How to Avoid the Pitfalls of New Fleet Technology Roll-Outs

Platform Science

November 6, 2025

Quick Summary:

Fleets can stall out when implementing new enterprise-wide technologies, affecting profitability and employee satisfaction. With proper planning and the right tools, however, you can ensure that your new technology rollout goes as smoothly as possible and you make the most of your investment in new tools.

You’ve done your homework and shopped around, and now it’s finally time to roll-out your new enterprise-wide fleet management tools. While you’re most likely excited to start reaping the benefits of your new system, there may be a learning curve involved in implementing your new tools at scale.

How can a new technology rollout affect a fleet?

Recent studies estimate that organizations undergoing digital transformations typically experience a 10% to 15% dip in productivity during the implementation phase. The good news is that, if you can navigate the implementation phase effectively, productivity then often follows a “J-curve,” skyrocketing to even greater heights with proper use of your new tools.

Time is money in shipping, and any trucks or drivers not in operation mean lost earning potential. How can you reduce the headache and inefficiencies of rolling out a new fleet management system and get up to speed as quickly as possible?

What are some ways fleets can avoid the pitfalls of new fleet technology roll-outs?

1. Get Buy-in Across the Company

You’ve ideally already done a decent amount of input-gathering and consensus-building during your selection process to ensure your new tools meet the needs across the company. This helps lay the groundwork for building buy-in during your roll-out phase as well. Select champions from different teams to stay informed of all important points of the implementation, such as the timeline, training, updates, and ways to ask any questions.

Spend time educating your teams through customized internal communications and training tailored to their specific roles. How will the new tools help drivers? The back office? Managers? Get your leadership team on board to promote the new tools; their involvement conveys that it is worth everyone’s time and energy to embrace the new system.

2. Ensure Transparency

Hand-in-hand with getting buy-in is ensuring you’re communicating exactly why and how you are implementing the new tools, and what team members can expect. Be sure to communicate how you will conduct training, what changes might occur, and the expectations that will accompany the new system. Explain which metrics you will track and how often they will be reviewed, and be sure to stick to your commitments.

It’s also a good idea to assign specific dates as mile markers to reduce uncertainties among team members. The more your organization sees proof that the plan is well-thought-out and all questions have been answered, the more you are building trust and transparency.

3. Promote Positive Reinforcement

More and more fleets are recognizing the value of positive reinforcement to promote good habits, including the proper use of their new fleet tools. Set measurable goals for your team members, then draw a “winner” regularly to receive a small prize or recognition. Create a hall of fame —digital or physical —to highlight your top performers using your new tools.

Recognize good habits in real-time by sending messages or making a phone call to thank your team members for their diligence and hard work. Receiving proactive communication for jobs well done can be just as transformative, if not more so, than punitive actions for mistakes.

‍4. Lean on Your Vendor

If you’ve chosen wisely, your software provider should be available to help you in both training and support. Be sure to leverage what support they offer, including training modules, online libraries, videos, and FAQ docs. Some providers offer dedicated representatives whose job is to focus on customer success; you’ve paid for this service to be sure to utilize the insights, ideas, and best practices they can offer.

5. Be Realistic

Set realistic timelines and goals, taking into account the learning curve associated with any enterprise-wide change. Track your goal metrics from the start and review them regularly. Stay open to pivoting or tweaking your plan based on how your team is performing with the new tools, and go to your provider with any recurring issues for ideas and best practices.

It’s a good idea to offer channels for employee feedback without fear of reprisal, such as an anonymous survey or feedback box. Keep your bigger goals in mind, and remain flexible so you can respond to any unforeseen challenges as a team.

6. Rule Out Hidden Costs and Fees

Avoid unexpected costs by doing your due diligence in selecting a provider. Ask important questions about how you can add or reduce your services based on your demand. How are maintenance and upgrades handled to avoid fleet disruption? What if you need to expand your services and add more trucks or drivers? Some providers offer usage-based billing, which charges you only for the trucks actively using their tools each month; this can add up to significant savings over time and help you respond more efficiently to market fluctuations.

With proper planning, a flexible attitude, and a strong sense of teamwork, you can reduce the negative impact of the new tool learning curve. The investment you’ve made in your new technologies will be worth the effort, as your teams and trucks benefit from their new tools and quickly return to improved profitability.

‍Explore the fleet management tools and customer success support offered by Platform Science, where commercial drivers thrive.

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