Company Driving Policy
Is the Minimum Enough?
In the world of the Federal Motor Carrier Safety Administration (referred to hereafter as “DOT”) there are many “Minimums”; these minimum standards are a good requirement for compliance but an ineffectual guard for keeping your drivers and your business truly safe. A company that follows only the minimum requirements will be set up for the minimum level of success for the minimum amount of time!
For example, a commercial driver must have a current CDL and a complete Driver Qualification File. However, these requirements do not guarantee that the driver will always be safe, competent, or alert. Similarly, the DOT requires drivers to perform a daily inspection at the start of each shift, but a conscientious driver will check equipment every time they are outside the truck — during fueling, loading or unloading, and other stops. A vigilant driver constantly asks: “Are the tires flat? Has my load shifted? Am I leaking anything?” Lastly, the DOT only requires two written policies as the baseline of compliance – a DOT Drug & Alcohol Policy as well as a Vehicle Maintenance Plan, but we can’t risk not asking – “is that enough?” Even with these minimum requirements in place, businesses with vehicles on the road — whether commercial or not — should be regulated by a Company Driving Policy.
What Is a Company Driving Policy?
A Company Driving Policy is a great tool for managing expectations and putting in place standards to insulate your business from problems that arise with both commercial and non-commercial drivers; essentially, this policy establishes what your company expects EVERYTIME when ANYONE gets behind the wheel. As the policy needs to address all reasonable situations that may arise – it needs to be comprehensive, while also being basic enough to be followed.
Your Company Driving Policy needs to cover the following topics:
- Personal use
- Eligibility/Permissions for Use
- Maintenance & Safety
- Fueling Procedures and Recordkeeping
- Passengers & Family Use
- Cell Phone Use
- Moving Violations & Accidents Reporting
- Receipt page/Contract of Use
Creating a Company Driving Policy.
As the leader – you set the expectations of how your team will function! Safety must start at the top; it can’t begin any other way. Luckily, in today’s world, a sufficient policy could be created without too much struggle or cost. A few ways to get this policy created:
- Search the web for existing templates to gather ideas
- Contact business connections from likewise companies
- Consult with your dispatchers and office staff (if available) for areas to specifically address; this can be helpful with implementation as well
With some effort a competent company driving policy can be drafted and ready for use.
How To Get Your Team on Board?
So, you already have a Company Driving Policy, is it in a binder on a shelf gathering dust? Often safety resources are put to the side in favor of swifter onboarding or thrown in a “To do later” pile – neither of these options will do. If you are the owner/manager of your business, you shouldn’t need convincing to protect your business and investments! A policy or any other safety device not in use might as well not exist. Here are some suggestions on putting your new policy to use:
- Get input when creating your company driving policy from your team; if your team knows that the policy created will address their specific issues/concerns – you will have greater sway!
- Make use of electronic signatures, digital policies, and other tools that simplify the signing process.
- Enforce. Hold the line on your safety expectations. Have only one standard for your team companywide to follow – this includes you!
- Put the policy into your procedures; anytime you hire, have trainings, or update the policy. Be sure to obtain signatures for those who receive/accept the policy.
Conclusion
For anyone involved in safety culture the adage “If it wasn’t written it didn’t happen” rings all too true. Do you have a written Company Driving Policy? Is your policy in use for EVERYONE behind the wheel? Does your Company Driving Policy cover any situations your team may encounter?
If not, it’s time to make a change for the better!
