Decisions about optimisation, implementing new solutions and systems, coordinating activities and negotiating with suppliers are the daily bread of every Fleet Manager. Each of the activities just mentioned certainly matters a great deal to how effectively the fleet is managed. But we must not forget the everyday, routine actions that increase the sense of control, improve visibility of the fleet being managed and have no less of an impact on managing it effectively. Today I would like to present my view of the various preventive measures in day-to-day work with a vehicle fleet.
Regular verification of the data entered
Fleet management will always be associated with keeping track of deadlines for vehicle roadworthiness tests, service intervals, insurance renewals and various certificates and authorisations. Assuming a fleet of 60 vehicles, that means more than 240 different dates in the calendar to keep under control. I have yet to meet a single fleet manager who has never made a mistake, even once, when entering data into a system. Such errors can cause a whole series of complications. Below I present a few suggestions for actions we can take regularly to limit them and correct them in time.
- Regular verification of roadworthiness test dates in the fleet system against the information in the registration certificate and data from CEPIK
Entering incorrect data into the system can mean overlooking the correct test date, which can result in a fine during a police check and no compensation being paid in the event of a third-party or comprehensive insurance claim. For roadworthiness tests I recommend verifying in two places for a simple reason: we are not the only party that can make a mistake. I have more than once encountered a situation in which the inspector entered data in the registration certificate that differed from the computer data in the CEPIK system. For fleets driving without registration certificates on board, CEPIK will be the only source of information for the police at the time of a check. If that is where the error is, there is a potential problem to solve which, in this case, did not entirely arise through our fault. It is therefore worth regularly verifying this data in both places using the historiapojazdu.gov.pl website
- Verification of service inspection data
The situation is very similar to roadworthiness tests. To keep vehicles in good technical condition, the data entered on vehicle service intervals (mileage or date) should be regularly verified against the service book, so that services are carried out according to the schedule set by the manufacturer. Carrying out a service outside the interval specified in the technical documentation (for example, significantly late) can lead to loss of the vehicle's warranty and a general deterioration in its condition.
The simplest way to verify system data against the actual state of affairs is to compare it with the information in the service book. To streamline the verification process, I recommend introducing a procedure requiring users to attach photos or scans from the service book after each service. If the fleet system allows it, I suggest adding these photos to the relevant record, so that the real information is at hand when verifying the data. If the system does not allow it, simply create a folder on a drive where such documentation can be collected. Of course, an even simpler situation is when the garage shares data on services and repairs from its internal system (e.g. Servicebox). Then all you need to do is compare the data between the systems from time to time.
The same goes for other documents, such as insurance, where the penalty for a gap in cover increases every year. The larger the fleet, the more frequent verification I recommend.
Preventive campaigns and programmes
By campaigns and programmes I mean both the fleet manager's internal activities and projects offered by external partners:
- Investment in equipment: depending on needs and the available budget, various options can be considered:
- Dashcams: with their help, the fleet administrator can establish the facts more easily in the event of a collision, which significantly shortens the time needed to settle the claim.
- Winter tyres: they directly improve road safety in winter and prevent potential collisions thanks to shorter braking distances and better grip. Despite these obvious advantages, there are still fleets today that use all-season tyres, which do not have such favourable properties.
- First aid kits: surprisingly, these are not mandatory equipment today, but I consider them essential in every vehicle. They allow us, at least temporarily, to prevent more serious injuries from developing until professional medical help arrives.
- Insurers' prevention programmes: programmes of this type provide the fleet customer with additional funds to spend on preventive measures under the contract (for example, on the equipment from the previous point). They can also be training programmes on various topics for the company to choose from. The scope of training and the size of the fund depend on the insurer's offer, the outcome of framework agreement negotiations and the customer's claims ratio in a given period. It is worth adding, however, that not every insurer offers this type of extra with its motor insurance.
- Verification of drivers' entitlements: the fact that a person holds a valid driving licence on the day they are hired does not mean that will always be the case. Every fleet policy should include a requirement to notify the employer if the licence is withdrawn. Unfortunately, fearing the consequences of their actions, not all employees will be inclined to be honest. In this case, concealing the truth can cause serious consequences and legal disputes in which the company may become embroiled. Fortunately, some time ago a free feature became available on the government GOV website that allows the issue status and scope of a driving licence to be verified. Simply enter the name and the document form number, and the system shows the actual data, which is updated daily. I recommend adding to your fleet policy a requirement for employees to submit a short declaration containing the necessary details, and then verifying them regularly through the website above, so as to head off potential problems.
Procedures for drivers
Introducing clear and transparent procedures is an important element of prevention. Implementing them effectively not only increases safety and saves time, but also makes the fleet administrator's work easier. What should the procedures include?
- Instructions for dealing with a motor claim: This is a document that helps users act effectively in the event of a road incident. Such instructions should describe, in an easy and fairly concise way, the steps to follow broken down by type of event (damage caused by the driver, damage caused by a third party, what to do if the car is stolen, etc.). This way the fleet manager can rest assured that they will receive complete documentation enabling them to settle the claim quickly, without wasting time gathering the necessary information after the fact.
- Procedures in the event of a vehicle breakdown: Since the Fleet Manager is not always available to help, instructions of this type are important because they allow all drivers to respond appropriately on their own to breakdowns while driving. Such procedures should include, among other things:
- Steps to follow
- The assistance phone number
- Conditions for receiving a replacement vehicle
- Conditions for the operator accepting the job (e.g. the vehicle being immobilised)
- Information on additional services such as guaranteed accommodation for the duration of the repair, etc.
- General information: Instructions of this type can contain all sorts of data and procedures consistent with the established fleet policy, so that the driver can easily refer to them at any time. This makes everyday activities related to using the vehicle easier, so the fleet manager does not have to answer the phone and explain the same procedure again every time. What information can be included in documents of this type:
- Designated refuelling stations
- Conditions and limits for using fuel cards
- Information on the type of fuel that can be used in individual vehicles
- Instructions for using equipment fitted to the vehicle (e.g. parking heater)
- Rules on fleet budget spending and its limits.
- Rules on collecting or returning pool vehicles.
- User instructions for fleet apps
All the above procedures should be gathered in one place where possible (preferably in an app or on a shared drive accessible by phone), so that the user has access to them whenever necessary.
Induction training card
When talking about training, we often focus exclusively on external activities such as defensive driving training or specialist courses on a track. Of course, this is a very important element of prevention that should be implemented in every fleet. After all, it leads to improved driving skills, which directly translates into a better chance of avoiding a collision. In this article, however, I would like to focus on internal training, which in my view is discussed somewhat less often. An induction training card should be one of the documents in circulation when a new employee is hired. Training an employee in the operation of individual company vehicles and the equipment fitted to them contributes to:
- Greater safety in use: Remember that not every employee knows where to top up the various operating fluids, how to use the various driver assistance systems, or even how to operate particular devices fitted to the vehicle, such as tail lifts. By throwing an employee in at the deep end without training, the company exposes itself to the cost of unwanted repairs resulting from improper use of vehicles.
- Legal protection for the company: The company protects itself through training documentation confirming the scope of training in the use of a specific vehicle model. In the event of legal disputes over a refusal to accept a charge, a training card signed by the employee is proof that the person was properly instructed in how the vehicles and equipment work. This in turn prevents the employee from arguing that they were not properly trained when the vehicle was damaged as a result of improper use.
The training card should contain precise information on the type of vehicle the training covers and describe its course in detail. Below are a few important points worth including:
- Basic safety rules: a discussion of the general, universal rules of safe vehicle operation, including emergency instructions and instructions in the event of damage.
- Scope of basic maintenance tasks: showing where to top up which fluid and how to check its level, providing information on service intervals and on the type of fuel to use.
- Vehicle rules and functions: explaining and showing what the individual functions are for and how to switch them on/off.
- Confirmation of familiarisation with the vehicle: the employee's signature on the training card, confirming that they have read the user instructions.
Summary
Prevention is an extremely important topic in the fleet management process. After all, we are talking about actions that affect not only the efficiency of our daily tasks but, above all, our safety, and a responsible approach to this issue will certainly ensure it. I welcome your comments and suggestions on other prevention methods.
