Motorists haven’t had an easy time from this government and many feel that they are treated as cash cows. Furthermore, road safety campaigners, environmentalists and the police are often prone to laying the boot into car owners. Businesses with vehicles on the road get it even harder, because they have not one but a whole fleet of cars to manage. Here are 10 tips to better managing your fleet:
1) Know the law
The Corporate Manslaughter Act (CMA) came into force in April this year, and fleet operators are well advised to understand its implications. The new law no longer needs to find a ‘culpable mind’ responsible for a person’s death, and a company that is found in breach is liable for unlimited fines. Vehicles used for work purposes, beyond that of travelling to work, are classed as an extension of the workplace. This means if a member of staff is involved in a fatal crash, the company will be investigated and could be prosecuted under the CMA if it is deemed to have failed in its duty of care.
2) Nail the paper trail
You need to maintain thorough documentation to show you have acted in the best interests of health and safety with regards to your fleet. This includes copies of driver licences, insurance documents (with business extensions), MOT certificates and a risk assessment of each driver. Failure to produce these if requested by the police would leave you in a rough patch in the eyes of the law. The police’s Road Death Investigation Manual states: “All fatal road collisions must be treated as ‘unlawful’ killing until the contrary is proven.” Road safety expert Allen Bewley, of IRC Online, says: “This puts the onus entirely on the employer to show that their management processes are not deficient and they did not contribute to the fatality.”
Furthermore, if you are investigated by the police then it’s not the transport guys that you’ll be speaking to. Bewley, who was formerly head of risk at the RAC, cites a police source saying: “You will feel like a criminal; following a work road death, management can expect homes and offices to be raided, computers and documents to be seized and a thorough investigation of polices, systems and procedures.”
3) Formalise your policy
If one of your drivers is caught speeding what would you do? Or more pointedly, what did you do when they were last caught, and can you prove it? Having a formal, written policy is key, as is keeping records of disciplinary procedures. The law is strong on safety, but this doesn’t mean you need to fire a member of staff who gets caught on a Gatso. But you do need to show that you told the member of staff that it is company policy to obey the laws of the road. It also gives clear instruction to managers of what is or isn’t an acceptable request to make of staff if their work includes driving.
4) Beware of grey fleets
Grey fleets are vehicles owned by staff that are used for work, and it’s vital to remember that if employees use their cars for more than simply travelling to the office, they are part of your fleet. So make sure there is a business extension on the insurance, and that they adhere to your vehicle policy.
5) Maintain regularly
Regular car maintenance will help you avoid the perils of the CMA, but also save you money. “Keeping the car safe on the road is very much connected to fuel efficiency as well,” says Veronica Whittingham of MNH Platinum, which provides vehicles and fleet services. Ensuring tyres are up
to standard and at the right pressure, brakes are working and oil levels are appropriate are all key. Leasing companies that provide vehicles often offer maintenance and service as part of the deal, as well as back-up vehicles when you’re off the road. If you run your own fleet, regular servicing is required.
6) Choose the right vehicles
The most popular fleet cars in the UK are the Ford Focus, Vauxhall Astra and the VW Golf, as they are reliable, relatively inexpensive and easy to maintain and drive. But the badge is important for some staff and sometimes you are going to have to lease Audis and BMWs no matter how you feel about them. “Our clients’ HR departments tell us that unless they have the right cars on their list they will have a problem with recruitment,” says Whittingham.
But don’t let the badge dominate your thinking as you can’t afford your staff to be doing 100,000 miles a year in a three-litre vehicle. For sales reps, perhaps offer the VW Passat TDi, which is a robust, durable car that looks the part. If you’re looking to reward key players, but don’t want to break the bank go for an Audi A4 or A6. Standard economy vehicles are well served by Vauxhall or Ford.
7) Reduce emissions
No one is sure whether the future will be hydrogen, electric, hybrid, bio-diesel or ethanol and this is holding companies back from committing to green fleets. There’s not much point waiting for these things to sort themselves out if you have a fleet to run today. However, if you are concerned about the environment and want to reduce your carbon footprint then there is information available on CO
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emissions for all vehicles.
8) Monitor fuel use
