Benchmarking in Trucking: A Strategic Plan to Gain Insight, Improve Performance, and Set Realistic Goals

In today’s freight market—where profit margins are tight, costs are volatile, and efficiency is king—benchmarking is one of the most powerful tools available to business owners, fleet managers, and safety directors. When properly implemented, benchmarking can uncover underperforming areas, guide operational strategy, and set clear, realistic performance goals for improvement.

But benchmarking isn’t just about comparing numbers. It’s a strategic, repeatable process that reveals what’s possible and how to get there.

In this article, we’ll walk through a detailed business management plan to use benchmarking, complete with real-world examples, staffing recommendations, and a breakdown of the KPIs and action steps you need to monitor your fleet’s performance and move your business forward.

Let’s go!

What is Benchmarking and Why Should Fleets Use It?

Benchmarking is the process of comparing your internal performance metrics—such as cost per mile, idle time, or driver turnover—against industry standards or peer fleets. It helps you identify where you’re excelling and where you’re falling behind.

“Benchmarking gave us the hard data we needed to rethink our maintenance strategy. We didn’t realize how much we were overspending on tires until we compared our costs per mile with similar-sized fleets,”
— Kyle M., Operations Manager

DOWNLOAD this excel spreadsheet to help get you started.

Step 1: Identify Key Focus Areas

Before diving into spreadsheets and dashboards, decide which performance areas matter most. For most trucking companies, benchmarking should focus on:

• Cost-per-mile (CPM) by category (fuel, tires, maintenance, insurance, etc.)
• Operational efficiency (idle time, driver behavior, asset utilization)
• Human capital metrics (driver turnover, payroll cost per mile)
• Regulatory performance (maintenance intervals, inspection scores)

Step 2: Collect Internal Data

Start with a deep dive into your own numbers.

Data to Collect:

Metric	Source	Timeframe
Fuel costs, maintenance costs, insurance	Accounting software or ERP	Last 12 months
Driver idle time, asset usage	ELD or telematics systems	Daily/monthly
Maintenance intervals	Shop management system or spreadsheets	Per unit, last year
Driver turnover	HR records	Quarterly/Annually
Payroll by role	Accounting/HR	Monthly

Pro Tip: Assign a dedicated Operations Analyst or Fleet Performance Manager to lead the data collection process and ensure consistency. If your company doesn’t have this role, a safety manager or assistant fleet manager can fill the gap, with help from the accounting and HR departments.

Step 3: Compare Against Industry Benchmarks

Once you know your numbers, you need something to measure them against. Use industry studies and reports from sources like:

• ATRI (American Transportation Research Institute)
• American Trucking Associations (ATA)
• FMCSA’s SMS database
• Your insurance company’s risk control benchmarks
• Peer benchmarking groups (NPTC, TCA Best Practices Groups, etc.)

Example:

According to ATRI’s most recent Operational Costs of Trucking report, average line-item costs per mile were:

• Fuel: $0.61
• Driver wages: $0.72
• Tires: $0.04
• Maintenance: $0.16
• Insurance: $0.08

Compare these to your fleet’s numbers to quickly spot problem areas.

“We realized our maintenance CPM was $0.23—nearly 40% higher than the benchmark. Digging in, we discovered we were over-servicing some assets and missing others altogether.”
— Amanda R., Fleet Maintenance Coordinator

Step 4: Identify Underperformance and Outliers

Now it’s time for the insights. Compare your internal metrics to benchmarks and look for:

• Underperforming assets – Are a few trucks consistently showing more downtime or higher repair costs?
• High idle time – Are certain drivers idling significantly more than others?
• Overpaid roles or underutilized staff – Does payroll reflect output?

Create an Outlier Report. This report flags the top 10% and bottom 10% performers in each category—assets, drivers, terminals, etc.

Step 5: Set KPIs and Improvement Goals

Use SMART goals—Specific, Measurable, Achievable, Relevant, and Time-bound—to set improvement targets.

Recommended KPIs and Goals:

Category	KPI	Goal
Fuel Efficiency	Fuel CPM	≤ $0.60
Idle Time	% of engine-on time	≤ 8%
Maintenance	PM Compliance	100% on-time
Driver Turnover	Annual turnover rate	≤ 35%
Asset Utilization	% of active use	≥ 85%
Payroll	Payroll CPM	Within 10% of benchmark

Step 6: Assign Roles and Responsibilities

Benchmarking is not a one-person job. Here’s how to staff it:

Role	Responsibilities
Operations Analyst / Data Manager	Collects, cleans, and compares data
Safety Manager	Monitors driver behavior, idle time, inspections
Maintenance Manager	Tracks PMs, evaluates cost-per-asset
HR Manager	Tracks driver turnover, payroll, hiring trends
Fleet Manager	Oversees asset utilization, dispatch efficiency
Executive Sponsor (COO/VP Ops)	Champions the initiative, ensures accountability

Step 7: Implement Tools and Systems

You don’t need fancy tech to start benchmarking, but software can help streamline the process.

Suggested Tools:

• Telematics/ELD Software: Pedigree Technologies, Geotab, Motive
• Maintenance Software: Fleetio, TMW, Whip Around
• HR/Payroll: ADP, QuickBooks, BambooHR
• BI Dashboards: Power BI, Tableau, Excel
• Benchmarking Services: TCA Best Practice Groups, NPTC Fleet Benchmarking
• Compliance Management Software: CNS Connects

Step 8: Review and Adjust Quarterly

Hold monthly or quarterly review meetings with key department heads to:

• Analyze performance trends
• Review goal progress
• Adjust KPIs based on industry changes
• Identify process breakdowns

Create a monthly executive summary for leadership that includes visual performance dashboards, outlier highlights, and action items.

“We track our KPIs in a shared dashboard and color-code progress—green for on track, yellow for watchlist, red for action required. It keeps everyone aligned.”
— Brian T., VP of Operations

Step 9: Drive Continuous Improvement

Benchmarking should become part of your company culture. Use results to:

• Recognize top-performing drivers or departments
• Justify investments in training or technology
• Inform rate negotiations or contract bids
• Reduce insurance premiums by demonstrating improved risk performance

Final Thoughts: Benchmarking Is Your Compass

Benchmarking isn’t just a spreadsheet exercise. It’s a strategic compass that helps trucking companies navigate uncertainty, improve profitability, and build a performance-driven culture.

The fleets that survive and grow in today’s challenging freight environment are the ones that know their numbers, track their goals, and continuously improve.

By implementing this detailed benchmarking plan—complete with data analysis, KPIs, accountability roles, and regular reviews—you’ll be on the path to stronger performance and a more resilient business.

How CNS Can Help

At Compliance Navigation Specialists (CNS), we partner with small and mid-sized fleets to reduce compliance risk, manage costs, and improve safety. Our services include:

• Driver qualification and retention support
• Fleet maintenance programs
• ELD and telematics solutions
• HR and driver support
• Outsourced safety management

Our PSM Custom Program will allow you to choose multiple services that you would benefit from without paying for each service a la carte.

If you need help or have any questions, contact us at 888.260.9448 or info@cnsprotects.com and we would be glad to help.