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Flint Motor Fleet Risk Solutions: helping you to develop your fleet safety plan

Published: 16/09/11

Better fleet management will impact on your motor fleet insurance premiums and make cost savings in other areas of the business.

Read the Flint fleet safety programme* to get help and advice on how companies can make driving for business safer and save money. Below are key areas for consideration:

Leadership

  • A senior manager must be accountable for fleet safety; not more than one level down from the CEO
  • Fleet safety to be included on the mission statement; with key performance indicators
  • It should be a discussion item at board meetings

Evaluation

  • Look at where you are right now; identify hazards and possible risks of work related driving
  • Consider the likelihood and consequences of all possible incidents, plus emergency measures to mitigate the impact of these incidents

Policy - Create a specific fleet safety policy, with the object of safeguarding people and protecting property.

Items for policy inclusion could be:

  • Compliance with the law in relation to road safety
  • Company targets over and above those required by law
  • Desire for continuous improvement in company fleet safety

With minimum standards for:

  • Driver safety
  • Vehicle management
  • Journey management
  • Training and education for all employees
  • Planned inspections and regular audits
  • Reporting and learning from ‘near misses’
  • Communication of policy to employees and other relevant stakeholders

Organisation - Consider the organisational attitudes to fleet safety. Look at the 4 C’s when influencing that culture.

1. Competence

  • Asses the skills needed to carry out all fleet transport tasks safely
  • Provide adequate training and instruction for all staff involved in fleet management
  • Provide access to sound advice and help
  • Restructure to ensure competence of those taking on fleet safety

2. Control

  • Lead by example, provide clear direction and raise awareness of fleet safety
  • Identify particular individuals responsible for specific fleet safety tasks
  • Ensure that managers and team leaders understand their responsibilities and have the time and resources to implement them
  • Set objectives, make sure that everyone knows what they must do and hold them accountable

3. Cooperation

  • Identify senior leaders to Chair Fleet Safety Teams and consult with staff
  • Fully involve staff in planning and reviewing performance; writing procedures and solving problems
  • Coordinate and cooperate with transport contractors

4. Communication

  • Easy access to information on hazards, risks and preventative measures
  • Regular discussion of fleet safety
  • Be visible on fleet safety issues

Planning

  • Written documents to set objectives; identify hazards; assess risks and state how these should be eliminated or controlled
  • Include vehicle and equipment procurement policy
  • Driver training requirements
  • Set procedures to deal with emergencies

Monitoring and Auditing – Ensure fleet safety programmes are in place, risks are being controlled or eliminated, control measures are current and effective and assess levels of compliance:

  • Monitor performance against targets; ensure targets are met
  • Diagnose problems, identify risks
  • Create improvement programmes
  • Monitor organisation and individual compliance
  • Take action against non-compliance
  • Monitor before things go wrong with inspection and checking
  • Learn from mistakes
  • Use active and reactive monitoring to identify situations that create risks.

Compliance checks should include:

  • Documentation, e.g. licences, driver training and fitness to drive records; driving and working hours.
  • Random road checks to assess compliance with seatbelt wearing, mobile phone usage, speeding, tailgating, vehicle checks etc.

Lastly there should be regular management reviews to look at the overall effectiveness of fleet safety measures, in particular causes of events; trends and issues that require changes in procedure. Management reviews are also important to reward improved performance and achievement of significant milestones.

*Taken from the Roadsafe initiative; supporting tools and documentation examples are available from the Roadsafe website.

For any queries on fleet insurance and management speak to our expert, Ian Leigh on 0845 371 0769 or email ianleigh@flintinsurance.co.uk.

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