles required.
Stephens estimated that most fleets could reduce their size by 20-25% through better utilisation and policy alignment. However, barriers to adoption remain, especially in regional areas where assigned vehicles are often used as recruitment incentives.
Key Takeaways
- Telematics is essential for EV planning: Fleet managers must rely on telematics to gather data on utilisation, journey patterns, and total cost of ownership.
- Strategic asset management is non-negotiable: A 10-year fleet replacement plan aligned with organisational goals is critical for long-term success.
- Infrastructure matters more than incentives: Governments should prioritise investment in reliable charging infrastructure over vehicle subsidies.
- Fit-for-purpose is key: EVs must meet the operational needs of the organisation, especially for utility and trade vehicles.
- Start small and learn: Trial EVs before committing to large-scale adoption to refine strategies and minimise mistakes.
- Leverage technology and AI: Use integrated systems and automation to reduce manual work, improve reporting, and enable data-driven decisions.
- Consider shared fleets: Pool vehicles can optimise utilisation and reduce fleet size, though they may not suit every organisation.
- Education is critical: Fleet managers must bridge the knowledge gap within organisations to gain stakeholder buy-in for transformative changes.
Conclusion
The EV transition represents an unparalleled opportunity for fleet managers to drive sustainability, efficiency, and innovation. However, success hinges on planning, data analysis, and the adoption of enabling technologies.
As Stephens aptly highlighted, "It’s not just about buying vehicles - it’s about what you’re trying to achieve." By focusing on fit-for-purpose solutions and leveraging telematics, fleet managers can navigate this period of change with confidence, positioning their organisations for a greener and more efficient future.
Source: "How Modern Fleet Management is Adapting: In Conversation with Marc Sibbald" - Smartrak, YouTube, Sep 3, 2025 - https://www.youtube.com/watch?v=jlhjkWOc4rY
Use: Embedded for reference. Brief quotes used for commentary/review.