“WHEREAS IT MAY BE A WEEKEND AND YOUR EMPLOYEES AND THEIR COMPANY VEHICLES MAY BE HUNDREDS OF KILOMETRES AWAY THE DUTY OF CARE IS STILL WITH YOU”.

Effective management of the organisation’s resources is the goal of any management activity, regardless of whether it is the choice between raw materials, machines, marketing or fleet vehicles. After all, the fleet exists to support and facilitate the successful completion of the organisation’s mission.

Making the right choice of vehicle, collecting and analysing data and applying management control strategies, will have a positive impact on the business’ operations and its bottom line.

Some organisations tend to view their fleet as a distraction to their core business. However, regardless of whether you manage fleet operations in-house or outsource them the duty of care still resides with you.

It needs to be recognised that it is only those functions of an administrative, maintenance or incident management nature that can be outsourced.

THE ORGANISATION CANNOT TRANSFER, OR OUTSOURCE, ITS RESPONSIBILITY FOR PROVIDING A SAFE WORKING ENVIRONMENT FOR ITS EMPLOYEES.

Strategically based activities such as the identification of transport needs, the policy for vehicle allocation and use, and the management thereof, are part of the organisation’s direction, culture and operational philosophy and as such always remain the responsibility of the organisation and its management.

When company business is being performed or company assets such as the company vehicle are used, any incident, injury or loss incurred is the organisation’s responsibility and a potential liability.

There is the need for the organisation to demonstrate that it is actively managing what is an evolving duty of care requirement.

In this changing safety focussed environment we see the need for a substantial move to greater flexibility and responsiveness on the part of fleet programs. We are now in an environment and a time for questioning, evaluation and appraisal, ensuring the fleet is at its optimum efficiency, matched to the organisation’s transport needs, acquired at the lowest possible cost and posing no, or minimal, risk to the employee and the public in general.

It is essential that senior management maintains a high level of active interest in fleet safety and supports its application. Failure from senior management to support the policy will be seen by some employees as a sign that the organisation is not serious with regard to safety.

MANAGERS

Managers will ensure that:

• All positions advertised clearly define the required level of driving skills and qualification;
• Vehicles are fit for the tasks for which they are assigned;
• They identify those authorised to drive company vehicles in line with company policy;
• Drivers under their control receive appropriate instruction and training to permit them to perform their function to a satisfactory standard;
• When vehicles other than those company owned/leased are used on company business that they are fit for the purpose and are adequately insured;
• Undue stress is not placed on employees through inappropriate schedules and work pressure;

• Appropriate preventative maintenance is undertaken on all vehicles supplied by the company and/or used on company business.

Managers are expected to exercise control over vehicle operations by ensuring that drivers reporting to them fulfil their responsibilities.

DRIVERS

Drivers should be held responsible for the proper operation, use and maintenance of the vehicle entrusted to their care.