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Episode 220: Motor Pools Are Back: Right-Size Your Fleet Without Breaking Operations
Motor pools are making a comeback, and not as “loaner cars,” but as true internal rental programs that help fleets cut costs while improving access and availability. Marc Canton sits down with Tony Yankovich to break down what’s driving the surge (hint: utilization and right-sizing), how to spot the “shareable” vehicles hiding in plain sight, and why timing-of-use matters as much as total miles.
They dig into real-world examples, like seasonal sharing of heavy equipment, and a university’s surprising lesson on vehicle selection (recruiting demands don’t fit in a basic SUV). Plus: the policies that make or break adoption, how to keep pricing simple, what fees actually change behavior, and why you should size to ~80–85% demand with a rental backfill plan for peak days.
If you’re motor-pool curious (or your loaner program is chaos), this is your blueprint.
Key Takeaways
1. Motor pools are evolving into internal “rental programs.”
Modern motor pools aren’t just spare or loaner vehicles anymore. When structured well, they function like an internal rental operation: employees reserve vehicles when needed, use them, and return them, maximizing utilization while reducing unnecessary fleet ownership.
2. Utilization (not total fleet size) is the real optimization lever.
Many fleets carry “just-in-case” vehicles that sit idle most of the time. By analyzing when vehicles are actually used (not just how many miles they drive), fleets can identify vehicles that could be shared instead of permanently assigned.
3. Timing of demand matters as much as demand itself.
Two departments may both need vehicles frequently, but if they need them at different times of day, week, or season, a shared motor pool can serve both groups with fewer vehicles.
4. Seasonal and situational sharing unlocks hidden capacity.
Heavy equipment, specialty vehicles, or seasonal-use assets are often perfect candidates for shared fleet pools. When departments coordinate access, fleets can avoid purchasing equipment that only gets used a few months each year.
5. Right-size the pool to about 80–85% of demand.
Trying to cover 100% of demand usually leads to over-ownership. Instead, fleets should size motor pools to meet most demand and rely on short-term rentals or backup options during peak usage periods.
6. Policy and process determine success.
Motor pools fail when policies are unclear or inconsistent. Clear reservation rules, pickup/return procedures, fueling expectations, and accountability standards help ensure vehicles are available and ready for the next user.
7. Chargebacks help drive the right behavior.
When departments see the real cost of vehicle use through simple and transparent chargeback models, they’re more likely to reserve vehicles responsibly and avoid unnecessary trips.
8. Vehicle selection must match real use cases.
One example discussed involved a university that discovered recruiters needed larger, more comfortable vehicles to transport candidates. Choosing the wrong vehicle type can undermine adoption, even if the motor pool system itself works well.
9. Simplicity encourages adoption.
Reservation systems, pricing structures, and policies should be easy to understand. If employees find the system complicated, they’ll avoid using it and default back to assigned vehicles.
10. Motor pools support broader fleet right-sizing initiatives.
When implemented properly, motor pools help organizations reduce excess vehicles, improve access to transportation, and lower total cost of ownership without limiting operational capability.
Speaker Bios
Marc Canton
VP of Product & Consultant, RTA Fleet
Marc Canton serves as Vice President of Product and a fleet consultant at RTA Fleet, the Fleet Success Company. With deep experience working alongside public sector and commercial fleet organizations, Marc focuses on helping fleets improve operational efficiency, right-size vehicle inventories, and leverage data to make smarter decisions. As host of the Fleet Success Show, he regularly interviews industry leaders and practitioners to share practical strategies that help fleet professionals solve real-world challenges.
Tony Yankovich
Fleet Industry Leader & Motor Pool Strategy Expert
Tony Yankovich is a respected fleet industry professional known for his expertise in fleet operations, vehicle utilization strategy, and motor pool program development. Throughout his career, Tony has worked closely with organizations to design and implement shared vehicle programs that improve utilization, reduce unnecessary fleet ownership, and create more efficient transportation systems. His practical experience helping fleets transition from traditionally assigned vehicles to structured motor pool models has made him a trusted voice in modern fleet optimization.
Looking to take the next step to fleet success? Start by requesting your free copy of The Fleet Success Playbook. Written by fleet professionals for fleet professionals, the Playbook breaks down the four key pillars of fleet success, and gives you the tools you need to build a truly great fleet.
Request your free (yes, really, free!) copy here: https://rtafleet.com/resources/fleet-success-playbook?utm_source=simplecast&utm_medium=footer_notes&utm_campaign=episode_213
Control fleet chaos with RTA Fleet360, proven software designed by fleet managers for fleet managers: https://rtafleet.com/book-a-demo?utm_source=simplecast&utm_medium=footer_notes&utm_campaign=episode_213
View all episodes
By RTA, Josh Turley
4.4
1414 ratings
Motor pools are making a comeback, and not as “loaner cars,” but as true internal rental programs that help fleets cut costs while improving access and availability. Marc Canton sits down with Tony Yankovich to break down what’s driving the surge (hint: utilization and right-sizing), how to spot the “shareable” vehicles hiding in plain sight, and why timing-of-use matters as much as total miles.
They dig into real-world examples, like seasonal sharing of heavy equipment, and a university’s surprising lesson on vehicle selection (recruiting demands don’t fit in a basic SUV). Plus: the policies that make or break adoption, how to keep pricing simple, what fees actually change behavior, and why you should size to ~80–85% demand with a rental backfill plan for peak days.
If you’re motor-pool curious (or your loaner program is chaos), this is your blueprint.
Key Takeaways
1. Motor pools are evolving into internal “rental programs.”
Modern motor pools aren’t just spare or loaner vehicles anymore. When structured well, they function like an internal rental operation: employees reserve vehicles when needed, use them, and return them, maximizing utilization while reducing unnecessary fleet ownership.
2. Utilization (not total fleet size) is the real optimization lever.
Many fleets carry “just-in-case” vehicles that sit idle most of the time. By analyzing when vehicles are actually used (not just how many miles they drive), fleets can identify vehicles that could be shared instead of permanently assigned.
3. Timing of demand matters as much as demand itself.
Two departments may both need vehicles frequently, but if they need them at different times of day, week, or season, a shared motor pool can serve both groups with fewer vehicles.
4. Seasonal and situational sharing unlocks hidden capacity.
Heavy equipment, specialty vehicles, or seasonal-use assets are often perfect candidates for shared fleet pools. When departments coordinate access, fleets can avoid purchasing equipment that only gets used a few months each year.
5. Right-size the pool to about 80–85% of demand.
Trying to cover 100% of demand usually leads to over-ownership. Instead, fleets should size motor pools to meet most demand and rely on short-term rentals or backup options during peak usage periods.
6. Policy and process determine success.
Motor pools fail when policies are unclear or inconsistent. Clear reservation rules, pickup/return procedures, fueling expectations, and accountability standards help ensure vehicles are available and ready for the next user.
7. Chargebacks help drive the right behavior.
When departments see the real cost of vehicle use through simple and transparent chargeback models, they’re more likely to reserve vehicles responsibly and avoid unnecessary trips.
8. Vehicle selection must match real use cases.
One example discussed involved a university that discovered recruiters needed larger, more comfortable vehicles to transport candidates. Choosing the wrong vehicle type can undermine adoption, even if the motor pool system itself works well.
9. Simplicity encourages adoption.
Reservation systems, pricing structures, and policies should be easy to understand. If employees find the system complicated, they’ll avoid using it and default back to assigned vehicles.
10. Motor pools support broader fleet right-sizing initiatives.
When implemented properly, motor pools help organizations reduce excess vehicles, improve access to transportation, and lower total cost of ownership without limiting operational capability.
Speaker Bios
Marc Canton
VP of Product & Consultant, RTA Fleet
Marc Canton serves as Vice President of Product and a fleet consultant at RTA Fleet, the Fleet Success Company. With deep experience working alongside public sector and commercial fleet organizations, Marc focuses on helping fleets improve operational efficiency, right-size vehicle inventories, and leverage data to make smarter decisions. As host of the Fleet Success Show, he regularly interviews industry leaders and practitioners to share practical strategies that help fleet professionals solve real-world challenges.
Tony Yankovich
Fleet Industry Leader & Motor Pool Strategy Expert
Tony Yankovich is a respected fleet industry professional known for his expertise in fleet operations, vehicle utilization strategy, and motor pool program development. Throughout his career, Tony has worked closely with organizations to design and implement shared vehicle programs that improve utilization, reduce unnecessary fleet ownership, and create more efficient transportation systems. His practical experience helping fleets transition from traditionally assigned vehicles to structured motor pool models has made him a trusted voice in modern fleet optimization.
Looking to take the next step to fleet success? Start by requesting your free copy of The Fleet Success Playbook. Written by fleet professionals for fleet professionals, the Playbook breaks down the four key pillars of fleet success, and gives you the tools you need to build a truly great fleet.
Request your free (yes, really, free!) copy here: https://rtafleet.com/resources/fleet-success-playbook?utm_source=simplecast&utm_medium=footer_notes&utm_campaign=episode_213
Control fleet chaos with RTA Fleet360, proven software designed by fleet managers for fleet managers: https://rtafleet.com/book-a-demo?utm_source=simplecast&utm_medium=footer_notes&utm_campaign=episode_213
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