8 Step Checklist for Efficient Fleet Management

Considering the scale of the task, fleet management is best approached on a step-by-step basis. The following provides a foundational guide for efficient performance in all fleet management tasks.  Any questions answered with a "no" should be further examined until a solution is found.

1. Policy and Procedure

  • Have you established a specific, well thought-out fleet management policy that is both communicable and comprehensible?
  • Does your Workplace Health and Safety (WHS) policy address issues related to fleet management, such as driver safety?
  • Has any component of your fleet management policy been reviewed and/or authorized by senior management?
  • Have you informed your employees about your fleet management policy and how it affects their job responsibilities?

2. Application

  • Have you assigned specific fleet management duties to qualified employees?
  • Are your staff members aware of your new expectations for their performance on the job?
  • Have you established a set of rules and regulations for policy adherence, and consequences for violations?
  • Is the management team responsible for monitoring and controlling incident and collision costs?

3. Financial Strategies

  • Are your company vehicles protected by a supply or lease arrangement?
  • Are vehicles examined for safety, security, and aptitude before purchasing?
  • Does your workplace have an efficient system for reporting vehicle deficiencies and organizing repairs?
  • Does your workplace keep a consistent maintenance log for all vehicles?

4. Record-Keeping

  • Is there an efficient system in place for reporting collisions, traffic violations, and other incidents?
  • Does the senior management team regularly oversee a claims analysis report?
  • Has the company set performance benchmarks?
  • Does the staff understand its accountabilities?

5. Driver Education and Training

  • Has the company in-stated its own formal driver education program? If not, are applicants for the position expected to undergo training at outside, credible institutions?
  • Are staff members expected to take both theoretical and practical driver safety courses?
  • Is there a corrective program available for staff members with multiple incidents/accidents?
  • Has the company allocated funding for employees seeking outside education and training?

6. Screening and Training Practices

  • Are applicants for drivers' positions required to submit a complete record of their driving history before employment?
  • Are new employees given hard copies of the fleet management policy during the induction phase?
  • Does the initial training program discuss subjects like employee duties, safety regulations, and the consequences of rule violations?
  • Does the company consult a state road traffic authority to oversee records for licenses and driving restrictions?
  • Are driver safety handbooks given to each employee and stored in every vehicle?

7. Reviews and Revisions

  • Does the company perform in-depth investigations and analyses of collisions, complete with applied solution strategies?
  • Is performance management practiced regularly-particularly in cases where staff members are responsible for multiple violations and accidents?

8. Maintenance

  • Have staff members been informed about required vehicle maintenance practices and necessary services?
  • Are repairs re-examined at least once per year?
  • Has the company established a reliable repair network?
  • Do staff members conduct basic safety checks before driving each vehicle-including tasks such as checking headlights and taillights, cleaning windows and windshields, inspecting tires, checking fluids, etc.?

Contact a HUB Transportation Advisor today.