Best practices for fleet management

In determining how well an organization manages their fleet exposures, the following components are often examined:

Senior management commitment

The safety of an organization's employees as they drive for work is so important that it requires top management support and involvement. Employees should see through visible leadership that safety is a company value. In order to do this, upper management should implement specific management controls that visibly demonstrate their commitment to providing a safe working environment. How does top management demonstrate their commitment to safety?

Driver selection and qualification

A company with a successful fleet program must have established criteria for selecting qualified drivers. Among others, has the company established written criteria, do they verify employment history, do they conduct background and MVR checks, interview candidates, compare qualifications to criteria, and grant the safety department authority to disqualify applicants?

New hire training and on-boarding

The new hire training and on-boarding process has an integral effect on a driver’s safety performance. What practices do they use to train drivers?

Driver trainer preparation

An effective driver training program requires a thoroughly prepared instructor. How does the company go about training and certifying driver trainers?

Driver manual

Each company should have a well-designed and organized resource manual that is devised to communicate the organization’s policies and procedures to the front-line employees. How does the organization provide policies and procedures to the employees?

Written safety manual

As a reference guide for supervisors and managers, an organization should have standard operating procedures (SOPs) for safety that provide management guidance to consistently administer safety practices. How does the organization provide safety SOPs to the workforce?

Ongoing training

Periodic refresher training is a key to keeping safety on the minds of all employees. How does the company administer and organize its driver training initiatives?

Remedial training

After a driver is involved in a collision, it is important to assess the behaviors that contributed to the incident and provide instruction on how to prevent future occurrences. How does the organization administer post-accident safety measures?

Regulatory compliance

Fleet exposures are subject to numerous state and federal regulations. What systems and procedures are in place to assure compliance?

Disciplinary action system

A system must be in place to address those who do not conform to company safety and performance standards. What escalating consequences are in place and how are they administered?

Loss reporting and investigation

All incidents need to be reported in a specific manner to minimize an organization’s loss exposure. What procedures are in place for managing the scene of an incident as well as reporting and investigating the incidents?

Loss analysis

Data must be gathered and monitored to assist in the identification of problem areas. In order to do this organizations should have a root cause analysis process, loss monitoring system, benchmarking of loss history and communication to the front-line employees. What loss analysis does the organization have in place? What is done with this information?

Bonus/award/recognition system

Desired behaviors become habit if reinforcement is properly administered. How does the organization use positive reinforcement and recognition for those who meet expectations to enhance company performance?

Accident review process

In conjunction with the remedial training and driver retention programs, a committee should review all incidents to determine causal factors. Using front line employees and management to perform root cause analysis and assign preventability can aid to augment and strengthen the driver safety program. How has the company gone about establishing a fair and transparent accident review board?

Driver safety advisory committee

A safety committee is an effective means of supporting an organization’s safety initiatives. Does the organization use front-line employees and management to aid in the identification, examination, and solutions of complex safety issues?

Vehicle inspection and maintenance

Policies need to be established and adhered to regarding the safety conditions of vehicles operated on behalf of an organization. Does the organization have in place practices to maintain safe vehicles as well as auditing vehicle conditions against safe operating standards?

Self-auditing systems

Does the organization have in place practices to audit their own activities against its set procedures and goals?

Driver health and safety management

In addition to prevention measures, there are many practices that may reduce the overall costs associated with work related injuries. Does the organization have in place practices that manage its injury prevention activities and workers compensation cost containment practices?

Accountability

All levels of operation need to be held accountable for safety within an organization. Practices that build ownership for safety at various management levels can be instrumental in improving safety. Is safety a factor in performance appraisals?

Cargo/personal security

Measures must be taken to train and protect employees from theft and personal harm. Are activities administered to foster the security of the workforce and the commodities being transported?