Fleet Risk

Driving at work is one of the most dangerous activities an employee will undertake, making Fleet Risk Management a critical activity within organisations.

According to Brake, the road safety charity, 1,516 people were killed, and over 22,000 were seriously injured on the roads in the UK in 2020. A total of 115,584 casualties of all severities in road traffic crashes were recorded. These numbers are lower when compared with the previous five years due in part to the lockdown measures imposed in response to the COVID-19 pandemic.

Fleet Risk

Fleet Risk | How Can We Help?

EVP offer a comprehensive review of the fleet risk within your organisation. Our review covers all elements of the fleet and uses a three-step approach:

  1. Establish the baseline
  2. Complete a full risk assessment
  3. Manage interventions to control risks

This process has several benefits to your organisation:

  1. Enhances the safety culture of the organisation
  2. Provides a fully auditable structure to manage the ongoing risk as it evolves, which is compliant with H&S legislation
  3. Identifies interventions that are cost-effective to implement
  4. Reduce ongoing fleet costs through lower insurance, accident costs and lost worker productivity

To find out more about our fleet risk service then please get in touch

Why Manage the Fleet Risk?

Managing fleet risk has many benefits for organisations. Firstly, it’s the right thing to do for both your employees and any member of the public. Many organisations manage risk in many other areas of their operations that do not have the same potential impact if something goes wrong.

There is also a significant financial benefit to managing the risk. Vehicles involved in incidents will need recovering and repairing, or replacing. In addition, there will be insurance to deal with in more severe incidents and could even lead to court cases or other proceedings, all of which absorb a large amount of administrative effort.

Individuals involved may also spend time off work with the associated loss of productivity. Key personnel could also stop some areas of the business from functioning altogether.

The actual cost of incidents is estimated to be many multiples of any bent metal repair cost.

The Process For Managing Fleet Risk

Phase 1 | Establish A Baseline

Collect information from all areas of the fleet, including company cars, vans, HGV’s as well as cash takers, daily hire and the grey fleet.  The data should cover the following:

  • Driver details –  driver age, licence details, job role, working hours, health assessments, eyesight and incident history records
  • Vehicle details – vehicle type (e.g. Commercial vehicle), interior build, typical load including materials or gasses carried, towing requirement, MPG, tax, insurance and maintenance records.
  • Journey information – mileage, fuel, timing, frequency, telematics data and work schedules.
  • Accidents – details of incidents, near misses, costs and employee days lost.
  • Policies and Procedures – obtain and review all fleet-related information
  • Stakeholder Input – views of staff who are using or are impacted by the vehicle fleet.

Phase 2 | Risk Assessment

The risk assessment should identify those areas of concern covering any aspect of the operation of the fleet.

Prioritise risks with action plans in place that have the support of senior management. Moreover, action plans should have target dates and specific owners. Finally, the senior management team should regularly review the plans.

Identify and measure control measures so that you can see their effectiveness.

Phase 3 | Interventions to Manage the Risks

The risk assessment should be the ongoing blueprint for managing the risk within the organisation. For any risks you identify, you should have a plan to rectify them. Some of those risks will require active interventions by the organisation.

Examples of interventions could include the following:

  • Changes to policy documentation such as the driver handbook, driving at work or company car policy. In addition, the introduction and review of policies relating to mobile phones, smoking in vehicles, distractions, health and eyesight
  • Changes to vehicle selection criteria – to include safety equipment or driver aids
  • Vehicle checks – documentation, walkaround checks, MOT’s and defect reporting
  • Vehicle operations policies regarding vehicle loading and towing
  • Driver interventions such as driver licence checks, individual risk assessments and driver training.
  • Journey planning to avoid bad weather, accident hotspots or avoiding the journey altogether.
  • Provide training to managers to help them manage their employees consistent with the overall fleet risk strategy.

Communicate the action plan and interventions to relevant stakeholder groups both within and outside the organisation, such as suppliers or consultants.

Share information regarding the progress of activities with the entire organisation to harness a culture of fleet risk reduction. Also, ask for support with messages from senior management. Finally, make reporting available to the workforce to demonstrate the impact actions have made on the organisation and the benefits attached.

Keep records of the actions you take to mitigate risk and provide a complete audit trail in the event of a severe incident.