Why Now is the Time to Rethink Fleet Management.

A few thoughts from Paul Jansen, Executive Director of Fleet Forum.

When we work with aid and development organisations around the world, one trend is impossible to ignore: vehicle fleets are often the second-largest expense after staffing. Managing fleets well has always been important but today, it is even more critical. With funding cuts, tightening budgets, competition increasing, and pressure mounting to operate sustainably, organisations can no longer afford outdated approaches to fleet management.

I believe it is time for a serious rethink.

The Traditional Fleet Model Is No Longer Fit for Purpose

For many years, owning and operating large fleets made sense. It gave organisations control, flexibility, and reach. But today? Ownership is increasingly expensive, resource-heavy, and difficult to justify- both financially and environmentally. The traditional model no longer matches the needs of modern operations. Static ownership ties up capital, creates maintenance burdens, and can even limit an organisation's ability to respond quickly to changing circumstances.

So, the question I am asking our members now is simple: What’s the best way forward?

From Managing Fleets to Managing Mobility

Fleet management isn’t just about moving vehicles, it is about delivering transport services as efficiently, sustainably, and safely as possible. The term "fleet management" itself can sometimes feel outdated. It focuses on the asset when what really matters is mobility: getting people and goods where they need to be, when they need to be there. That is why organisations should start to focus on mobility management, which better reflects the real objectives.

Building a Smarter, Leaner Mobility Strategy

Transitioning to mobility management is not just about swapping out vehicles or adopting new tech –it is about rethinking how transport services are delivered at every level.

A proven framework used by Fleet Forum is Avoid-Shift-Improve. This model prioritises reducing reliance on private vehicle ownership, grounded in the principle that the most sustainable and cost-effective kilometer is the one never traveled.

Policy Changes to Drive Real Results

Another key step I would advise is introducing asset-freeze policies. Rather than automatically increasing fleet size with each new project or programme, organisations can focus on delivering transport services with existing resources, supplemented, when necessary, through flexible partnerships.

These partnerships can take various forms, such as short- or long-term vehicle rentals or participation in vehicle- and ride-sharing initiatives with other NGOs or local providers. Such approaches not only reduce the need for permanent assets but also increase adaptability and responsiveness in rapidly changing operational environments. This approach not only cuts costs but also drives smarter decision-making and improves overall service delivery.

Partnering for a More Sustainable Future

In many cases, partnering with private-sector mobility providers offers a highly effective path forward. It allows organisations to scale their transport needs up or down without the burden of ownership-while also supporting local economies and helping strengthen regional transport markets. However, meaningful collaboration is not a quick fix. Building partnerships that are long-lasting and valuable to all involved requires time, trust, and a shared commitment to sustainable outcomes. It’s through this dedication that truly impactful and resilient mobility solutions can emerge.

Now is the time for humanitarian and development organisations to fundamentally rethink how they manage transport. Transitioning from fleet ownership to mobility management offers a strategic opportunity to reduce costs, lower emissions, and improve road safety, all while building more agile and sustainable operations. This shift won’t happen overnight. It requires commitment, collaboration, and a willingness to challenge long-standing habits. But the organisations that begin this transformation today will not only enhance their operational effectiveness, but they will also secure their license to operate in an increasingly resource-conscious and accountability-driven world.

Paul Jansen,

Executive Director

Fleet Forum