Gap Analysis Intro Results

Guidance: This includes you, the directors, work schedulers and anyone else whose work may affect those staff who drive as part of their job. Everyone needs to understand which elements of their role may come under health and safety legislation and how their performance could have an impact on the safety of others.

Guidance: As a minimum this should cover employer responsibilities, driver responsibilities, vehicle checks and maintenance, journey planning, driver distraction, driver impairment and emergency procedures. It must also be signed and dated by a Director.

Guidance: You must be able to prove that drivers have received, read, understood and agree to abide by the policy. You should also have systems in place to monitor whether drivers comply with the policy and to remind them periodically, and a process for dealing with non-compliance.

Guidance: Driver checks need to include regular licence checks direct with the DVLA to ensure you are aware of any endorsements, penalty points, eyesight problems and medical conditions. These should be conducted before the employee is allowed to drive for work and periodically thereafter.

Guidance: In addition to the driver checks in point 4, you should also record other information relating to drivers such as what training they’ve received, details of any collisions, fines or complaints from other road users along with details of any subsequent action that was taken.

Guidance: All company vehicles should be checked regularly and commercial vehicles should be checked daily or at the beginning of each shift. Your system should ensure that the checks are done and any faults are rectified promptly. Vehicles should not be used where safety-critical faults are identified.

Guidance: This system would ensure that vehicles are taxed and MOTed in time, that any MOT advisory notes are actioned, and routine servicing and maintenance happens in line with manufacturer guidelines. You should be able to identify the driver of any vehicle at any time and also track damage repairs and operational costs.

Guidance: Excessive costs for things like fuel, tyres, servicing, fleet insurance and damage repairs can indicate significant failings in risk management and means the chances of a collision are higher. You should be able to identify drivers who are responsible for higher costs in these areas.

Guidance: It is imperative that your record keeping systems are robust and accurate. Systems need to prevent against incomplete, inaccurate or out of date information and minimise the risk of loss. On bigger fleets, systems that allow exception reporting can allow problems to be fixed quicker.

Guidance: Directors should review key fleet safety management metrics such as collision rates and operational costs at least quarterly so that any emerging risks or other causes for concern can be attended to promptly. Remember – if it isn’t being measured and monitored then it isn’t being managed properly!