How many fleet managers does it take to run a fleet? With increasing demands on time, data, and expertise, fleet teams are being stretched in more directions than ever before.
From selecting the right mix of fuel types to managing Electric Vehicle (EV) charging strategies, the modern fleet manager has many components to consider. To learn more about the different fuel types and what might be right for your fleet, read our blog: The Advantages of a Blended Car Benefit Solution.
So, how many people does it take to manage a fleet? And how does it vary depending on fleet type, fleet size, funding model, and operational complexity?
Let’s explore the data behind fleet team structures and uncover insights that can help you benchmark your own operation.
Fleet200: A benchmark for fleet team size
The Fleet200 special report from Fleet News offers a valuable snapshot of how UK fleet departments are structured across different business segments and asset types. On average, a central fleet team consists of 9.4 people, equating to one team member per 344 vehicles. This figure excludes internal workshop staff and focuses solely on centralised fleet management roles.
Fleet vehicle funding models: outright purchase vs. leasing
One of the most significant factors influencing fleet team size is the funding method. This affects the fleet team size because it determines how much of the vehicle lifecycle you manage as a business manages versus what’s handled by a fleet provider. The more responsibility and admin the business retains the larger the fleet team needs to be.
Outright purchase fleets
Fleets that buy vehicles outright tend to have larger teams. On average:
- 15 people manage these fleets, with a vehicle-to-staff ratio of 235.
- For fleets with 1,000+ vehicles, the team size increases to 19.5, or one person per 350vehicles.*
*These fleets often include a higher proportion of vans and specialist vehicles, which require more oversight.
Leased fleets
Leased fleets, by contrast, operate with leaner teams:
- Just eight people on average, managing 381 vehicles per person.
- For fleets with 1,000+ vehicles, the headcount is 11, with each person overseeing 539 vehicles.
This reflects the outsourcing of many day-to-day tasks to leasing providers, reducing the need for in-house resources.
Discover more of the pros and cons, associated costs, flexibility and scalability for both options in our blog: Owning vs an ECOS Fleet.
AFP insights: a broader perspective
The Association of Fleet Professionals (AFP) conducted a similar study, offering a broader view across fleet sizes and funding types. Their findings align with Fleet200 trends but show generally lower headcounts, especially for smaller fleets.
Here’s a breakdown of AFP’s staffing averages:
| Fleet Size | Funded (Leased) | Outright Purchase |
|---|---|---|
|
1,000+ vehicles |
5.25 |
12.25 |
|
500-1,000 vehicles |
3.55 |
8.25 |
|
1,00-500 vehicles |
1.32 |
1.75 |
|
<1,00 vehicles |
0.83 |
1.00 |
These figures highlight the efficiency and productivity of fleet teams, especially in larger operations. Despite handling thousands of vehicles, many teams operate with fewer than a dozen full-time staff.
The complexity behind the numbers
While benchmarks are useful, they don’t tell the whole story. Fleet solution management is far from a one-size-fits-all. Several factors influence team size and structure:
- Fleet composition
- Compan car entitled vsperkdrivers require different levels of oversight.
- Different fuel types have different requirements, such as charging strategies for EVs.
- In-house vs. outsourced functions
- Fleets that insource operations need larger teams to handle procurement, maintenance, compliance, and driver support.
- Outsourced fleets rely on third-party providers, reducing internal headcount but increasing the need for contract management skills.
- Data and technology demands
Modern fleets generate vast amounts of data from:
- Telematics
- Insurance and incident reporting
- Licencechecking
- Business intelligence platforms
Managing this data requires analytical skills, software proficiency, and strategic thinking – often beyond traditional fleet management capabilities.
- ESG anddecarbonisation
Environmental, Social, and Governance (ESG) goals are reshaping fleet strategy. Fleet directors are increasingly involved in:
- EV transition planning
- Carbon footprint reduction
- Board-level reporting
This shift is driving larger, more strategic teams with cross-functional expertise. To read more about fleet sustainability, read our blog: Sustainable Fleet Solution Strategy.
What does this mean for your business?
If you’re a fleet manager wondering whether your team is the right size, consider the following:
- Benchmark against similar fleets in terms of size, funding model, and vehicle type.
- Assess your operational complexity – are you managing specialist vehicles, insourcing services, or navigating ESG goals?
- Evaluate your data needs – do you have the right skills and tools to manage and interpret fleet data effectively?
Ultimately, the right amount of fleet staff is the one that enables your team to operate efficiently, meet strategic goals, and deliver value to your organisation.
How Car Benefit Solutions can help you manage your fleet
At Car Benefit Solutions (CBS), we understand that fleet solution management is more than just numbers – it’s about delivering value, reducing complexity, and supporting your team.
Our approach is designed to help fleet managers:
- Simplify vehicle management through tailored salary sacrifice schemes andEmployee Car Ownership Schemes (ECOS).
- Reduce administrative burden with integrated systems and outsourced support.
- Enhance employee engagement by offering attractive car benefits that align with your company’s values.
- Stay compliant and informed with expert guidance on tax, legislation, and industry trends.
Whether you’re running a small fleet or managing thousands of vehicles, CBS can help you build a smarter, more efficient operation.
Building the right team for the job
Fleet management is evolving, and so are the teams behind it. With increasing complexity, data demands, and strategic responsibilities, fleet managers need the right support – both in terms of fleet staff and expertise.
By benchmarking your team against industry standards and partnering with trusted providers like CBS, you can ensure your fleet is not only well-managed but future-ready. To find out more about how we can help manage your fleet, get in touch today.
Fleet size FAQs
What is the minimum number of vehicles for a fleet?
Typically, a fleet starts at five or more vehicles, as this is when businesses begin to benefit from fleet terms, pricing and management processes.
How many cars to be considered a fleet for insurance purposes?
Most insurers class a fleet as two or more vehicles, allowing them to be insured under one policy.
What is a small, medium and large fleet size?
Small fleet: 5-50 vehicles
Medium fleet: 50-500 vehicles
Large fleet: 500+ vehicles