If your fleet is relatively small, but you want the same efficiency as the big time operators, then you need to change your thinking and do what the big fleets do. According to John McDonnell, it's just that simple.

McDonnell manages a 300-vehicle fleet for Cerberus Pyrotronics in Florham Park, NJ, and practices what he preaches. To good effect, McDonnell uses the same cutting-edge techniques that are employed by managers of major fleets. He learned those techniques as an account executive for US Fleet Leasing (USFL) and hired on at Pyrotronics when the USFL office relocated.

Pyrotronics Acts Like a Big Fleet

Pyrotronics is a manufacturer and installer of smoke and fire alarm systems, catering to a variety of customers, including high-rise office buildings. As a result, McDonnell's fleet mix reflects this diversity. It's composed of 110 minivans, 140 small trucks, and 160 cars - certainly not the largest fleet in the country, but it's managed like it is.

And like the big fleets, McDonnell retains the administrative functions, but outsources leasing, maintenance, and remarketing to his primary vendors: USFL and Lease Plan USA.

Some flexibility is built into most of these programs, but there is no give when it comes to motor vehicle record (MVR) checks. USFL pulls an MVR on all drivers before they get behind the wheel - and periodically, thereafter. McDonnell uses a template to spot new hires who qualify as high-risk drivers, then forwards the data to human resources for a decision.

McDonnell also tries to standardize vehicles, relying on a consistent supplier network. He uses primarily the same vehicle manufacturer each year, then has the vehicles drop-shipped to an upfitter, which produces a consistent look to the fleet in both style and design.

Such consistency also plays a big part in cost containment for small fleets, particularly those using trucks. As a rule, trucks do essentially the same job in Maine as in California (Pyrotronics has operations in both locales). And yet, while there are differences in weather and local business trends, those differences are too insignificant to justify specialized vehicles for Pyrotronics. Besides, sticking to tried-and-true specs for extended periods can save thousands in administrative time.

Such lessons have come to McDonnell through listening to people who have been down these fleet roads before. He said, "Make your contacts within the fleet industry and that'll open a lot of doors. If you're dealing with professionals on a regular basis you'll learn plenty - and keep right on learning."