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Fleet

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What is your fleet made up of?

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Insurance

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Key points: Insurance

  • It is a legal requirement for businesses to have insurance on vehicles that are used for business purposes.
  • Insurance can give businesses peace of mind by protecting against financial losses caused by vehicles, whether this is a result of accidents or theft.
  • A specialist fleet insurer, such as Ayvens Insurance, can help organisations control their insurance costs by reviewing the risk profile of drivers and the types of vehicles being used, and then adjusting the insurance premiums accordingly.
  • Organisations need to keep track of all the vehicles covered by the insurance policy, plus driver profiles and incidents, as this is essential to help them manage assets effectively, plan for vehicle replacements and arrange driver training.

On what geographic scale does your company insure its vehicle fleets?

Do you have a process for adding vehicles to your Insurance Policy?

Do you have a process for adding vehicles to the Motor Industry Database?

Are you part of the fleet insurance decision making process?

How does your company buy insurance for its vehicles?

What is your role in the decision-making process for fleet vehicle insurance?

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Fleet policy

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Key points: Fleet policy

  • Ayvens research revealed a third of fleets lack an up-to-date vehicle policy. While there is some work involved in creating them, the benefits can be significant:
    • Safety: It will outline the rules and procedures for safe driving practices, including vehicle maintenance, driver training, and driver behaviour.
    • Cost reduction: It could help reduce costs associated with fleet operations, by setting out expectations around vehicle maintenance, tyre inflation, efficient driving and cost of fuel.
    • Compliance: It should ensure that drivers are aware of legal and regulatory requirements, which can help them avoid fines and penalties.
    • Improved efficiency: Setting out procedures – such as vehicle selection, servicing, pool vehicle management and car sharing – means fleets can optimise their fleet resources and improve productivity.
  • Your Fleet Policy should prohibit the use of mobile phones while driving and outline the consequences for drivers who violate the policy. This can include disciplinary action, loss of driving privileges and even termination of employment in serious cases.
  • Studies have also shown that drivers who use mobile phones are four times more likely to be involved in a crash than those who do not.
  • Under UK law drivers must not use a handheld mobile phone or similar device while driving, or while stopped with the engine on (except in certain circumstances, such as calling the emergency services).
  • Organisations can be held liable if their drivers are involved in accidents while using a mobile phone.

Do you have a Fleet Policy in Place?

How is this communicated to drivers?

Has it been updated recently?

Does it cover mobile phone use?

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Licence checking

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Key points: Licence checking

  • With more and more Automatic Number Plate recognition (ANPR) cameras on the roads, it’s possible for drivers to collect points on their licences very quickly. This means regular checks are needed to ensure employees remain eligible to drive.
  • It’s also a requirement from many insurance companies for organisations to check licences regularly to make sure drivers continue to meet any policy terms around the maximum number of points they can have.
  • In addition, there’s a risk management reason to carry out regular checks. The category codes for the points can help identify high-risk behaviour and allow companies to take action to mitigate these risks
  • Most organisations carry out checks every year or every six months. We recommend that best practice is to carry out checks every three months.
  • For high risk drivers, with high volume of points checks should be carried out more frequently
  • For new employees, it can pay to have a policy in place for the maximum number of points you will accept on their licence. For example, if an applicant has nine points on their licence, they are potentially one mistake away from getting a ban, so you may want to consider whether the cost of recruiting them is worth it.
  • A driver must sign a declaration to acknowledge you will check their licence and, once this has been signed, you can check as frequently as you like for three years. You will then need a new declaration. It is often more cost-effective to engage a licence checking company to do this, who will ensure that you do not infringe GDPR.

How often do you check driving licences?

Do you check that the driver has the right categories on their licence?

Do you actively use licence checking data to check driving licences?

If yes, how do you check?

Are there any maximum points that you would accept for taking on a new driver?

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Driver health

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Eye tests

Key points: Eye tests

  • The requirements for car drivers are:
    • Must be able to read (with glasses or contact lenses, if necessary) a car number plate (made after 1 September 2001) from 20 metres.
    • Must have a visual acuity of at least decimal 0.5 (6/12) measured on the Snellen scale and an adequate field of vision.
    • When aged over 70, must declare on licence renewal that their eyesight meets minimum legal standards
  • Lorry and bus drivers have stricter standards that they must meet.
  • Regular eye tests can help detect any changes in vision that could affect a driver's ability to drive safely, such as cataracts, glaucoma, or other eye diseases.
  • Drivers who wear corrective lenses must ensure that their glasses or contact lenses are up to date and provide the necessary visual correction.

Further reading

Do you check that drivers have regular eye tests?

Do you pay for eye tests?

Do you pay for glasses, contact lenses or corrective eye surgery?

Health and wellbeing

Key points: Health and wellbeing

  • Drivers are often lone workers, so it can be difficult to spot changes in their health or mood. Wellbeing training can highlight some of the symptoms associated with certain conditions, give them the confidence to speak up or consult a GP.
  • Wellbeing checks can help identify physical or mental health issues that may affect a driver's ability to drive safely. By addressing these issues early on – before sleeplessness or addiction – lives can be saved.
  • There is also a feel-good factor. Drivers who are healthy and feel supported are more likely to be productive and efficient. By providing wellbeing checks, organisations can help ensure that their drivers are in good health and able to perform their job duties effectively.
  • Some industries (such as train, bus drivers, construction) have regulations requiring organisations to provide health and wellness services to their drivers.
  • Toolbox Talks can be a great way to get a conversation started.

Further reading

Do you have awareness training about health and wellbeing for drivers?

Do you facilitate health and wellbeing checks?

Do you have an option for medical schemes?

Fatigue management

Key points: Fatigue management

  • One in eight drivers in the UK admit that they have nodded off at the wheel, according to new research by the AA Charitable Trust.
  • Fatigue can impair a driver's ability to make quick decisions, react to hazards, and maintain concentration, which can increase the risk of accidents.
  • Driver fatigue can also have negative impacts on wellbeing, including increased stress levels Fatigue management means organisations can help drivers to manage their fatigue levels, stay alert and focused, and reduce their risk of accidents.
  • Management programmes can include:
    • Making sure work schedules are realistic, taking into account the time of day, traffic and so on to ensure drivers are able to take regular rest and toilet breaks.
    • Checking that drivers are taking holiday, annual leave, time off.
    • Providing education and training on how to recognise and manage fatigue.
  • Toolbox Talks provide a great platform to raise issues early on.
  • Where drivers are carrying out driving tasks at high-risk times (after 9pm – 4am), it is especially important that fatigue management practices are carried out.

Further reading

Do you have a Fatigue Management Policy that includes driving hours and lifestyle changes?

Are you proactive in supporting drivers through changing shift patterns?

If a driver came to you and said they felt tired, would you find them other work or give them a paid day off?

Drugs and alcohol

Key points: Drugs and alcohol

  • An increasing number of companies and organisations that have employees who drive on business are starting to carry out random, just cause and post-incident drugs and alcohol tests on employees.
  • The benefits of doing this include:
    • Safety: Driving under the influence of drugs or alcohol can impair a driver's judgment, reaction time and coordination, increasing the risk of accidents.
    • Compliance: Depending on the industry, there may be legal or regulatory requirements for organisations to conduct drug and alcohol testing on their drivers. Failing to comply with these requirements can result in fines, legal action or loss of licenses.
    • Liability: If a driver is involved in an accident while under the influence of drugs or alcohol, the organisation may be held liable. Regular testing can reduce this risk and protect the organisation from legal and financial consequences.
    • Employee well-being: Regular drug and alcohol testing can help identify potential substance abuse issues among drivers and provide them with the necessary support and resources to maintain their overall health and wellbeing.
  • Don’t forget the significant grey area when it comes to alcohol and drugs – prescription medication. The law has zero tolerance to illegal drugs, but there are allowable limits for a series of prescription drugs.
  • While not strictly related to drink and drugs, it is also a good idea to include medical conditions in this area, as there are over 180 that are notifiable to the DVLA. Most will not result in a driver losing their licence, but failure to report them will incur a fine.

Do you have a Drugs and Alcohol Policy?

Do you carry out random, just cause and post-incident drugs and alcohol tests?

Do you carry out drugs and alcohol tests at interview stage?

If a driver has lost their licence for drink or drug driving, do you put any special measures in place?

Do you do driver training for high-risk times of the year? For example, morning-after effects following Christmas parties or football tournaments

Driving hours

Key points: Driving hours

  • UK driving rules specify maximum driving and rest times for professional drivers in order to ensure their safety and the safety of others on the road.
  • Keeping accurate records of driving hours is a legal requirement that demonstrates compliance with these rules. Failure to do so can result in fines and other penalties for both the driver and the organisation.
  • Drivers need to keep a daily record of their driving hours in the vehicle, in case they are stopped by the police or the DVSA. This record should be checked regularly by their managers.
  • Having accurate records can also help you manage your fleet more effectively, by ensuring drivers are not overworked and reducing the risk of fatigue-related accidents.
  • Some organisations are going further and asking their drivers to drive fewer hours than the driving hour limits.
  • This can help address work-life balance for professional drivers and build a better reputation with customers, regulators and the public by demonstrating a commitment to safe driving.

Do your drivers record their driving hours?

Do all your drivers comply with GB or UK domestic driving hour rules?

Do you require your drivers to drive fewer hours than the GB or UK domestic driving hour rules?

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Training

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Behavioural training

Key points: Behavioural training

  • Behavioural training can help drivers develop safer driving habits and reduce the risk of accidents, protecting the driver and other road users.
  • Training can also set the standard and ensure drivers represent you in a professional and responsible manner.
  • Driver training can promote more efficient driving habits. For example, avoiding aggressive acceleration and braking can reduce fuel consumption and mean that brake pads and tyres need to be replaced less often.

Do you include any driver behavioural training in your company inductions?

Do you have regular updates and refresher driver behavioural training?

Do you regularly evaluate the effectiveness of this training?

In-cab skills training

Key points: In-cab skills training

  • In-cab skills training for commercial vehicle drivers can improve:
    • Your drivers’ ability to handle the vehicle safely, especially in challenging situations such as adverse weather conditions or heavy traffic.
    • Your drivers’ fuel efficiency and idling time, which can lead to cost savings.
    • Your drivers’ compliance with regulations, such as hours of service rules and load securement requirements.
    • Your company’s reputation, particularly if your drivers have your logo on the side or back of their vehicle.
  • Examples of training include post-collision training, van familiarisation for car drivers, towing training (including loading and securing) and EV familiarisation.
  • Remember to keep accurate training records for each driver, so you can demonstrate that you have done everything possible to educate them about road safety.

Do you carry out any in-cab skills training?

Does your training go beyond legislative requirements? For example, continued towing training

Do you regularly evaluate the effectiveness of this training?

Do you monitor or have visibility of driver behaviour through in cab video, dashcams or telematics?

Do you offer ancillary equipment training?

CPC training and qualification

Key points: CPC training and qualification

  • A driver CPC qualification is necessary for all employees who will be driving a vehicle weighing over 3.5 tonnes, this is a combined weight if towing a trailer as this becomes part of the vehicle.
  • All new LGVs drivers will need to pass an initial qualification and then complete 35 hours relevant training every five years. Existing LGV drivers are required to complete the 35 hours without an initial test.
  • Companies are not required to pay for this, although many do to ensure quality. You will need to have a system to check that drivers are hold a valid DCPC card (driver CPC) card and monitor their progress over five years so that it does not expire.
  • Additional advantages of CPC training include:
    • Knowledge of a wide range of topics, such as road safety, eco-driving and first aid
    • Increased professionalism, as the qualification can enhance a driver's professional image and status. Requiring all LCV drivers to hold this qualification can help promote a culture of professionalism.
    • Giving you an edge over organisations that don’t require valid CPC qualification, as it shows your drivers are skilled, knowledgeable, and professional.

Do you require all LCV drivers to hold a valid driver CPC qualification regardless of their operator licence status?

Do you require five different topics to be covered in the CPC training in a five-year period?

Do you have your own accredited CPC training based on internal policies?

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Compliance checks

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Walk around checks

Key points: Walk around checks

  • Daily walk-around checks are essential for any driver, but for commercial vehicle drivers it is imperative.
  • Spotting small issues straight away is the best way to stop them becoming major problems.
  • Checks ensure a vehicle is safe to drive and that any potential issues are identified and addressed before it is used, helping to reduce the risk of accidents and breakdowns.
  • If you identify and address issues early, you can avoid more expensive repairs and maintenance further down the line.
  • Vehicles in poor state of repair can damage your reputation, particularly if they have your brand on them.
  • We have an app called My Vehicle Check that is designed to make the whole process easier. Your drivers can use it to record any defects that they find and the app will report them in real time. Records of every check and defect are stored automatically and made available online, providing a clear audit trail that is easy to access.

Are your drivers required to carry out first use (daily walk around) checks?

Do you have a weekly management sign off of first use checks?

Do you have an Audit Policy in place to check they are done correctly?

Tyre Policy

Key points: Tyre Policy

  • Driving with dangerous or defective tyres puts drivers at risk of a fine of up to £2,500 and three points on their licence. This is per tyre, so four illegal tyres could mean a fine of £10,000 and 12 penalty points.
  • Leasing company best practice is to change tyres at 2mm, however the legal depth is 1.6mm. A simple check is to insert a 20p piece into the tread of the tyre.
  • Vans and commercial vehicles are the same legal tread as cars, but as they are carrying heavier goods, their stopping distances will be different.
  • Tyre tread wear should be checked regularly, as abnormal wear is often an indication of a mechanical defect on the vehicle.
  • Drivers should take their vehicle to an expert immediately if they see damage – such as a blister, rupture, cut or penetration exposing the casing on the tyre – or if they tyre had a violent impact.

Further reading

What tread depth does your Tyre Policy set as the point where tyres must be changed?

Grey fleet checks

Key points: Grey fleet checks

  • Grey fleet compliance ensures that personally owned vehicles used for business purposes are safe, legal and properly maintained.
  • Best practice includes a number of regular checks:
    • Ensure drivers have a valid licence that is appropriate for the type of vehicle they're driving.
    • Make sure vehicles are roadworthy, fit for purpose and meet legal requirements for road tax and MOTs.
    • Monitor mileage driven for business purposes and consider having a set level at which point you can move drivers into a company scheme, such as a salary sacrifice arrangement, or give them a pool car.
    • Provide online training for employees who regularly drive grey fleet miles.

Do you carry out licence checks and insurance checks for grey fleet to ensure business use is included?

Do you carry out additional checks, such as MOT, service history and breakdown cover?

Do you have any requirements around size of vehicle, age of vehicle and CO2?

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Incidents

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Key points: Incidents

  • Best practice is to require drivers to report all incidents, even if there is no visible damage, as this can help you spot patterns and trends that could lead to more serious incidents – and identify drivers who may need more training or support.
  • This also catches the incidents that don’t cause visible damage, but still affect the safety of the vehicle, such as a collision that causes misalignment or damage to the suspension system.
  • A complete record of all incidents can help you better manage risk and ensure the safety of their employees, customers, and the public.
  • Drivers who receive fines and traffic violations may be more likely to engage in risky driving behaviour, which can increase the likelihood of accidents and injuries.
  • Fines and traffic violations can be expensive, and they can also result in increased insurance premiums and potential legal costs.

Do you require your drivers to report all incidents, even if there is no visible damage?

What kind of collisions do you record and investigate?

How often do you analyse trends?

What training have your collision investigators had?

Are traffic violations and fines monitored / collated?

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Your fleet risk result

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Insurance 0

Fleet policy 0

Licence checking 0

Driver health 0

Training 0

Compliance checks 0

Incidents 0

The fleet risk assessment tool provided by Ayvens is intended to offer guidance and support in identifying potential risks associated with driving at work. However, this tool is not exhaustive and may not cover all aspects relevant to your specific situation.

Users are advised to adapt the recommendations and strategies offered by the tool based on their unique circumstances, including the size and nature of their fleet, the types of vehicles used, and the specific needs of their organisation. While the tool can help you identify potential areas for improvement, it should not be solely relied upon for comprehensive risk management.

Ayvens recommends consulting with legal, health and safety, and insurance professionals to ensure that your fleet risk management strategy aligns with all applicable laws, regulations, and industry best practices.

By using the tool, you acknowledge that you understand and accept this disclaimer and agree to use the information provided as a supplement to your own risk assessment processes.