By Russell Olive, UK director at Vaylens

If you get a group of fleet managers in a room, you rarely hear total agreement. But at a recent Vaylens roundtable – which brought together operators from Islington Council, Affinity Water, the University of Cambridge, the Ministry of Defence and others – I was struck by how consistent the challenges were.

Different sectors, different budgets, different types of vehicles. Yet the same issues came up again and again. These were the five themes every operator around the table came back to:

1. Infrastructure is holding us back

Charging remains the hardest nut to crack. Some drivers still lack access to home charging. Depots are often at maximum draw and grid upgrades can take years.

One operator told us about applying for a one-megawatt upgrade and being quoted £1m and a five-year wait. When they asked for 0.9MW instead, the cost dropped to £20,000 and the work was done in six months. Those sorts of cliff edges make planning a minefield.

Some operators are trying to solve the challenge themselves. Solar farms on landfill sites, co-locating charging at waste depots and sharing infrastructure with neighbouring fleets on a reciprocal basis are all being trialled. But until the grid and local infrastructure catch up, charging remains the number one barrier.

2. Vehicles must do the job

What really matters is whether the vehicle can deliver. Fleet vehicles often tow heavy pumps, carry tools or run auxiliary equipment all day. A van that looks fine on paper can struggle under a heavy load. Add battery weight into the mix, and suddenly you’re trading off payload or even triggering new licence requirements.

Operators are responding by trimming down racking, using lighter conversions and monitoring loads more closely. But the consensus was clear: EVs must stand up to the realities of the job, not just lab conditions.

3. Unpredictable operations complicate charging

For fleets with fixed routes, such as buses or last-mile deliveries, electrification is more straightforward. But for those with reactive operations, such as utilities responding to emergency callouts, it’s trickier.

As one operator put it: “Drivers can come in with a full charge, do a day’s work, plug in at home, and then get called straight back out.” This unpredictability makes conventional charging schedules almost impossible.

It’s why smarter charging, linked to telematics and transport management systems, came up as a must-have. It means vehicles can be charged for the jobs they actually face, not just given a one-size-fits-all overnight top-up.

4. Drivers need to buy in

Charging technology and infrastructure alone won’t make the transition. Drivers need to feel confident in its use and capability. Range anxiety is still common, even though data shows vehicles can cope. That suggests the challenge isn’t technical, but rather an issue of trust.

The transition process must include getting buy-in, meaning tackling perception as much as technological reality. Several operators noted that once drivers made the switch, they rarely wanted to return. Reliability was a big factor. One EV in service for 21 months had not missed a beat, while the equivalent diesel cars had been in and out of workshops. First-hand experience helps to dispel myths and build trust. But until that experience is widespread, operators need to support drivers and answer their concerns.

5. Collaboration is essential

The strongest note of optimism came from how operators are working together. Whether it’s councils and contractors sharing depot chargers, or fleet managers comparing notes on grid applications, there’s growing recognition that the EV transition isn’t a zero-sum game.

As one participant reminded us, the industry has long-traded fuel between depots at cost; in the future, it will be energy instead of diesel. The challenge is longer dwell times and higher stakes if charging bays are blocked. That’s where good systems, data sharing and smart scheduling matter.

Looking ahead

What stood out from this discussion was that no one was dismissive of electrification. On the contrary, there was determination to make it work. Operators know battery range technology is improving and infrastructure will expand, even if the pace is slower than we’d like.

In the meantime, they’re being pragmatic by trimming payloads, pressing grid operators for clarity, trialling vehicles under real conditions, and investing in smarter management tools. Above all, fleet operators are leaning on each other.

The transition is tough, but it isn’t insurmountable. And when organisations as varied as councils, utilities, universities and government department agree on the sticking points, it gives us a clear starting point for solving them.