If you operate a fleet of vehicles then you must have a Fleet Policy in place. This blog post will help you perfect your Fleet Policy and give you an understanding of the following;
- What a Fleet Policy is
- Why you need one
- Who’s in charge of creating it
- What key information you should include
- The first step to take in creating your Fleet Policy
What is a Fleet Policy?
If you have a fleet of vehicles and your business is dependent on driving then you have to keep record of the management of all vehicles, including rights, obligations and agreements surrounding each vehicles activity, this is your policy.
Did you know that 48% of Irish companies have no risk assessment policy in place for their vehicles?
Why you need a Fleet Policy
There are many different benefits to having a Fleet Policy in place, for example, it establishes a clear set of rules regarding fleet activities. It can can also;
- reduce fleet costs
- optimise assets
- improve communication
- improve fleet efficiency
- take actions to improve fleet management
As a fleet manager you are responsible for managing multiple vehicles and drivers, ensuring that maintenance is carried out and vehicles are road worthy and compliant to maintain the safety of all road users.
Having a Fleet Policy in place can help with this as it will ensure that the proper structures are put in place to help reduce the workload of the fleet manager and improve fleet efficiency.
What’s required for a great Fleet Policy?
- Your Fleet Policy is for the whole company, not just those who are directly involved as drivers or in maintenance. Therefore, you should avoid using any terms that someone in a different department would not be familiar with.
- It’s all well and good producing your policy and handing it out – it’s just as important to meet regularly and make sure everyone understands their role laid out within the policy.
- Road and vehicle legislations are always being updated and it’s up to you to always update your it and reflect new legislation changes.
- Drivers will leave and vehicles will change – once per month you should update your policy to reflect internal changes to ensure the safety of all road users.
Who’s responsible for creating your policy?
The creation of your Fleet Policy is dependent on the structures you currently have in place. If you are a small business with only a few drivers and vehicles, then the onus may fall upon the owner.
However, if you’re a much larger organisation with multiple drivers and vehicles, then it is vital that both Human Resources (HR) and the Fleet/Transport Manager are involved.
As your fleet is responsible for one of your company’s largest outgoings it’s also advisable to include your Head of Finance as they will be able to advise on other ways that you may be able to reduce your fleet costs.
Your First Step
The first step towards creating a policy is to conduct a fleet audit and gather all of the key information such as;
- Total number of company vehicles
- Insurance Documents
- Driver Declaration Forms
- Driver Code of Conduct
- Maintenance Schedule
- Walkaround Safety Checks
- Driver Training
- Fuel Card provider
- Telematics provider
Our award winning management system Velocity can be a key component of your Fleet Policy. It includes a lot of the information listed above.