Before you throw your Employee the keys to the company Vehicle

Are you teaching and assessing the ACT (action) of driving or the ART (competency/skill) of driving

Your lack of a driver review and assessment

About Risk Management• Put simply risk management is about looking at the risks that arise in the

workplace and then putting in place sensible health and safety measures to control them.

• You could view a workplace risk as 'an accident waiting to happen'. Effective risk management means understanding what these risks are and preventing these accidents from ever materializing. The workplace can be defined as both within your premises or any employees you may have on the road.

• Whether your business is large or small, effective risk management should not be ignored. Managing risk today means fewer surprises and unexpected consequences in the future.

• With the increasing focus on Duty of Care obligations, employers need to ensure that employees are provided with clear guidelines on their responsibilities as a goods vehicle driver.

First start with your policies and procedures for hire and operations

There are three key areas for risk management that you need to give attention to:Driver• Driver vetting and selection• Induction procedures• License checks and driver abstract review• Accident reporting proceduresVehicle• Vehicle suitability• Vehicle maintenance and inspections• Vehicle securityJourney• Journey planning• Managing driver fatigue• Speed management• Journey type

WHY oh WHY do we go through this!

Great you have NEW

DRIVER

The WHOLE Principle

Does the policy fully coverKey Action Points• Carry out a Risk Assessment Under employment law the

employer has a duty towards the employee and members of the public who may be affected by his work activities. The employer is also "vicariously liable" for the acts of his employees. The employee has a duty to comply with legislation etc.

• Produce a Health and Safety Policy, which includes your procedures to manage driver safety

• Ensure all licenses are checked at least annually• Regularly record maintenance and servicing details• Record all training that has been completed

NEXT to your policy what does the law state regarding your fleet operations

So are your vehicles governed by a law ( not like in license plates and insurance and a valid operators license) but in items like the National Safety Code or FMCSA requirements for records keeping, driver assessment and pre-review and classification of licenses and restrictions. Or even hours of operation like log books or driving times and restrictions!

Or simple items like• Care should be taken when selecting drivers of plant and mobile

equipment. The ideal individual should have shown themselves to be reliable and have already demonstrated a mature attitude and approach to work.

• A reasonable degree of both physical and mental fitness is required.Although a minimum age only applies for those jobs carried out in warehouse yard, it is unlikely that all young people will have sufficient maturity to become a safe driver.

• It may be advisable to consider using a selection test before putting potential candidates forward for driver training. The physical requirements of the work are such that some form of pre-employment screening for physical fitness is also advisable. Good vision is essential, and whilst epilepsy should not debar anyone from working as a driver a recent history of seizures should trigger the need for a full medical reassessment.

What DOES that vehicle selected

do

On DAY ONE do

you cover

Before any one moves a wheel have you really

done a risk assessment?

MAKE IT CRYSTAL CLEARReducing the risks from driving at work• One place to start is to select appropriate vehicles for the type of work you expect

your drivers to carry out. The selection of drivers is also important and you should ensure that only fully trained, appropriately licensed, competent drivers are employed.

Other steps include:• select company vehicles and allocate driving duties carefully • consider whether face-to-face meetings that require participants to drive are

necessary – could telephone or video conferencing be used instead? • consider whether driving is the only option – could people walk, cycle or use public

transport? Could a delivery service be used instead? • avoid setting unrealistic delivery schedules or deadlines, which may encourage

drivers to exceed speed limits or take shortcuts or other risks • make it clear drivers should not use mobile phones whilst driving. If this is

unavoidable, they must be provided with an appropriate hands-free set.

driving at work policy - good practices

Organisations should draw up a policy for driving at work. It should include measures for staff using their own cars for work purposes. Points for employers As part of any driving at work policy, employers should:• make it clear that the employee must maintain their vehicle in a roadworthy

condition if they are to use their own vehicle for work • ensure that if the vehicle is over three years old it has a valid MOT certificate • ensure the employee has a current driving licence • ensure that the employee has appropriate insurance with cover for using the

vehicle for business use (the employee should present copies of certificates annually, for inspection)

• ensure that the employee informs their line manager of any changes in circumstances such as penalty points, changes in insurer or vehicle used or use of any prescription medication or changes to health that affect their ability to drive safely

WHEN YOU OPERATEPoints for employee drivers Employee drivers should: • report any vehicle defects to their line manager and never drive defective vehicles • be aware of what action needs to be taken in an emergency situation • ensure they are physically fit to drive • inform their line manager of any health problems or personal circumstances that could make driving

hazardous • never drive while under the influence of alcohol or drugs • remember that some prescription drugs can adversely affect the ability to drive and check with doctor or

pharmacist • have regular eye tests and ensure that any necessary corrective eyewear is worn • avoid using a mobile phone while driving • drive within speed limits and to the speed dictated by conditions, which may mean driving at less than the

limit • follow advice on route planning supplied by line management • ensure that suitable breaks are included to prevent fatigue • allow extra journey time and breaks where required, to allow for bad weather, traffic congestion, etc. • stay calm and relaxed while driving and try to avoid situations which could lead to stress or road rage • be aware that fatigue is more of a problem at certain times of day and when nearing the end of a long

journey. There is an increased likelihood of falling asleep in the afternoon and in the early hours of the morning.

• Plan ahead and consider how, as a driver, you would take responsibility for vulnerable passengers or cargo in the event of a breakdown or other emergency.

Your OK today but we will re-assessAt the end of any training there should be formal assessment. The successful completion of training should be recognised by the formal issue of a licence. This should indicate the type or types of vehicle that the individual is permitted to drive. The licence provides an important "sanction device" for operators who may be found breaking rules, driving dangerously etc. An operator who has been found to have ignored their training, breached safety rules such as speed limits or driving in reverse when their vision is obscured should have their licence withdrawn or revoked. The suspension should only be reversed/removed following remedial training. Consideration should be given as to whether re-assessment will be needed at regular intervals.

Training is not singular it is plural;There may a need for refresher training on a regular basis. A risk assessment should indicate whether this is necessary (e.g. if operators do not use equipment on a regular basis). An increasing accident record, instances of property damage or near misses might also indicate a need for a "one off" refresher session for a specific driver.Whenever new equipment is purchased operators will need to be given familiarisation training on the new vehicle. A similar need will exist if hire vehicles are used to provide cover during maintenance or for breakdowns. There is no guarantee that the hire vehicle will have the same layout of controls and there have been example of drivers who have been injured as a result of confusion over the vehicles controls.

OH did we mention thatMedication - use by drivers at any time• If an operator is taking prescription medication then medical advice may be necessary in

order to confirm that performance will not be adversely affected.All operators should be encouraged to take a responsible attitude with regard to the use of non-prescription medication. It is well known that some over the counter medication (e.g. hay fever treatments) carry warnings that they may cause drowsiness and users should not operate machinery. Ideally employers should respond in a supportive fashion and arrange for a temporary transfer to other work if the operator should express concern or experience side effects.

The influence of drugs or alcohol at any time• Employers should consider whether it is likely that operators might use equipment whilst

under the influence of drugs or alcohol. This will require a consideration of workforce and local patterns/habits such as lunch time drinking and shift patterns, (e.g. shifts that commence late in the evening).Mandatory testing may not be desirable and employers should only consider such an approach within the context of a formal substance abuse programme that encourages self-reporting, provides support for employees and attempts to avoid confrontation.

You and YOUR SUPERVISOR WILLEmployers should not permit or condone poor driving and unsafe acts, and supervisors must be encouraged to stop operators, give warnings and if necessary suspend or revoke licences. However, such action should form part of a formal process that examines the circumstances, provides the driver with a "right of reply" and an opportunity to appeal. Information• It is advisable that information be given to pedestrians and other road users about the rules and procedures relating

to the use of lift trucks and other transport. Employees who do not use lift trucks and who do not routinely work alongside them may not be aware of issues such as:

• Their speed• The nature of their turning action• Restrictions on visibility for the driver• Limitations on travel (e.g. the need to reverse down slopes).

Information must be given to visiting drivers who may not be aware of the site rules regarding matters such as speed limits, one-way systems or restrictions on reversing.

Risk Assessment• Any use of workplace transport should be subject to risk assessment. The process of risk assessment should confirm

and clarify the hazards and the risks to both employees, visitors and members of the public who may be present in the workplace. It will also identify those control actions that are in place and determine whether they are sufficient - if not further, additional control strategies will need to be implemented clearly understand the company's view of poor and unsafe behaviour and the action to be taken.

We need more than a drivers license

• We need a drivers abstractDriving licence • You and all other persons authorised to drive Company vehicles

must hold a full current and valid driving licence, which must be made available for examination when required by the Company.

• You must report to your manager any event (e.g. endorsements or convictions) which could invalidate your driving licence. All endorsements should be reported for insurance purposes.

NO KEYS YETPrivate use

• The vehicle must only be used for normal road travel. The vehicle must not be used for, racing, pace making, trials, hill climbing, sprinting or in any competition, or any off-road event. We do not allow any form of driving tuition in company vehicles

• The vehicle must not be over laden or used for a purpose for which it was not designed.Business use • Only employees of the Company are allowed to use the vehicle for business purposes. Other authorised

drivers not employed by the Company must not use the vehicle other than for social, domestic and pleasure purposes.

• Company vehicles are provided for business use and staff must ensure that the vehicle is available for that purpose.

• You must keep full and accurate details of your business mileage and complete and return the company’s mileage record, which will be sent to you periodically.

If you HAVE any LOAD at ALLUnrestrained loads in vehicles – especially estates - can cause major accident damage and personal injury by becoming a missile ‘flying’ through the vehicle if the driver brakes or swerves suddenly. Load restraining features – common in the commercial vehicle sector – are either not fitted or not used by vehicle drivers. When transport any type of load and this can include documents, sales literature and samples, IT equipment, tool boxes and personal items, they must be restrained. Load transport risks can be minimised by ensuring that your vehicle is capable of safe load transport. This means the need for restraining hooks, straps and vehicle go nets. Smaller items should be inside a storage box, secured in the back or trunk. These requirements apply to all motor vehicles used on company business, regardless of size and use. Staff should understand that the biggest single “unrestrained” risk is from passengers not wearing a seatbelt or child restraint. A risk assessment of load transport by vehicles should be completed to identify safe work practices and drivers who may need additional training .Any additional equipment required such as straps, storage box’s or nets are available from the fleet/transport office.

Did I COVER THE COMPANY PM program

Servicing and maintenance• Company vehicles must be serviced in line with the manufacturer’s

recommendations. These are shown in the voucher service book, which accompanies each vehicle. (……………) is to be used wherever possible but if you are based on site or in a Regional office, other authorised dealers may be used. Ensure that the servicing garage stamps the book when the vehicle is serviced. The voucher book must be passed on with the vehicle when it is transferred to another driver or returned to the Company.

Servicing dealer• All work must be carried out only at the manufacturer’s authorised dealer;

otherwise problems will arise in connection with repairs carried out under warranty. Employees may be liable for any costs incurred if this instruction is not strictly adhered to.

Lock and SECURENew vehicles and light commercial vehicles will have a good level of engine immobilisation fitted as standard. It is becoming very difficult for thieves to “hot wire” a vehicle. This has led to a rise in theft of keys and vehicle jacking. Always drive with your doors locked. In the unlikely event that a person forces you to hand over the keys to your vehicle, do not resist. You are more important than the vehicle. Phone the police and try to give a clear description of the thief. Night parking You should take all sensible precautions regarding parking. At night, garage the vehicle if possible; do not leave property in the vehicle overnight especially laptop computers, mobile phones and portable satellite navigation systems, always lock your vehicle when there is no one in the vehicle (even at fuel service stations). Do not park it in the more vulnerable positions in vehicle parks try and park in a well lit area so it is safer when you return to your vehicle. Vehicle Key Security One vehicle is stolen every two minutes of every single day!This statistic shows that although vehicle crime is falling, your vehicle could still be stolen if you do not take sensible precautions to secure it! Over the years vehicle manufacturers in conjunction with Insurance companies have worked very hard to develop more effective alarms and Immobilisers to stay one step ahead of the opportunistic and professional vehicle thief. However, vehicle thieves are fighting back and finding new ways to steal vehicles.

EVERY DAY IN EVERY WAYPersonal Appearance • Drivers are requested to maintain a good standard of personal cleanliness and

appearance whilst on duty. Where uniforms are provided they should be worn at all times. The correct level of PPE should be worn to afford adequate levels of protection at all times. PPE items should be maintained in a clean and serviceable condition, replacements are available from health and safety

Conduct at Customers’ Premises

• Drivers are ambassadors of our business. It is therefore important that due respect and regard is given to all our customers and their property. We wish to display a good image of the Company. We therefore ask drivers to be pleasant, polite and helpful, when collecting or delivering goods and in general dealings with customers and the public.

Our COMPANY MAXIMUM numbers of driving prevents this risk

DVT affects individuals who are seated in a confined space for extended periods of time. To minimize the risk, it is recommended that both drivers and passengers take the following precautions;- Stop and take a break at least once every two hours where practicalGet out of the vehicle, walk around, exercise the lower legs and take in fresh air.Drink plenty of water, to stay hydratedWear loose fitting clothing. Symptoms of DVT may include;- Swelling of the legsRedness and an increased temperature of the legNoticeable pain

IN OUR JOURNEY MANAGEMENT POLICY WE TALK ABOUT AND ENFORCE

Before the Journey:• Get good nights sleep before a long journey.• Plan journeys to ensure regular rest breaks can be taken.• Understand the increased risk that illness, medication, drink and drugs add to potential fatigue.• Understand the signs of becoming tired.During the Journey:• It is a well-known fact that certain activity such as walking and stretching triggers the sympathetic nervous

system and helps keep drivers alert. Some foods and substances can also temporarily increase alertness. • There are a number of measures that managers and drivers can take to decrease but not prevent the onset of

fatigue on a journey. Examples are:– Temperature: Cool dry air, especially on your face, helps keep drivers alert.– Sound: Irregular or variable sounds e.g. conversation can stimulate alertness.– Environmental light: bright light tends to increase alertness while dim light leads to drowsiness.– Aroma: Studies have found that some smells e.g. peppermint makes people more alert. Others, like lavender, have a sedative

effect.– When drivers feel sleepy, instead of fighting it, they should stop at the nearest safe place.

• Stop and park safely• Have a high energy or caffeinated drink• Set their alarm or mobile phone• Take a 'powernap' for no more than 15 minutes• Do not drive until fully alert

One other item before we do a driveDaily/Weekly checksFor your own safety and to ensure that the best reliability is obtained from your Company vehicle, get into the habit of making the following checks detailed below.

Daily a. Check tires visually b. Ensure that all lights as operating correctly. It is an offence to drive if your lights are not functioning properly. c. Ensure that you have sufficient fueld. Clean the windscreen, all windows, mirrors, headlamps and all other light lenses and number plates. Weekly a. Check and correct the tire pressure and tread wear including the spare wheel. Keep to the pressures recommended in the maker's handbook. It is an offence to have defective tires. b. Check the engine oil level weekly and/or before setting out on a long journey c. Check the battery. Keep the terminals clean and ensure that all connections are secure d. Check the radiator water anti-freeze mixture level weekly and/or before setting out on a long journey.‑ e. Top up the windscreen washer reservoir at least once a week. Check the action of the windscreen wipers and the condition of the wiper blades at the same time. It is an offence if your windscreen washer is inoperative for any reason. f. Check the clutch fluid and brake fluid reservoirs (where fitted) g. Complete a visual check of the engine compartment and report any defects

Climb in I WANT YOU TO DO THISIt is your responsibility to ensure that the vehicle allocated to you is kept in good working order and is operated in a safe and legal manner at all times. • It will be liable to spot checks periodically by your Manager. The following sections detail the main elements of

personal vehicle management.

Seating position and safety• There have been an increase in the number of drivers suffering from back, neck or shoulder problems, aggravated by

long journeys in poorly adjusted seating and/or posture. To minimise this risk and also provide you with improved neck and spine protection the following seating position should be adopted.

• The lower chest should come forward and up in order to relax the shoulder blades back and down• Shoulder blades should be in good contact with the back of the seat. The lower spine should not push into the back

support.• The back of the head should be lightly resting on the head restraint.• Hands should be in the ten to two position with arms relaxed.• The steering wheel should be directly in front of the driver and the driver should be able to rest their wrist on top of

the steering wheel without stretching.• The driver should be able to reach and operate all the controls without effort.How to adjust your head restraint for maximum protection against whiplash injuries• To be effective, a head restraint must be as close to the back of the head as possible (touching is best) and the top of

the restraint should be as high as the top of the head. Remember it is a head restraint, not a headrest.

Now that your seated we are going for a 30 minute ride

This drive is based upon three things:1) Everyone does this exact route based upon the class

and type of vehicle used here at this company2) I will tell you where to turn or park and direction we are headed, you tell me what you are seeing and why (commentary driving)3) This is an assessment not a test, we the company want to see your ART of driving with our fleet vehicle and measure that based upon our risk levels and acceptable operational standards!