Compliance is a double-edged sword for fleet managers. On the one hand, safety standards help maintain fleet integrity, limit repair costs and reduce the chance of an unwelcome and disruptive surprise. On the other, keeping vehicles up to code can feel like an over-the-top, box ticking exercise that makes life needlessly more difficult for all involved.
If you are managing a fleet, you probably land somewhere in the middle of these two extremes. Staying compliant can be a pain, but it needs to be done.
Driver walkaround checks are central to compliance. Unfortunately for the compliance focussed fleet manager, very few drivers got into the industry because of their deep love of admin. This is one of the reasons that checks can go uncompleted. However, there are ways to effectively overcome this obstacle and ensure even the busiest drivers complete accurate, daily, inspection-ready walk-around checks.
Streamline The Process
Thinking about the actual experience for the driver is key. The more laborious the process, the more resistance you’re likely to see.
Clipboards Will Only Get You So Far
One way to reduce the hassle involved in checks is to switch to a paperless system. Checks that rely on paper have added steps, such as sourcing the document and handing it in. Paperless checks using a mobile app, mean that drivers can automatically pass on essential information quickly. Plus, if there is an issue, photos can be uploaded which speeds up the maintenance process and improves compliance.
There is also less chance the driver can make a mistake. Apart from improving the accuracy of the records, this has the additional benefit of reducing the pressure put on the drivers.
Get Buy In
Getting workers to engage with a process is a perennial challenge for any manager. Often, the fastest route to selling a task is to emphasise the benefits. Luckily, in the case of walk-around checks, there are potentially quite a few. The obvious benefit is reduced downtime and fewer unexpected issues. But this can be a difficult sell, as the positive effects are likely to be gradual and won’t necessarily be clearly connected to walk-around checks in the driver’s mind.
However, keeping a record of checks allows managers to incentivise and reward drivers for both quality and consistency.
With a dedicated mobile walk-around app, it even becomes possible for drivers and managers to track their performance accurately without any data analysis.
Checks Aren’t Nice To Have
Compliance is law, and walk-around checks are a massive part of compliance. Completing a daily check is not a task that can fall off the bottom of the list. If it does, the driver bears responsibility and could face fines or even, in extreme cases, jail time.
Of course, this isn’t a particularly cheery message to hammer home. However, it’s important that drivers understand that there is a significant and personal downside to missing checks. In our experience, the reality of this allows fleet managers to build a more positive dynamic by giving drivers the tools and processes they need to more easily fulfil their responsibilities. For example, by providing digital walk-around check solutions, managers can send reminders to drivers whilst also reducing the stress of the check itself.
Make Compliance a Tool, Not An Obstacle
Most if not all fleet managers and drivers are under pressure which can make walk-around checks feel like just another hurdle. However, if managers, drivers and vehicles are truly connected through an easy-to-use set of tools, the data collected can become the thing that makes life easier, not harder.
