Callout 1 Callout 1

  • Appointment of a top manager to be the Board champion of occupational road risk, to demon strate the importance of this area
  • Ready availability of the HSE/ DfT guide "Driving at work - managing work-related road safety" as a starting point of reference
  • A clear written policy statement about who is entitled to use company-controlled cars or vans
  • A clear written policy about the need for employees to submit whatever travel returns the employer deems necessary - especially mileage returns to identify high-risk cases
  • Clear statement requiring all employees to observe all normal rules of the road (eg as set out in Highway Code). Specific issues which should be mentioned include:
  • Policy on ban/ restricted use of mobile phones (including hands-free kits)
  • Policy on drinks &/or drugs
  • Policy of maximum driving time behind the wheel; at any one stretch, and overall within any one working day
  • A process to ensure that anyone driving on employers' business is properly licensed for the types of vehicles to be used (cars, vans of different weights, towed trailers, minibuses etc)
  • Confirmation of an effective policy of insurance for employees' own cars
  • Process to ensure all vehicles serviced at least in line with manufacturers' recommendations (or check for employees' own cars)
  • Process to study all accident reports (in conjunction with underwriters/ brokers/ accident management service providers) to identify any patterns indicating particular problems
  • Facilities to provide employees with relevant information, training where necessary and supervision to be safe on the road
  • Summary of the risk assessment documentation, pointers to file locations; timetable for all future steps in the process
  • Targets set to improve at-work road safety on a continuous-improvement process, benchmarked against peer fleets

To be fully effective, this policy list should be published and distributed to all employees using - or likely to use - the roads on employers' business irrespective of the ownership status of the vehicle.

Many of these issues should also be included within the driver handbook, as an immediately-available reference for drivers. This also serves as part of the audit trail showing that road risks are being addressed fully. A requirement for drivers to sign not only for receipt of the handbook - but that they have read it - is certainly part of best practice.

The policy must recognise the need to identify all the hazards involved in driving at work; the need to undertake a risk assessment of how likely any such hazard can occur in that environment; and the need to assess the harm that might follow. Typical hazards and the basic solutions and safeguards to deal with them are set out in Callout 2.

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