How to Run an EV Pilot

Why Run a Pilot?

Even with thorough planning and modelling, there's no substitute for real-world experience. A pilot programme helps you:

• Validate assumptions: Test whether your modelling accurately reflects real-world performance
• Identify issues early: Uncover operational, technical, or human factors that weren't apparent in planning
• Build capability: Train drivers, mechanics, and operations staff in a controlled environment
• Demonstrate feasibility: Build internal confidence and secure stakeholder buy-in
• Refine processes: Develop and test new operational procedures before scaling
• Generate data: Collect performance data to inform your scaling strategy

Defining Your Pilot Scope

The size and scope of your pilot should balance learning objectives with practical constraints.

Fleet Size

Recommended pilot size: 5-20 vehicles

• Too small (<5 vehicles): May not provide statistically significant insights or test operational complexity
• Too large (>20 vehicles): Increases risk and cost; harder to manage; lessons learned may come too late
• Sweet spot (5-20 vehicles): Large enough to be meaningful, small enough to manage and learn from

Route Selection

Choose routes that are:

• Representative: Similar to routes you'll electrify later
• Suitable: Range requirements comfortably within EV capabilities
• Controlled: Predictable patterns with manageable variables
• Observable: Easy to monitor and gather data from

Duration

Recommended pilot duration: 6-12 months

• Minimum 6 months: Capture seasonal variations, build driver familiarity, and gather sufficient data
• Maximum 12 months: Balance learning with the need to maintain momentum on your wider transition

Setting Clear Objectives

Define what success looks like for your pilot. Clear objectives guide your pilot design and evaluation.

Example Objectives

• Operational feasibility: Prove that EVs can complete assigned routes reliably within operational constraints
• Cost validation: Measure actual TCO vs modelled assumptions (energy costs, maintenance, downtime)
• Range performance: Validate that real-world range meets requirements across seasons and conditions
• Charging infrastructure: Test charger reliability, utilisation, and smart charging algorithms
• Organisational readiness: Assess driver acceptance, training effectiveness, and operational process changes
• Technical integration: Validate integration between EVs, chargers, and existing fleet management systems

Key Questions to Answer

• What assumptions from our modelling need validation?
• What are the highest-risk elements of our transition plan?
• What data do we need to make informed scaling decisions?
• What new capabilities does our organisation need to develop?

Setting Up Your Pilot

Vehicle and Charger Procurement

Vehicle selection considerations:

• Choose models you're likely to use at scale (though alternatives acceptable for learning)
• Consider short-term leases for flexibility if unsure about long-term model selection
• Ensure vehicles are representative of future requirements (payload, range, features)

Charger infrastructure:

• Install more chargers than strictly necessary (redundancy for reliability testing)
• Include smart charging capabilities to test demand management
• Ensure proper monitoring and data capture from day one
• Consider temporary installations if permanent infrastructure not yet decided

Baseline Measurement

Before switching to EVs, establish baselines for comparison:

• Fuel consumption and costs for diesel/petrol equivalents
• Maintenance frequency and costs
• Vehicle availability and downtime
• Operational metrics (on-time performance, route completion rates)

Software and Monitoring

Implement systems to capture rich data from your pilot:

• Fleet management software: Monitor vehicle location, state of charge, and operational status
• Charger management: Track charging sessions, energy consumption, and charger uptime
• Operational integration: Connect EV data with route planning and scheduling systems
• Analytics and reporting: Automated dashboards and regular reports for stakeholders

Launching Your Pilot

Training and Communication

Invest time in preparing people:

• Driver training: Vehicle operation, charging procedures, range management, emergency protocols
• Operations team: Scheduling considerations, charging management, exception handling
• Maintenance team: EV-specific maintenance requirements, safety procedures, diagnostic tools
• Stakeholder communication: Keep leadership and broader organisation informed of progress

Phased Approach

Consider a soft launch:

1. Week 1-2: Deploy vehicles with close supervision and support
2. Week 3-4: Gradually reduce hand-holding as confidence builds
3. Month 2+: Normal operations with ongoing monitoring

Monitoring and Managing Your Pilot

Daily Operations

During your pilot, monitor closely:

• Vehicle performance: Range achieved, charging times, any performance issues
• Charging infrastructure: Charger availability, session success rates, power demand
• Operational impact: Route completion, on-time performance, driver feedback
• Issues and exceptions: Document problems and how they were resolved

Regular Review Meetings

Establish a cadence for reviewing pilot progress:

• Daily huddles: First 2-4 weeks to address immediate issues
• Weekly reviews: Ongoing throughout pilot to track KPIs and address concerns
• Monthly deep dives: Comprehensive analysis with broader stakeholder group

Key Metrics to Track

Category	Metrics
Operational	Vehicle availability, route completion rate, on-time performance, unplanned downtime
Performance	Miles per kWh, actual range vs rated range, charging speed, battery degradation
Financial	Energy costs per mile, maintenance costs, total cost per mile, vs diesel baseline
Infrastructure	Charger uptime, utilisation rate, power demand peaks, smart charging effectiveness
Environmental	CO2 emissions avoided, NOx/particulate reductions, well-to-wheel carbon intensity
Organisational	Driver satisfaction, training effectiveness, process adherence, stakeholder feedback

Common Pilot Challenges

Range Anxiety

Challenge: Drivers worry about running out of charge, leading to over-cautious behaviour or range-related stress.

Solutions:

• Provide clear range information and real-time state-of-charge visibility
• Build confidence through training and early successes
• Have contingency plans (mobile charging, backup vehicles) for reassurance
• Share positive experiences and data to build trust

Charger Reliability

Challenge: Charger faults or communication issues disrupt operations and erode confidence.

Solutions:

• Deploy redundant charging capacity
• Implement proactive monitoring and alerts
• Have rapid response maintenance agreements
• Document issues and share with vendor for improvements

Operational Complexity

Challenge: Managing charging schedules, vehicle-to-charger pairing, and power demand adds complexity.

Solutions:

• Use fleet management software to automate scheduling and charging
• Start with simple rules and refine based on experience
• Provide clear processes and decision-making authority

Seasonal Variation

Challenge: Winter range degradation can catch operations off-guard.

Solutions:

• Model winter performance conservatively from the start
• Adjust routes or add charging opportunities if needed
• Preheat vehicles while still plugged in to preserve range
• Track seasonal patterns for future planning

Evaluating Your Pilot

Success Criteria

Assess your pilot against the objectives you set at the start:

• Go/No-Go decisions: Are fundamental assumptions validated? Are there showstoppers?
• Optimisation opportunities: What can be improved before scaling?
• Risk assessment: What new risks have been identified? How can they be mitigated?

Lessons Learned

Document insights across all dimensions:

• Technical: Vehicle and charger performance vs expectations
• Operational: Process changes needed, integration challenges overcome
• Financial: TCO accuracy, unexpected costs or savings
• Organisational: Training effectiveness, change management learnings
• Strategic: Implications for scaling timeline, model selection, infrastructure strategy

Scaling Recommendations

Use pilot insights to refine your scaling plan:

• Revise vehicle and charger specifications based on real-world data
• Update financial models with actual cost data
• Adjust timelines based on observed implementation challenges
• Prioritise high-confidence routes/depots for next phase
• Identify infrastructure or process investments needed before scaling

From Pilot to Scale

A successful pilot is just the beginning. To move from pilot to scaled deployment:

1. Communicate results: Share pilot outcomes with stakeholders, building confidence and securing funding
2. Update transition plan: Incorporate lessons learned into your scaling roadmap
3. Secure resources: Use pilot data to justify budget for next phase
4. Scale gradually: Apply a phased approach, learning and adapting as you grow
5. Maintain momentum: Don't let pilot success become a comfort zone; keep moving forward