A new benchmarking survey by the Association of Fleet Professionals (AFP) provides probably the most serious attempt yet to answer the question of how many people are required to manage a fleet.
It includes responses from 118 organisations that together control 118,000 cars, vans and trucks, and the number of full-time employees (FTEs) they employ.
The quantity and types of vehicles each fleet operates, as well as acquisition method, vehicle type and which associated fleet responsibilities are managed in-house, are also covered in the methodology.
Lorna McAtear, vice chair at the AFP, said: “As fleet managers struggle with increased workloads and managing resources, how many people should be managing a fleet is a question that comes up time and time again amongst AFP members, and the information we have compiled indicates why it is so difficult to answer.
“For example, if you look at the responses we have received, fleets with two FTEs in the fleet team range in size from 633 vehicles to 5,300, which is a considerable difference. However, there are good reasons for this variance, with the biggest fleet having a large number of cash allowance drivers.
“There are many other instances of this kind of diversity in our research, serving to illustrate both the significant value of this new data, but at the same time, underlining the difficulty of using it to produce usable benchmarking figures.”
Despite this complexity, credible headline averages have been created. As expected, these show a strong relationship between fleet size and FTEs employed, although there are numerous data points outside of this formulaic relationship that underline the number of factors at play.
Especially, the in-house and outsourcing mix, and vehicle types within the overall fleet, have a strong impact. For this reason, the results are separated by funding method and fleet size, and a weighting is applied to the fleet type – salary sacrifice, cash allowance, company car, LCV and HGV.
For a mega fleet of more than 1,000 vehicles, the average number of FTEs is 5.25 for externally funded fleets and 12.25 for outright purchase. For a large fleet of 500-1,000 vehicles: 3.55 funded and 8.25 outright purchase. For a medium fleet of 100-500 vehicles: 1.32 funded and 1.75 outright purchase. Finally, for small fleet of 100 vehicles or less: 0.83 funded and 1.00 outright purchase. More detailed figures are available to AFP members by downloading the report from the AFP web site.
Lorna said: “It’s important to stress these results are very much a reflection of the 118 fleets who responded to our survey but the figures appear to us to feel broadly representative. Generally, fleets within the AFP that depart significantly from most of these averages have their own particular demands and requirements.”
Working collaboratively could help fleets contain rising vehicle repair costs, a meeting of the Association of Fleet Professionals’ (AFP) Megafleets Committee heard this week.
David Bartlett, head of AA Accident Management, said car and van operators should aim for greater cooperation between all parties with a stake in repair processes, including bodyshops, insurers, brokers, vehicle leasing companies, accident management providers and more.
He said: “The list of cost pressures is long. Some are global – the latest is the recent growth of tariffs on core materials such as steel – and we also continue to see the impact of wars, Covid and Brexit on supply chains. Other issues are more local – rising labour costs, ongoing skills shortages and rapid UK growth in electrification. All of this is happening while the number of repairers has fallen by about two-thirds since 2019, too, affecting capacity.
“However, steps can be taken to create a higher level of control over costs and working collaboratively is probably the most important. If everyone involved in the repair process has a better understanding of mutual needs and challenges, opportunities can be identified to introduce cost control, as well as to increase service standards. It’s all about dialogue.”
David was invited to present to the Megafleets Committee because of growing concerns around repair costs. Especially, AFP members raised the issue of insurers being more likely to declare electric vehicles (EVs) a total write-off because of the shortage of technician skills and concerns around battery handling.
David said: “Part of the collaborative approach is to push back if you are unhappy with what the insurer is doing. If you believe an EV write-off is unfair or inappropriate, gather information and talk to your insurer and broker to see if another, hopefully lower cost, solution can be identified. After all, you are the customer.
“When it comes to EVs, an important point can be to consult your partners about the vehicles you are acquiring. There are quite large differences when it comes to parts accessibility and the availability of repair skills, and these can have an impact on not just repair costs but lead times, and the days or weeks spent in the bodyshop.”
Technology was another potential solution to controlling repair costs, he added, through the adoption of both well-established and cutting-edge products.
“Dashcams and telematics aid understanding of accidents and fleets that aren’t using them should doubtless consider doing so but you can also use artificial intelligence to gather information from drivers. Instead of a standard online incident form, a more advanced approach means each subsequent question builds on the driver’s previous response. It makes effective gathering of appropriate data easier and allows us to triage the repair.”
Paul Hollick, chair at the AFP, said: “The Megafleets Committee represents our very largest operators and several of them have been highlighting the issue of rising repair costs in recent months. It’s an area of fleet where expenditure seemed to start to rise following the pandemic and, while increases have slowed, has not really plateaued since.
“Hearing guidance from experts such as David provides new ideas on controlling these costs, and the committee is an important forum for AFP members to share ideas that are proving effective. As ever, being part of our association allows fleet managers to access the latest, most innovative thinking in all areas of our industry.”
Fleets need a “Plan B” to cover how they will react if critical services are withdrawn, says the Association of Fleet Professionals (AFP).
Paul Hollick, chair at the AFP, said there was a need to consider contingencies that addressed potential issues including supplier failures or sudden changes in their corporate strategy.
“This is something that has become more pertinent for fleets as a result of several high-profile developments over recent years and arguably, is becoming more of a problem.
“Currently, several members are affected by the decisions of BP Business Chargers and JustPark to withdraw from the charging solutions sector. Those businesses are financially sound, of course, but there is also the possibility of companies going under, as we’ve seen with cases such as Prohire, Rivus and Newtown Vehicle Rentals.
“These situations can cause immediate and ongoing disruption to essential fleet services. For example, rental vehicles may be recovered without notice, leaving drivers and goods without transport – or risk management may be affected because of the removal of access to service, maintenance and repair providers.”
Fleets could find themselves looking for new suppliers for critical services in a limited timeframe, he said, creating substantial pressure and meaning important procurement decisions were made in less-than-ideal circumstances, often leading to longer-term issues.
“This is really where the need for contingency planning is most apparent. If a dozen drivers are calling you simultaneously because garages won’t release vehicles that have been serviced under a maintenance provider that just called in the receivers, it’s very useful to be able to reach for a structured document designed to handle such a situation.
“We’re finding our members are increasingly interested in creating a formal ‘Plan B’ of this type to cover key services, including everything from short-term measures that keep your fleet safe and mobile, through to maintaining relationships with suppliers who could deliver an alternative provision. It’s not a huge task when integrated into your day-to-day fleet management but could prove a godsend if an issue arises.”
Paul said that, as ever, being part of the AFP was highly beneficial in terms of researching financial or strategic issues affecting suppliers.
“Any competent fleet manager will have attempted to pre-empt issues of this type by thoroughly assessing supplier viability before signing any contracts. However, even businesses that pass these tests can fail and anyway, it is much more difficult to anticipate the kind of strategic decisions that see suppliers withdraw from providing fleet services.
“This is where the AFP has a role to play. It can be invaluable to spend time talking to other members about their experiences with a supplier you are considering partnering. One of the key functions of the association is the sharing of information and our members have often identified issues with a supplier before they formally go into receivership or make big shifts in corporate strategy. It’s relatively rare these developments come as a surprise to us.”
A new government consultation on the adoption of driverless passenger vehicles announced this week is likely to have wide-ranging implications for the future of fleet risk management, says the Association of Fleet Professionals (AFP).
The consultation covers taxis, buses and other passenger carrying vehicles, and is planned to lead to limited trials next year ahead of a wider implementation as part of the Automated Vehicles Act in 2027.
Paul Hollick, chair at the AFP, said: “Relatively few of our members are involved in operating passenger carrying vehicles but this consultation will still be of huge interest because it represents the first wave of driverless vehicle adoption in the UK, something which will probably have repercussions for all vehicle operators in the future.
“The scope of the exercise is quite wide ranging, looking at what the consultation describes as the challenges and benefits of driverless vehicles. Its outcome and the subsequent trials could directly impact on whether, for example, these vehicles must always be used with a remote safety driver or allowed to operate entirely autonomously.
“Issues such as this will in the medium-term probably have significant ramifications for our members in both operational and risk management respects.”
The consultation could help to establish general guidelines that affect all fleets in the future, he said.
“This is technology that has potential applications for everyone from panel van to benefit car fleets and the phase we are now entering will probably determine core expectations about safety, competence and utility. It could well define some important baselines.
“There are very big questions to be answered from a fleet risk point of view, that we may now start to see resolved. At the most fundamental level, fleets will want to know whether it is safe to put employees in driverless vehicles, how it affects the risk of injury to them and to other road users, and how their insurers will view its adoption?”
Paul said it was important to remember the consultation was not about the actual safety of specific driverless vehicles. Instead, this was a factor already included in the Automated Vehicles Act, requiring self-driving vehicles to achieve a level of safety that matched competent and careful human drivers.
“We hear a wide range of views from across the AFP about this technology and are sure that our members will make submissions. Some are excited about its potential and keen to try it out. Others point to poor experiences with current semi-autonomous driving systems on their existing fleet and are extremely sceptical.
“However, the government announcement expresses a high degree of confidence following test programmes that have been taking place since 2015 and, with trials now only a year away, we should start to build up a detailed picture quite quickly.”
The consultation is open until 28th September 2025 and fleets can give their views online at https://www.gov.uk/government/consultations/automated-passenger-services-permitting-scheme/automated-passenger-services-aps-permitting-scheme-consultation.
A move to the British Motor Museum in Gaydon has been announced for the third annual AFP Expo, being held on 10th September by the Association of Fleet Professionals (AFP).
The event, sponsored by Ayvens, is designed to create opportunities for AFP members – plus their colleagues and peers from across the fleet sector – to network, learn and collaborate.
In addition to an exhibition area where fleet support provider members can showcase what they are offering to fleets, there will be a series of round table discussions where delegates will have the opportunity to ask questions, share insights and hear what industry leaders, experts and innovators have to say on salient topics.
Matt Hammond, vice chair at the AFP, said: “The premise of the AFP Expo is to gather our members together in order to share challenges, insights and solutions. We aim to make the day as productive as possible, giving delegates the opportunity to access people, information and services that can help them with current fleet management issues but also update them on future opportunities.
“The overall aim is to enable useful, practical conversations to take place.Topics included in the programme are directly based on the suggestions of attendees, something that makes the event highly responsive.
“Attendance has grown year-on-year and the AFP Expo is now established as one of the highlights of the fleet calendar. This expansion is very much part of its move to the British Motor Museum, which we now see as the home of our events.”
Matt added that there was an open invitation for non-AFP fleet professionals to attend to enable them to get a flavour of the AFP’s activities.
“The AFP Expo is at least partially a shop window for what the AFP offers and anyone who plays a role in the running of their company’s fleet is welcome to come along, find out about our organisation, and hopefully recognise the huge advantages of joining.
“We’d also like to thank Ayvens for their support this year. Sponsorship of this kind helps to make events such as the Expo possible.”
Registration for the 2025 AFP Expo is open at www.theafp.co.uk/the-afp-expo-2025/.
Matt Neale and Aaron Powell have been appointed as new board directors at the Association of Fleet Professionals (AFP).
Both were elected as additions to the AFP’s existing 14-strong board following voting by members from more than 20 candidates.
Matt is head of fleet and mobility at Platform Housing and is current Fleet News Fleet Manager of the Year. He has more than two decades of experience in the sector, having previously held key roles at BT Fleet, Fraikin, NCP, Masterlease and Lombard Vehicle Management.
He is also actively involved in the AFP as a trainer for the Fleet Academy, and is leading on the organisation’s efforts towards a formal apprenticeship standard for the fleet sector.
Aaron has been involved in the fleet industry since the 1980s and is today fleet and logistics director at Speedy Hire. He has also held roles at NRG Fleet Services, Arrow XL, HSS Hire and Speedy Asset Services, and was Fleet News Fleet Manager of the Year in 2024.
Paul Hollick, chair at the AFP, said: “The AFP is experiencing continued growth both in its membership and the scope of its activities, which is why we are boosting the size of the board with these appointments.
“We’re very pleased to welcome Matt and Aaron to these new roles. Both are already popular and respected figures within the AFP and we are sure their knowledge, experience and expertise will be valuable assets to the organisation.
“Being an AFP board member brings the opportunity to make a genuine difference to our sector, becoming involved in everything from raising standards and launching new projects, through to campaigning on key issues and providing advice to individual fleet managers. We are sure Matt and Aaron will find it deeply rewarding.”
New industry standards are needed to tackle increasing issues arising from daily rental recharges made to fleets, says the Association of Fleet Professionals (AFP).
Members of the industry body were widely reporting what they believed were excessive bills for vehicle damage and late servicing, said chair Paul Hollick.
“This is an area where there has always been some inevitable friction between fleets and daily rental companies but our view is that there has undoubtedly been rising frustration during the last couple of years – and it appears to be worsening.
“At the heart of this lies what is seen as an unbalanced approach to inspections. A common complaint is that the handover process on delivery involves only a quick look at the car or van, while examination on collection is much more detailed and often identifies damage that may well have already been present.
“There is also a sense that when a vehicle on longer term rental needs servicing, efforts made to notify the fleet or driver are minimal while charges made for a late service are sometimes extreme. Although we understand there can be strong penalties invoked by manufacturers for neglected maintenance, we know of one bill for £4,000 for a missed service, which is difficult to justify.
“At least one AFP member employs two people full time largely to deal with damage and servicing recharges of this kind from daily rental companies and they successfully fight claims often running into tens of thousands of pounds every month. This seems to us indicative of daily rental processes that really need re-examination.”
Paul said there were several longer-term factors that could help explain the trend and the resulting potential for disagreement.
“There’s been a big shift for rental fleets since Covid towards operating longer replacement cycles. This means inspection processes once applied to nearly new vehicles are now being used on those that are much older. We hear stories of the doorsills being inspected for small scratches on well-used vans that have been in service for many years and recharges attempted. More allowances need to be made for wear and tear on vehicles of this type.
“Similar issues apply to maintenance. The previous fast-cycle model meant many daily rental fleets rarely had to deal with MOTs or servicing – the vehicles just weren’t generally old enough to need them – and processes for dealing with these key issues are still relatively new and sometimes variable in terms of quality and effectiveness.”
Paul said that the AFP had started engaging in conversations with relevant organisations to discuss how formal industry standards could be amended in light of these concerns.
“Daily rental is an essential service for many of our members but there is a high level of ill-feeling around the whole issue of recharges at the moment. Many fleets feel that they are effectively being forced into paying unfair recharges and having to spend much too long fighting them.
“They want to see an improvement in the situation and in initial discussions with industry bodies, it appears a positive approach is being taken to the concerns raised. Our hope is that this will lead to improved best practice guidance in the industry that will quickly have a positive impact on real world fleet experiences.”
Fleets should take a “proportionate” response to cyber security concerns that are currently being raised around company cars and vans, says the Association of Fleet Professionals (AFP).
Recent press reports have highlighted the potential of vehicles to be hacked and used for spying and espionage, with electric vehicles (EVs) and models from China highlighted as areas of special concern.
Paul Hollick, chair at the AFP, said there were undoubtedly issues that needed to be addressed but they probably affected only a relatively small number of fleets.
“Can vehicles equipped with multiple cameras, microphones, lidar and their own internet access potentially be used to gather information in a hostile manner? The answer to that is yes. However, we have no knowledge of this ever having happened and this is a subject where it is easy to stray into sensationalism.
“We have members who work in government, in critical infrastructure, in defence and in the military who have concerns in this area and take a range of precautions. For example, some have adopted guidance about where cars can be parked in relation to sensitive facilities they are visiting.
“To us, these actions seem sensible. These are sectors with a heightened awareness of cyber security and which have good reasons to be very careful. They will also tend to have rules governing when and where personal mobile phones can be used, and the risk presented by the latest cars is not dissimilar.”
However, Paul said, the dangers for most fleets were very limited and the need to take action probably unnecessary.
“Our feeling is that fleets should deal with this in a proportionate manner. If you are working in an industry where security is perceived as a less critical issue and are serving a similar customer base, then the possibilities of a problem arising are almost certainly slight.
“The concentration on EVs is probably unfair. Because they are new and tend to be among the most advanced vehicles on the road, electric cars and vans will be better equipped with the kinds of cameras and microphones that present risk, but there is no practical experience to suggest that they bring a higher level of jeopardy.”
Paul added that several AFP members had extensive experience of vehicle cyber security and were happy to share their best practice ideas.
“Among our membership, we have fleets operating into almost every sector of UK government and industry, and many of them have been considering this issue for several years. They are a valuable source of advice and help and crucially, can offer support on both assessing risk and the appropriate precautions to take.”
A supplier has been named by the Association of Fleet Professionals (AFP) for a “game changing” new platform allowing the industry body’s members to share their electric vehicle (EV) charging facilities on a nationwide basis.
Technology start-up Evata was chosen following a competitive tender that lasted several months and will deliver technology that allows AFP members with spare depot and office charger capacity to offer their facilities to others within the organisation.
The decision was taken by 19 organisations who are part of the AFP’s shared charging committee, launched at the start of 2024.
Paul Hollick at the AFP, said: “The shared charging committee was born out of AFP research that showed six out of 10 members were interested in shared charging. We spent much of last year establishing whether such an arrangement was viable and how it would work – examining everything from booking and availability to pricing and health and safety.
“Having created a framework, we began talking to suppliers late last year and following a detailed and thorough process, are very pleased to be working with Evata. They have the expertise, knowledge and enthusiasm to deliver a game changing platform that will bring new possibilities for fleets seeking reasonably priced, convenient charging.”
The Evata technology will be made available for AFP members through an online portal, while drivers will be given a self-serve mobile app for use when accessing shared infrastructure..
Paul at the AFP added: “One of the factors that impresses us about Evata is their mission to ‘make electrification affordable’ for fleets, working alongside businesses adopting EVs for the first time to ensure they can economically access the infrastructure required.
“In many ways, the work we are undertaking with them reflects this thinking and we are looking forward to getting the shared charging project moving and delivering for members.”
Shakeel Ali, co-founder at Evata, said: “We’re really excited to be working with the AFP on this platform. It means that in addition to home, work and highway charging, fleets will now have access to a fourth channel through which to power their EVs.”
The AFP is looking to add more fleet operators to the shared charging service, both potential charging providers and users. Anyone interested in obtaining further information – members or non-members – should contact [email protected]. Details are also available on the AFP website – www.theafp.co.uk.
The growing profile of the fleet manager was the theme of yesterday’s fourth annual conference of the Association of Fleet Professionals (AFP)
Taking place once again at The British Motor Museum, Gaydon, it attracted over 250 members and was sponsored by Enterprise Mobility and Ayvens.
The event featured four panel discussions, a keynote speech from the Office for Zero Emissions Vehicles, a live interactive session about fleet roles for the future and an AFP Academy certificate and awards ceremony, celebrating members who have recently gained accreditations from the AFP Fleet Academy.
Opening the conference, Paul Hollick, chair at the AFP, reported the industry body’s membership had increased by a substantial 28% in the last 12 months to almost 1,800.
“Our abilities and experiences as fleet managers have never been more important to companies. This is a profession that is booming and it’s crucial for organisations today to have access to high quality fleet skills.
“We see the priorities for the next year as helping fleets with decarbonisation, cost containment, increasing use of technology, new manufacturer market entrants, the rise of mobility, and advances in autonomous vehicles. All of these bring new challenges and we aim to support our members in meeting them.”
The first panel session of the day was titled, “Fleet Administration – It’s More Than Just Licence Checking”. Moderated by AFP board director James Pestell, it featured Andy Bland of Enterprise, Dale Eynon of DEFRA and Keelie Fleet of Altrad.
James said: “This might not seem like the most glamorous topic but is business critical. Fleet administration used to be a simpler task but has become increasingly complex and fast moving.”
Dale added: “We see the administration team as the beating heart of our fleet. They handle 220,000 financial transactions and 20,000 incoming e-mails every year, as well as dealing with compliance, taxation and more. Getting all of this right is difficult but crucial to keeping the fleet on the road.”
Moderated by AFP board member Martin Evans, the second panel session of the day was “Keeping Fleet Relevant – Driving Change in More Ways Than One”, and included Matt Neale of Platform Housing, Martine Smith of Phoenix Distribution, Lindi Tembha of Weetabix and Emily Tunnard of Ayvens.
Martin said: “Many businesses now outsource large parts of their fleet administration and management, and some even want to absolve all of their fleet responsibilities to a third party. Our experience is that complete outsourcing doesn’t produce optimum outcomes, and maintaining some kind of in-house fleet function is crucial to getting the best out of suppliers.”
Lindi explained that outsourcing needs varied widely across different organisations and it was crucial to avoid a one size fits all approach.
“At a basic level, a fleet that is primarily an employee benefit tool is very different from one that is a tool to support the operations of a business. Suppliers need to understand the fundamental distinctions between these operations and adapt accordingly in key respects, from methods of delivery to the metrics used to measure outcomes.”
Panel session number three, moderated by AFP board member Lorna McAtear, was titled “AI in Fleet – Data Driven Decisions” and featured Chris Endersby of Samsara, Fabrizio Margaroli of Allstar, and Richard Nimbley of Geotab.
Lorna said: “It feels as though fleets have more questions than answers about AI. They want to know how it differs from the technology they were using five years ago, and what it is likely to be able to do in five years. They know there is potential but they need guidance on exactly how it is likely to be able to help them.”
The final panel session, “New Legislation and the Impact on Fleets in General” was moderated by AFP board member Ric Baird and included Michelle Gardner of Logistics UK, Matt Hammond of Altrad, Alison Moriarty of Beverley Bell, and Harvey Perkins of HRUX.
Ric said: “There are a number of new pieces of legislation and regulation coming that will potentially affect fleets in the next 18 months or so, ranging from revisions in taxation through to the impact of US tariffs on UK companies. Operators need to know about these and may need to take action to mitigate their effect on company vehicles.”
Harvey added: “Probably the biggest changes concern PHEVs. The new benefit in kind table unveiled at the last Budget means that driver tax on these cars will rise dramatically from April 2028 but there is also the current EURO6e-bis consultation to consider. This could mean that emissions figures for PHEVs already ordered and delivered towards the end of this year may increase, potentially substantially.”
Members who had recently completed AFP Academy courses were recognised with the creation of six new fellows – Russ Boulton of Ayvens Charlie Dix of Lex, Matthew Hammond of Altrad, Matthew Neale of Platform Housing, Rob Simister of Centrica, and Joanne Turnor of Lex – who had all completed the Advanced Fleet Vehicle Management course.
AFP Academy Awards were also given to standout candidates Lisa Malone of Aon for the Strategic Online course, Scott Simpson of Anglian Water for the Strategic Classroom course and Russ Boulton of Ayvens for the Strategic Advanced course.