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MEMBERS HELPLINE

Organising

Organising your management team and staff to be aligned to your fleet risk management programme requirements is an important first step in your journey to effectively preventing vehicle collisions. In this section we give you template policies and procedures to help you get organised. Simply download the documents and change them to suit your needs.

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1
Guidance on Organising Your Collision Avoidance Programme

The activities of different people within the business need to be co-ordinated to ensure goals are achieved. The management structure needs to be organised to ensure this co ordination comes about. The importance of an effective motor fleet risk management structure cannot be underestimated. This structure also needs the input of different specialisms from within the business. An effective management structure will ensure the full benefits of motor fleet risk management are experienced by the business through improved safety and reduced vehicle collisions.

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Fleet Risk Management Steering Group

The formation of a Motor Fleet Risk Management Steering Group signifies that a company has chosen to take risk management seriously and wishes to reduce its motor fleet claims costs.   Such a group creates a forum where risk management can be regularly discussed with employees from different disciplines and areas of the organisation. This provides an opportunity for practical collision prevention strategies to be developed.

3
Guidelines On Disciplinary Procedures For Drivers

Introducing consequences for employees who do not follow your policies is vital to building a strong driving at work culture. We include some guidelines on developing an escalation procedure in this document. This resource will assist you in developing a consistent approach to introducing a consequence following a driver being involved in a blameworthy collision. The focus should be on educating an employee to improve driving performance as opposed to only taking a disciplinary approach.

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Driving at Work Policy

Your Driving at Work Policy sets out the expectations and commitment of the top team, assigns roles and responsibilities for managing driving activity and gives arrangements for key issues such as drink and drug driving.

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Driver Distraction Policy

Distracted driving due to phones, eating, drinking etc. is a significant causation factor in collisions and needs to be managed in a robust manner. Your driver distraction policy is an important part of your fleet risk management documentation. Download your template document here and change the content to suit your organisational needs. The document should be kept short and issued regularly to your drivers on a signed receipt basis.

6
Drug, Alcohol and Substance Policy

We’ve known the effects of drink driving for years but drug driving is an increasing problem and needs to be reflected in your company policies.

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Electric Vehicle Policy

It’s important to have a driving at work policy that sets out your expectations and standards in respect of driving at work. This version of the driving at work policy has been reviewed and altered to be suitable for those employees who use an electric vehicle.

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Fatigue Management Policy

Fatigue is a significant contributor to collisions and as future use of smartphones increases with 5G roll out, we may all be losing even more sleep. Surveys suggest that our need to keep our smartphone in our bedrooms whilst we sleep appears to be causing an increased level of fatigue due to disrupted sleep. The UK Department of Transport indicates that 20% of collisions on the road are partly due to fatigue so your fatigue management policy is another important document for your organisation.

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Grey Fleet Policy

Making a journey for work purposes is a work activity that can sometimes be forgotten. It’s even easier to forget when the employee is using their own vehicle. We’ve tailored the driving at work policy document to be more relevant to grey fleet drivers.

10
Company Speed Policy

Effective speed management is important if collision severity is to be minimised and your organisation needs a policy that sets out your expectations on speed management.

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Stress Management Policy

Studies show that stress in the workplace is on the increase. Stress symptoms are conducive to more aggressive driving and therefore increased risk of vehicle collisions. A proactive approach to managing stress is therefore invaluable and we have a template policy to help you develop your approach.

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