Fleet policies and procedures cannot be completely separated from their implementation: if the idea itself of introducing policies within a fleet is good, having a smooth and intelligent implementation is key.
Induction and training, fleet policies concentrating on different topics (fuel, private use of vehicles, mobile devices etc.) and procedures within a company managing vehicles might be seen as unnecessary paperwork, but the truth is that they can help in many ways by keeping vehicles roadworthy, team and road users safe, decrease fuel consumption and increase efficiencies.
So now that we pointed out how crucial this could be for your fleet, how can the process be good enough to get anyone’s buy-in and improve the global performance of the fleet?
Here we suggest some rules that can help you transition with a smooth implementation of any policy within your fleet. Let us know what you think!
1 - Openness and disclosure
If you have decided to implement a new process or policy within your fleet, you need to be open with your staff and disclose key elements such as reasons for introducing the policy/new process/new tool, how the system you currently have will change and what will be the consequences for the staff. Different people or things will be involved, so it is important to consider all aspects; be transparent to get their buy-in as well as that precious feedback. This should assist a smooth transition so that everyone is acquiescent after discussing how all the new elements will impact them.
2 - Induction and training
As soon as everyone is familiar with all the elements and timeline of the process/policy implementation, you should think about training people on how this will impact them in real terms—basically, by simulating it. Not just reading out processes but also having them actually test them so as to get good feedback and ensure all the particulars of the process are taken care of: if you are using an electronic tool to do something, how this might involve driving or dispatching, do staff have everything they need to comply with the new process and any other elements affecting safety, fuel consumption, roadworthiness and so on.
3 - Positive thinking: focus on the benefits for everyone
There is never a new process implementation completely lacking resistance from staff, as a lot of people appear reluctant to embrace innovations. The key is to promote the benefits of the new actions you are going to introduce. Don't worry, we have some practical examples—if you wish to start using technology to implement vehicle checks, you can introduce your staff to some of the following benefits:
• Drivers will enjoy a faster process when taking care of walkaround checks
• Processes are more practical and efficient without the bother of paperwork, with potentially much less margin for error
• Increased safety
• More productivity
• Compliance ensured with less resources utilised and less pressure for everyone.
To learn more about why fleet safety policies are needed, see this blog post about a careless driver causing an accident.
