Managing Risk in your Fleet
How is risk managed within your business operation?
Does your fleet operate with a set of clear and enacted laws?
Every business has a duty of care to its employees and to limit risk. Are there procedures in place to deal with incidents or is your firm blindly following compliance legislation? Managers and directors have legal obligations to follow guidelines and procedures to ensure incidents and accidents are dealt with accordingly.
Safety of staff in the workplace
Whether you are driving a fleet vehicle or your own vehicle, there should be guidance on how you drive, when you drive and coping with external factors. Is a culture of safety awareness prevalent in the company?
Is the vehicle in perfect working order? is it suitable for the purpose of its journey? taxed? Is it insured? Are there any outstanding issues with the vehicle? Is there a defect reporting system? And is there a process for carrying out repairs?
Does the driver have a valid driving licence? Does the licence allowing them to operate the correct vehicle?
Driver health checks
Is the medical screening process rigorous enough? Does a driver have any physical health issues which would affect their performance? Does a driver have any mental health issues which would affect their performance? Do they have a complicated medical history? Can they work at night? Are they on medication? Is there a policy for random drug and alcohol testing? Is there a tiredness awareness policy? does your organisation have open channels of communication for reporting changes in health? How do take care of a driver if an issue develops?
Are your drivers aware of the latest regulations and traffic laws? Is there a training programme in place (both internally and externally)? Do your drivers have to meet a required minimum standard of knowledge? Is there a company handbook available to drivers? Are drivers aware of vehicle specifications?
Is there a policy guide made available for drivers? Are you drivers aware of your company’s values and how it relates to the way they drive?
Are schedules realistic? Are routes planned thoroughly? How could external factors influence the journey? Is the journey safe? What are the financial impacts of current fleet activity?
What are the benefits of a proactive approach to managing risk in your organisation?
The benefits are reductions in:
- operating costs
- environmental impact
- fewer sick days
- insurance premiums
- staff morale
- public perception
How can fuel cards and telematics help your company manage risk?
Fuel cards help limit risk in a number of ways:
- the process is easier and stress-free
- drivers don’t have to carry cash
- security features inhibit fraud as PIN protected cards are linked to either a driver or a vehicle
- certain networks cater to drivers with better facilities (toilets, shops, restaurants, overnight parking)
- strategically placed networks which allow drivers to fill up along the best routes
- fixed weekly prices which are usually lower than pump prices
- reduction in fraudulent mileage claims
- online management portal can identify vehicle usage, fuel-guzzling vehicles, fleet fuel expenditure
Telematics solutions provide fleet managers with real-time insights, which include:
- Driver behaviour (overall speed, braking, cornering speed, idling time)
- Vehicle location
- Traffic updates along routes
- Previous traffic routes
- Access to live vehicle camera feeds both internal and external so you can check up on a driver if there driving becomes erratic
- Live links to the engine management systems to warn you of any issues
Through the telematics portal, a fleet manager can identify illegal driving which could lead to prosecution for the driver and reputational damage to the company.
The fleet manager can also make use of technology which renders a vehicle inactive on start-up if they feel that a driver, company vehicle or other road users could come to any harm or damage.
The telematics software’s database stores journey information for 3 years and is valid as evidence in legal cases.
No matter the size of your organisation, the cyclical flow of information between management, safety advisors and drivers must result in a constant reappraisal of standards.
Ultimately, the responsibility is shared between the employer and employee. It’s up to both parties to know their roles and responsibilities in limiting and managing risk.
To find out more about Cambrian Fuel Card Services go to www.cambriancards.com or call one of our account managers on 0800 612 6132
For more information about fuel cards, go to www.cambriancards.com/fuel-cards/
To learn more about telematics, go to www.cambriancards.com/telematics/
Further information from the HSE click here – http://www.hse.gov.uk/pubns/indg382.pdf