What is a monthly fleet review deck?
Monthly fleet meetings usually fail for two reasons: many numbers with no target to compare them with, and discussion that ends without an action or an owner. This deck builds the meeting around two questions: which KPIs are off target, and who will fix them by when?
It opens with last month's actions, so everyone sees what was done of what was agreed. Then seven KPIs against their targets, with charts showing each one's direction over six months. It closes with the issues, the actions and the decisions you need from management.
Fleet performance review slides in order
- Title: month and year, company name, number of vehicles and presenter.
- The month in two lines: KPIs on target, running cost per km and decisions needed. Filled in last.
- Last month's actions: action, owner, due date and status.
- Seven KPIs against target: this month, last month, target and status.
- How we calculate each KPI: formula and data source.
- Availability and utilization: two line charts with a target line.
- Fuel and idling: a consumption chart and columns colored against the target.
- Running cost per km: stacked columns for fuel, maintenance and other costs, with a reading of the month and a budget comparison.
- Safety: incidents per 100,000 km, and the month's incidents, injuries, speeding events, harsh braking and fines.
- Maintenance: preventive maintenance compliance, and vehicles off road with reason and return date.
- The three biggest issues: KPI affected, cause and proposed action.
- Actions and owners: five actions, each with an owner and a date.
- Decisions: what you ask management for, and the next review date.
- How to prepare this deck: guidance for you, deleted before the meeting.
Fleet KPIs in the deck and how they are calculated
Five of the seven KPIs use the same formulas as the Monthly Fleet KPI Report Template, so you can copy its results straight into the deck. The other two, utilization and idling, come from your tracking system reports.
A KPI is "on target" when it has reached its target in its better direction: higher is better for availability, utilization and PM compliance, lower is better for the rest. You set the targets with the owner of each KPI; the deck does not suggest ready-made targets.
How to prepare the monthly fleet review deck
- Collect the month's figures in the KPI report template, or from your tracking system, workshop and finance reports.
- Update the chart data: right-click a chart, choose "Edit Data", add the new month and remove the oldest.
- Update the KPI scorecard on slide 4 and set each status against its target.
- Write one sentence under each chart: what changed and why.
- Pick three issues, give each an action with an owner and a date, and record them in the action log.
- Fill the summary on slide 2 last, and remove the "Example data" tags and slide 14.
Example: reading September in the deck
The example data in the deck covers six months, April to September. In September the fleet met 5 of 7 KPI targets:
- Availability 97.0% against a 96.0% target, and utilization 83.0% against 80.0%: on target.
- Fuel consumption 29.0 L/100 km against a target of 29.5: on target.
- Running cost per km = 0.260 fuel + 0.118 maintenance + 0.066 other = $0.444. It fell from 0.465 in August but is above the 0.440 target, so it stays off target.
- Idling 13.0% against a 12.0% target: off target, although it fell from 15.0%.
Read status together with direction: status says where you are against the target, the comparison with last month says which way you are going. The two off-target KPIs are what deserve the meeting's time, not the other five.
How to run the monthly fleet review meeting
- 45 minutes is enough if the deck reaches attendees a day before.
- Start with last month's actions. An action that was not done moves to next month with a new date; it is not closed.
- Stop only at off-target KPIs. A KPI on target needs no discussion.
- One owner per action. An action given to a whole department is followed up by no one.
- Record decisions in front of everyone: approved, rejected, or deferred to a date.
What the deck does not cover
The deck does not collect or calculate data; it presents what you calculated, so it is only as accurate as the figures you put in. It gives no industry targets or benchmarks. For budget detail, use the Fleet Annual Budget Template to compare actual against budget each month.