How to Get Stakeholder Buy-In for Fleet Modernization
A Practical Guide for Fleet Managers Working With IT and Finance
Modernizing fleet operations doesn’t just mean upgrading software. It means getting multiple departments – each with their own goals and constraints – on the same page. As a fleet manager, you probably see the need for better preventive maintenance, less downtime and smarter data tools. But getting there often requires support from IT and Finance.
Here’s how to make that happen, step by step.
1. Start With a Quick Email to Loop in Key Stakeholders
You don’t need to hold a big kickoff meeting right away. Just send a short email to your IT and Finance contacts that says something like:
Subject: Exploring Fleet Modernization Opportunities
“Hi [Name], Our team is evaluating options to modernize our fleet management processes, with a focus on reducing downtime, improving asset lifecycle visibility, and streamlining preventive maintenance.
I’d like to involve you early in the conversation to understand any integration, data, or budget considerations on your end. Could we set up a short alignment meeting next week?
I’ll also share a brief summary of the use case and benefits we’re exploring.
Best,
[Your Name]”
Keep it casual. You’re not pitching anything yet – you’re just giving them a heads-up and starting the conversation early.
2. Set Up a Working Session
Once they’re aware, set up a 30-minute meeting with you, someone from IT, and someone from Finance. You don’t need a polished pitch deck – just a few bullet points on what you’re trying to fix:
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Unplanned downtime is increasing
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Too many work orders are reactive
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Reporting takes hours or days
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It’s hard to plan replacements or forecast costs
Your goal in this meeting: listen as much as you talk. What are their concerns? What systems do they need it to work with? What would make them feel more confident moving forward? Get verbal support to proceed to vendor evaluation – with each stakeholder aligned on their priorities.
3. Come Prepared With Numbers That Matter
Even simple data can go a long way:
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“We had 126 emergency repairs last year. 68% could have been avoided with better PM.”
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“We’re manually entering data in 3 different systems right now.”
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“We’re seeing increasing costs per vehicle year over year, and we’re flying blind on TCO.”
For IT, be ready to talk about integrations, cloud vs. on-prem, and security. (FASTER can help you prep this.) For Finance, focus on cost avoidance, efficiency and compliance.
4. Let FASTER Help You Make the Case
Once you have a little traction, bring in a FASTER Sales Professional to walk everyone through how the platform works. They’ll handle the technical and financial questions – and you can focus on making sure the product fits your team’s workflow.
This helps everyone feel heard and reduces the pressure on you to explain everything yourself.
5. Get a Senior Leader to Champion the Effort
Before asking for funding or putting anything formal on the calendar, check in with someone like your Director of Public Works, Assistant City Manager, or Superintendent. Share what you’ve done so far, the support you’ve gotten, and why now’s the right time.
Even a quick verbal “this makes sense, keep going” can give you the momentum you need.
6. Keep It Simple and Follow Up
After the meeting, send a quick summary:
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What was discussed
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What questions came up
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What happens next (e.g., IT reviews integrations, Finance confirms budget window)
You can use a shared doc to track everything. Just make sure nobody feels like things are falling through the cracks.
Final Thought: Don’t Try to Sell – Build a Team
Your job isn’t to sell software. It’s to fix a problem that affects your department and the community you serve. The more you treat IT and Finance like partners—not gatekeepers—the more likely they are to help you move forward.
We’ve seen this work across city governments, utilities, school districts, and transit agencies. If you want help starting these conversations, we’re happy to jump in and support you.
Email us at sales@fasterasset.com or schedule a walkthrough.