Small fleet operators are managing immense workloads with limited resources, while showing strong enthusiasm for adopting new digital tools to streamline operations and reduce downtime, according to new survey data released by Vehicle Management Systems (VMS).
“Small fleet managers are wearing multiple hats - they’re dispatchers, mechanics, and administrators all at once,” says Dave Prusinski, CEO of VMS. “These results show that the industry is at a turning point. By embracing AI-based automation and real-time data, small fleets can reclaim time, reduce costs, and operate more efficiently.”
Key takeaways:
· Nearly 80% of respondents spend 10– to 30-plus hours per week on fleet management tasks, often well beyond normal business hours, highlighting the strain smaller operators face in managing day-to-day logistics and maintenance.
· Across industries including logistics, construction, delivery, and field services, small fleets are the backbone of the U.S. economy, yet they remain under-supported and overextended. They’re eager for innovation, signaling a major shift toward automation and real-time visibility over the next two years.
· 65% of respondents manage fleet operations entirely on their own, with another 26% supported by teams of just 2-3 people.
· Paperwork and manual recordkeeping (28.5%), along with scheduling repairs or maintenance (23%), are the most time-consuming tasks.
· 77% say manual, repetitive work is a moderate to major burden.
· More than half (54.5%) of small fleet managers perform the majority of their fleet management tasks after normal working hours, underscoring the around-the-clock demands of small fleet operations.
· Downtime and administrative work are tied as the top sources of stress (31.4% each).
· 54% experience frequent or near-constant issues scheduling repairs.
· 52.6% say unplanned breakdowns regularly disrupt operation.
· Among small fleets averaging fewer than 50 vehicles, 41% estimate annual downtime costs between $10K–$50K, while 14.5% report losses exceeding $100K, figures that represent a significant operational hit at this scale.
· 83% are open to adopting new digital tools, and 77% expect to change how they manage fleets in the next 1–2 years.
· 43% are willing to invest $26–$75 per vehicle per month in technology to reduce downtime and automate manual work.
