The vehicle operator is responsible for checking the safety and general condition of the vehicle, including gas, oil, and other fluid levels, lights, and brakes.
With the assistance of the Safety Manager, supervisors should provide inspection checklist to vehicle operators. To formally document that training has been accomplished and drivers understand their responsibilities, they should sign an acknowledgement form that looks something like this:
Sample Vehicle Maintenance Acknowledgement Form
I have received the proper training in daily vehicle inspection procedures. I understand that it is my responsibility to inspect all fluid levels, lights, tires, and safety equipment each day before I use the vehicle. I understand that it is my responsibility to report any and all vehicle defects and safety concerns. If there is something wrong with the vehicle, which may affect safety, I will not drive the vehicle until adequate repairs are completed. I also understand that it is my responsibility observe all policies and procedures concerning the proper and safe operation of a company vehicle.
Make sure your company vehicles are to be used for company business only. Persons found using company vehicles for their personal errands should be subject to disciplinary action unless your company's policy allows short side trips for meals, etc.
Employees should not permit unauthorized employees or non-employees to ride in company vehicles, except when such persons are conveyed in the performance of duty, or authorized to ride by supervisory staff.
Employees should not operate a vehicle or equipment:
Policies for transporting employees should be well thought-out.
According to the National Highway Traffic Safety Administration, distraction is anything that diverts the driver’s attention from the primary tasks of navigating the vehicle and responding to critical events. Driver safety is impaired whenever these three types of distraction occur while driving:
So when you think about tasks that can be a driving distraction, you can see that they often fit into more than one category: eating is visual and manual, whereas using a navigation system is all three.
There are two basic components of the distraction safety problem:
Task demands relate to the amount of resources (visual, cognitive, manual) required to perform the task. The other issue is exposure, which is how often drivers engage in the task. Putting those two concepts together, even an easy task can be a bigger safety problem if the person does the task 50% of their driving time.
You can use this NHTSA sample company Distracted Driving Policy to develop a policy for your company.
Employees using company vehicles should exercise caution when transporting equipment, packages or other materials in the driver/passenger compartment that would become flying projectiles in the event of an accident.
While driving commercial vehicles, drivers represent the company. Consequently, it's vitally important that drivers operate their vehicles in a courteous and professional manner.
It's important that employees park company vehicles in a legal and proper manner.
Supervisors should identify and authorize those employees who are required, as part of their normal job duties to use their personal vehicle to conduct company business.
If employees use their personal vehicles for business use, be certain they have sufficient liability coverage with their personal auto policies. For example, if an employee drives his or her own car to deliver an order for the business and is in an accident with another driver, his or her insurance company will pay the claim up to her policy limit.
But if the other driver sues the company for additional damages, a basic business owner´s policy (BOP) won´t suffice. Commercial vehicle insurance with an added non-owned auto liability endorsement could help protect the company´s assets from an expensive lawsuit.
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