Fleet Management – Changing Your Supplier

In many organizations there can be a reluctance to change suppliers.  This can be especially true in a complex area like fleet management.  The sheer range of diverse stakeholders from drivers to finance, health and safety, HR and payroll means any transition will pose risks to the organization.

There can be several reasons why you should consider changing suppliers:

  1. Service quality deterioration
  2. Price creep
  3. Supplier has become stale
  4. Supplier not providing innovation to your organization

Fleet Management – Managing the change

Once a decision has been made to change there are some key areas to address to ensure the transition is a smooth one.

Current Contract

  • Understand what happens to the services once notice has been served
  • How will the legacy fleet management services work
  • Are there any contractual concessions which will cease to operate
  • How the new relationship with the existing supplier will function and who has responsibility for different services.

New Contract

Ensure there are provisions as part of the contract in relation to implementation specifically around timescales, services and expectations.

Lead The Project

Implementation should be led by you the customer.  Suppliers will try to control the process which can lead to reduced accountability, delays and missed expectations.

The Project Team

  • Identify the key stakeholders who need to be involved
  • Define roles and responsibilities
  • Get time commitments to help the project succeed
  • Create escalation routes to senior managers where issues arise
  • Create a clearly defined communications plan to keep people informed.

Timing

  • Project timescales should be realistic
  • Timescales should factor in risks which could impact on the project
  • Never underestimate how long contracting will take
  • Services should only be moved when it is appropriate to do so.
  • Transformation initiatives should only be addressed following successful implementation of core services.

Incumbent Management

Plans should include the existing supplier.  Existing suppliers should be clear what is expected of them. Commercial elements of existing contracts should be carefully managed to ensure leakage is minimised and commitments are being maintained.

Data

Data is often the key to effective transition management both in the implementation phase and the gradual exit of the existing suppliers.

  • Agree the source and format of data to be provided
  • Agree timescales for provision of information
  • Make provision for bespoke requirements should they be required
  • Understand differences between the incumbent and new suppliers formats

At EVP Solutions we are experienced in managing successful fleet management transitions.

If you would like some assistance with your new supplier then please e-mail nick.jones@evpsolutions.co.uk