The average gumball machine typically contains four or five different colors and flavors. And when you drop your quarter in, you’re never sure what you’re going to get.
Mixed fleet quick tips
Mixed fleet managers’ free time lasts about as long as a stick of Fruit Stripe gum, so let’s jump right to some quick advice to keep the uptime bubble from bursting.
A good place to start is eliminating the potential for problems, Mead noted. “For example, keep technicians in consistent lanes or service bays, and batch[ing] similar units together so techs aren’t constantly shifting between asset types is key,” he advised. “If they have to work on a diesel day cab, an electric step van, and a reefer unit all in one shift, that kind of constant switching increases the chance of mistakes.
“But just as important is clear communication,” he said. “It’s not enough to hand over a printed work order—you must ensure every tech understands the priority, sequence, and special considerations before they start.”
Standardization, where possible, is also a valuable approach, Mead noted. “You can standardize PM intervals, inspection sheets, labeling systems, and communication protocols,” he added. “This not only reduces training complexity, but it also reduces the SKUs needed on the shelf.”
Chalam agreed, offering that standardizing asset types by OEM gives mixed fleets “a more organized and manageable feel.”
Angelo Cinquegrana, VP of operations for Amerit Fleet Solutions, said there are four main ways to maximize repair and maintenance efficiency in a mixed fleet.
The first is knowing your techs’ strengths and weaknesses. For instance, be aware that an ‘A’-level diesel tech can handle light-duty jobs, but that light-duty tech is likely not suited to work on heavy-duty equipment, he said.
When prioritizing who should tackle what, Cinquegrana said, “For most fleets, any DOT items or anything affecting route readiness is priority—and those jobs should get your best people assigned to handle them.”
And make sure those assigned have experience with the particular components and systems due to slight differences between OEMs. Mead said even oil changes can trip a fleet up if techs don’t know enough about what they’re working on. For instance, some techs may change the oil and fuel filter at the same time to save time. For engines that don’t have an electronic fuel injection pump, you have to prime the fuel system first, though.
“If you don’t, you risk running the engine dry of oil while trying to re-prime fuel, which can lead to significant damage,” Mead warned. “That kind of failure isn’t immediately obvious—it shows up later as a bearing or top-end issue.”
Secondly, watch your staff scheduling. “It seems fundamental, but we see situations where a tech is scheduled for a day shift for vehicles that are supposed to load out at 6 a.m.,” Cinquegrana said. “Not having a tech scheduled to cover startup leaves the fleet exposed to increased downtime if there is a problem.”
The other two cover parts management and tools. The quick tips here are to “ensure you have min/max levels set for frequently used parts” and always have the right diagnostic equipment available.
“Typically, there are tools that will cover everything, but it’s not cookie-cutter, and every once in a while, there is a situation where a certain diagnostic tool doesn’t connect to a certain type of vehicle,” the Amerit executive explained. “Having all the tools needed for comprehensive maintenance sounds rudimentary, but it is often overlooked and can cause increases to outside spend and downtime.”
Organizing your PM program
As mentioned, when feasible, standardize what you can, when you can. But when that’s not possible, customize your preventive maintenance programs according to the specific needs of each asset type, where each unit goes, and what it does. This could be based on OEM recommendations or the asset’s service and inspection history.
“For blended fleets with a complex mix of vehicles, we always recommend building a PM program that takes into account the asset class, duty cycle, routes, location, operating conditions, and routine service downtimes for each group of vehicles,” said Bob Brauer, chief commercial officer at Amerit Fleet Solutions. “Breaking the fleet into these categories allows fleet managers to be more predictive and proactive with their preventive maintenance requirements.”
Using a tiered PM schedule that considers class and usage is also important, noted Ricky Bains, VP at Kooner Fleet Management Solutions.
This should not be static, but change based on new real-time health data from the trucks and defects reported by the drivers. Bains noted digital DVIRs and maintenance audits can aid in this respect by helping standardize inspections and stay compliant with FMCSA and DOT regulations, while also catching things you might miss.
“Regular maintenance audits identify trends, reduce downtime, and optimize fleet performance across all asset types,” he explained.
You could try to do this all manually on spreadsheets, but a better modern solution is to utilize a centralized dashboard to consolidate and aggregate vehicle and maintenance data.
And there are so many fleet management platforms available to connect your telematics and maintenance data, that one is bound to fit your fleet size and budget. For PM scheduling alone, they are invaluable tools.
“[Maintenance management platforms] allow you to create custom service reminders based on parameters like mileage or engine hours,” Fleetio’s Chalam said. “Furthermore, data visibility and reporting capabilities offer insights into maintenance costs and downtime and can shine a light on overdue maintenance to help optimize operations.”
Plus, they allow you to utilize your valuable fleet vehicle health and fault code data to get ahead of future problems with predictive maintenance and to schedule PMs based on real-time data, not on general recommendations.
“Data source integration and synchronization, regardless of the number of vehicle types, are critical to ensuring timely diagnosis, repairs, and usage versus schedule-based service management,” explained Jim Gripp, sr. director of product management at Powerfleet.
In short, the ability to analyze your mixed fleet’s real-time health and diagnostics data allows you to flag issues earlier to “ensure timely service, reduce downtime, and extend the life of vehicles across diverse fleets,” according to Mike Quimby, chief operating officer at Kooner Fleet Management Solutions.
To reiterate, though, effective service tracking and scheduling requires a comprehensive maintenance plan based on specific vehicle type, application, and location.
“A well-established PM schedule covering inspections, fluid changes, tire rotations, and more can catch issues early,” said Jenn Dixon, VP of maintenance technology at Ryder. “Also consider mobile and on-site maintenance options to ensure consistent performance.”
[Editor’s note: Remember that as difficult as it is to manage all these PMs, it is tougher to complete them. When your vital techs need a few days off this summer, consider using capable mobile techs to fill in at the shop. That will help keep uptime stable and show employees you have their back, which goes a long way in retention efforts.]
Avoiding a parts mix-up
To manage parts inventories for mixed fleets, Ricky Bains, VP at Kooner Fleet Management Solutions, recommends using a centralized system across all vehicle types. “That maintains accurate records, which allows for demand forecasting to help predict part usage, ensuring the right inventory levels,” said Chris Brooks, operations director at Kooner Fleet Management Solutions. “It can categorize parts by vehicle type for easy access and facilitate collaborating with parts providers. These strategies improve fleet uptime and inventory management while avoiding excess stock and ensuring the right parts are on hand when needed.”
Consolidating oil and grease products should make things easier in the shop as well, noted Brandon Thompson, product manager at CITGO. “That can help improve inventory tracking by allowing for the ability to have fewer items,” he said. “At the same time, high-quality lubricants across diverse fleets may allow for the extension of drain intervals with oil analysis.”
There’s another very good reason: Eliminating possible mistakes, as TA's Mead first advised. He recalled about 20 years ago when the industry transitioned to the PC-10 diesel engine oil designed for the newer emissions systems.
“I remember fleets mixing old CI-4+ oil with the newer CJ-4 (PC-10), thinking it was no big deal,” he said. “But that misstep caused aftertreatment issues and premature wear, especially in engines designed specifically for the newer spec. That moment drove home how critical it is to educate teams on what’s inside the bottle, not just what’s on the label.”
For mixed fleets overall, effective parts inventory management ensures uptime and cost control, Ryder's Dixon related. “Develop and enforce SOPs for purchasing, storing, and tracking parts,” she advised. “Maintain a centralized database of vehicle specs to simplify parts sourcing and long-term planning.
“Use data-driven systems to track parts usage, forecast demand, and automate replenishment,” Dixon continued. “You can also use location-specific parts data to maintain optimal inventory levels and prevent costly delays.”
Managing parts inventories for mixed fleets requires systematic tracking to ensure parts availability while maintaining cost control, or, rather, controlling overhead, Fleetio's Chalam said. This can include using a fleet solution with inventory management features to set reorder thresholds or using negative inventory reports to catch discrepancies.
“But the first step is to establish optimal inventory levels, which can be done through inventory movement reports or historical cycle counts for those still tracking inventory manually,” Chalam said. “Knowing how much of what you need, in addition to movement trends, can help inform you of optimal reorder levels so you’re not caught high and dry when an asset goes down.”
“Many fleets also use local parts stores to supply their inventory, which can add a level of insight, such as purchase histories,” Chalam added. “That information can then be used to spot trends around purchase date, quantity, and price.”
Enhancing technician skillsets
Keeping up with all the ins and outs of a mixed fleet naturally will require a mix of training options that are both scalable and flexible, said Greg Morrison, sr. director of learning & development at Amerit Fleet Solutions.
Various formats to consider include:
- Traditional classroom training
- Modular, self-paced learning/online modules
- Assessments
- Hands-on
- Training from OEMs/vendors
“All of these tools support ongoing professional growth and align with key certification goals, Morrison said. “Ultimately, it’s not about one-size-fits-all; it’s about delivering the right training, in the right format, at the right time.”
And getting the right mix of training will ensure techs have the diverse skills to keep up with fleet demands, Dixon pointed out. Key training elements at Ryder, for example, include OEM-specific training to stay current with diagnostics, tools, and procedures, and providing technicians with access to digital libraries, technical bulletins, service manuals, and diagnostic guides to stay sharp and efficient.
Ryder does use a blended learning model that includes classroom, virtual, and self-paced learning “to ensure technicians build both theoretical and hands-on skills,” Dixon said.
Citgo’s Thompson agreed, adding that as the trucks evolve, techs must keep up. “Certification programs can also be used to set a clear baseline for technician skill levels, and training schedules should be recurring to keep pace with new technologies,” he said.
Making time for training not only benefits shop KPIs such as standard repair time and accuracy, but also improves the chances a tech will stay put.
“Industry certifications, like ASE, are valuable not just for training and skill development, but also for employee engagement and career growth, which often translates to retention,” Fleetio’s Chalam said. “At the same time, open communication fosters feedback and strengthens training outcomes, enhancing technician competence and fleet efficiency.”
Making the right choices
The choice of maintenance structure is also key to providing effective service for mixed fleets. Brauer, for example, noted that if a fleet is selecting a supplier for maintenance services, choosing a single-source provider with national reach will reduce complexity.
“It will also bring standardized practices across your footprint,” Brauer said, “as well as reduce expensive third-party spending, speed communications, and enhance visibility and control. Providers can also go one step further by tailoring services and shifts to suit the fleet and its duty cycles and routine downtimes, ensuring minimal interruption to operations.”
To maintain performance and minimize downtime in mixed fleet operations, a strong PM program is essential, noted Chalam. “Fleet solutions can often play a pivotal role by enabling compliance tracking and data analysis while providing customized inspections tailored to specific asset types to enhance readiness and, by extension, productivity,” he said. “Another option for fleets with limited shop availability would be balancing in-house and third-party maintenance, which can help fleets address services based on repair priority, ensuring efficient use of resources.”
Whatever approach you choose, remember that successfully managing a mixed fleet takes a mixed maintenance strategy—one that combines the right technology, tools, and training. And just like if you’re trying to get a certain flavor of gumball, it might take more than one attempt.
And don’t forget that stable leadership is what will make all the investments in time and money stick together.
“Structure, communication, and visibility are just as vital to the workday as wrenches and sockets,” Mead concluded. “A diverse fleet doesn’t have to be a liability if you bring structure to the chaos.”
