David Kershaw, Operations Director at Lloyds TSB autolease

“Although the driver is ultimately responsible for how the vehicle is driven, the employer can ave a significant influence”

The government and authorities have pledged their commitment to ensuring that existing legislation, relating to driving at work, is enforced more effectively. Up to one third of all road traffic accidents involve someone who is at work at the time. Under existing legislation, senior executives could find themselves prosecuted for failing in their duty of care following a fatal fleet-vehicle accident. Reducing accidents at work is the main theme of a recent Health and Safety Executive publication. Driving at Work: managing work-related road-safety, has been produced in partnership with the Department for Transport and alerts employers, as well as those self-employed, to how their responsibilities under current health and safety law extend to driving at work.

Whether you are self-employed or in a multinational company, you must ensure the health, safety and welfare of employees at all times. Although the driver is ultimately responsible for how the vehicle is driven, the employer can have a significant influence. For example, imposing unrealistic delivery schedules, poorly maintaining the vehicles or providing inadequate training all increase the risk of accidents. While every business needs to understand duty of care, much of it is common sense.

Here is an overview of the key issues:

Understand your fleet
Every fleet is entirely unique. Funding differs, as do the vehicles, HR considerations and driver needs. Every business needs to take a long, hard look at the requirements of its fleet before any decisions are taken on how to best ensure the safety of staff.

In essence much of it is very simple. Running a safe fleet requires good record-keeping and a deep understanding of how the vehicles are used. So, before rushing to introduce lengthy policy documents or driver training across the whole company, take time to record such things as fuel consumption, accident rates, injuries, accident costs and mileage. All of this will help pinpoint exceptional behaviour among your drivers.

Managing the exceptions will improve safety records and reduce costs. As a rough guide, every accident costs as much as 10 times the vehicle repair bill once you take into account lost working hours and contracts. Finding those drivers who are more accident-prone and working with them to enhance their driving skills will produce cost-effective results.

Check your drivers
It is important to run licence checks on all employees at least once every year to make sure everyone is driving legally. Health issues should also be monitored to ensure drivers aren’t placing themselves at risk. Some firms are going further and asking about prescription drugs and medical conditions and have put in place policies to record drivers taking overthe- counter medicines as many have an effect on driving. It is also essential to verify good eyesight. It is estimated that two million motorists have defective eyesight and yet just one third of fleets have procedures to check driver eyesight on a regular basis.

With health issues and driving licences, it is essential that employees know it is their responsibility to inform the fleet manager or fleet management company of any significant change in circumstances. This requirement should be part of the employment contract and/or the company car policy.

Better driving
Since most people consider themselves to be a safe and competent driver, sending everyone on driver training may not be seen in a positive light. Instead, consider using training following an accident or speeding fine. Also, help drivers in route-planning techniques and scheduling work to ensure they don’t put themselves at risk by spending too long at the wheel. Packages and programmes are available to identify drivers who may represent a higher risk.

Vehicles fit for purpose
As well as driver competence and awareness, the vehicles themselves also need to be roadworthy. All drivers should be aware that they are not only responsible for getting the vehicles serviced at regular intervals, but also need to make weekly checks on oil levels, washer fluid and tyres. Well-maintained vehicles and better driving techniques, with a reduced risk of accidents, will help to cut the overall cost of running the fleet.

Review the vehicles driven by employees. For example, should sports cars really be on the choice list if company car drivers are relatively young and inexperienced? Consider also the introduction of minimum standards for safety equipment on new vehicles, such as twin airbags or antilock brakes.

Private cars on company business
Regardless of who owns a vehicle, if the driver is on company business, the employer continues to hold responsibility for their safety. Make sure the vehicles are properly taxed, carry a valid MOT and tax certificate, and are roadworthy. Ask to see driving licences and insurance documents regularly to ensure the vehicle is covered for social and business use.

“Every accident costs as much as 10 times the vehicle repair bill once you take into account lost working hours and contracts”

Write it down and spread the word
Writing down a health and safety policy and ensuring everyone truly understands what is required is vital. The introduction of policies should be done as positively as possible and commitment from senior management to safer driving is a must.

The policy needs to clearly state the responsibility of drivers and should cover such things as speeding, mobile phone use, security and drink driving. These are just a handful of tips we are offering fleet managers. Most fleets will be taking positive action on duty of care issues. Sharing ideas and best practice is really important and helpful. What is certain is that every business needs its own policy based on a deep understanding of the fleet, its drivers and health and safety requirements. Any training support should be aimed at those drivers who do a high number of miles and those who have a history of accidents or speeding fines. This way costs will be controlled and overall safety will be enhanced.

To get your free copy of the Lloyds TSB autolease ‘At-a-glance-guide’ to duty of care,
please go to www.lloydstsbautolease.co.uk;
or call us to speak to one of the team on 0800 138 8753