13 Essential Questions Every Project Manager Should Ask When Sourcing Team Transportation

Busy work teams need reliable transportation to do their jobs well. From checking in on job sites to moving equipment, the right set of wheels is an essential component of successful business operations. But choosing the right vehicle isn’t as easy as it looks, and it can become a significant time investment. If you’re a project manager, know what you need to consider before starting your vehicle search.

Table of Contents

Keep reading to discover the 13 questions every project manager must ask when scoping out team transportation.

1. What Types of Needs Will the Vehicle Serve?

Before heading to a vehicle lot or searching online, identify the purpose of your vehicle. Maybe you’ll be hauling equipment to jobsites or traveling to meetings with key stakeholders. How you answer the question will inform your vehicle needs, including its scale and sense of style. Also, consider whether the vehicle will serve dual purposes, such as transporting team members while also acting as a mobile workspace.

2. How Much Cargo Room Is Necessary?

Even if you’re securing a vehicle for shorter trips as a project manager, your needs may change. You want a vehicle with some adaptability, especially in the area of storage. Look for vehicles with built-in storage compartments or roof racks, for instance. Others may have foldable seats or spacious trunks. Always look for a little more space than you think you need. Anticipating future projects will help you avoid having to upsize again too soon.

3. How Many People Will Ride in a Vehicle?

In general, it’s smart to consider how many people typically will be riding in a vehicle. If you’re heading to meetings with another coworker, you won’t need a lot of space. But if you expect an occasional bigger passenger load, it’s best to upsize to a bigger vehicle, like a van or SUV. You’ll end up with a more comfortable ride for everyone. It’s also important to consider legroom and seat configuration to ensure everyone travels comfortably.

4. What Is the Vehicle History?

A used vehicle can be a budget-friendly solution. But don’t buy a used vehicle without knowing its repair or accident history. You’ll want to get an inspection, too, and focus your search on vehicles with low mileage. Whether you’re browsing a huge selection of used cars or refined sedans in Dallas, it’s always smart to select a vehicle with a strong history report. This has also been edited in the updated attached file.

5. What Is the Fuel Efficiency?

For frequent traveling, plan on looking for fuel-efficient vehicles that will help your bottom line. Check the MPG ratings and consider the nature of your drives. You may be using the vehicle for urban commutes with lots of starting and stopping, so hybrid models could be a better choice. Or your vehicle may need to hold up to longer trips on the highway. Don’t forget to calculate the total cost of ownership, including fuel, maintenance, and depreciation.

6. How Safe Is the Vehicle?

You don’t want to risk safety when you’re purchasing a vehicle. Look for vehicles equipped with the latest safety features, like blind spot monitoring and automatic emergency braking. Other useful features include backup cameras and lane departure warnings. With these features in place, you’ll keep everyone more secure on the job. Be sure to check crash test ratings from organizations like the IIHS or NHTSA as part of your decision-making.

7. What Does Maintenance Look Like?

The last thing any project manager wants is an out-of-service vehicle due to maintenance problems. You’ll need to reschedule important meetings and other responsibilities, which can slow business and hurt the goals of your business plan. Ask about the likely maintenance schedule for any vehicle you’re considering. And make sure you set aside enough money in your budget for routine maintenance and unexpected issues. Choosing vehicles known for reliability can reduce long-term maintenance headaches.

8. Do You Need Four-Wheel Drive?

For teams driving into construction zones or rugged terrain, AWD or 4WD may be essential. But that won’t be true for individuals working in more moderate climates. Ask whether vehicles that have 4WD use full-time or on-demand systems. And look at the price differences among your options if you don’t necessarily need 4WD capabilities. Also consider how terrain and seasonal weather patterns could affect your long-term vehicle needs.

9. What Insurance Is Needed?

Keep in mind that commercial vehicle insurance is not the same as personal coverage. You’ll need different insurance covers, which may shift depending on the vehicle’s use. Further, you’ll need insurance to cover multiple drivers. Ask your insurance provider for fleet or multi-vehicle discounts if you’re sourcing multiple units.

10. Are There Mileage Caps for Leases?

Are you planning to lease a vehicle? Then watch for mileage caps that may come with stiff penalties. In some cases, you may be better off buying if you’re planning to keep the vehicle for a long time and don’t anticipate significant changes in your needs. Look at financing options, too, that cater to businesses. Factor in all terms of the lease agreement to ensure it aligns with your expected usage patterns.

11. Is Branding the Vehicle Possible?

A vehicle can be thought of as a moving billboard. And for project managers hoping to build better brand visibility, wraps and decals on a vehicle can go a long way. Just be sure that you’re allowed to do that if you’re leasing a vehicle. Check with local regulations and branding guidelines to ensure compliance with commercial signage laws.

12. How Comfortable Is the Ride?

For teams that travel a lot, comfort matters. You don’t want to cover several hours on the road only to end up with a stiff back from poor lumbar support. Check seat comfort, legroom, and other backseat essentials before making a vehicle purchase. A good sound system and effective climate control can also create a better riding experience. Test drive options with your team if possible, since comfort can be subjective.

13. How Can I Compare Vehicle Options?

Don’t spend too much time trying to guess which vehicle is the best. Instead, visit a dealership website where you can filter options by cargo space, seating, and more. You may even be able to get a quick quote or speak with someone through an online chat. Comparing reviews from other businesses in your industry can offer helpful real-world insight.

Choose the Right Vehicle

Ultimately, choosing the right vehicle boils down to finding the best blend of amenities for the best price. Ask about maintenance, assess comfort, and look for mileage efficiency. You’ll be able to secure a vehicle that enables you to do your work as a project manager well. And you’ll keep your team happy knowing that they’re driving the right vehicle for the job.