Managing a fleet of commercial vans is challenging, from meeting strict legal requirements to the practicalities of keeping the company’s vehicles on the road. Here are just four tips to promote effective van fleet management.
Set a vehicle maintenance schedule
One of the most important aspects of managing a fleet of commercial vans is
vehicle maintenance. There is a legal requirement for employers to keep all work equipment in good working order. This includes vehicles. So, it is advised to set a schedule for maintenance and ensure that all necessary checks are carried out.
To facilitate this, drivers could be provided with a daily list of checks to carry out before they leave the garage or worksite. The checks should include such items as tyre pressure, tyre wear and tear, brakes, windows and mirrors. If any faults are detected, the issue should be reported and the vehicle immediately taken out of service for repairs.
Check drivers’ documentation
Another legal requirement related to
company fleet management is ensuring drivers are properly licensed. This extends beyond simply checking their driving licence before they take up a job with the company. After employment, checks should be carried out periodically and photocopies of the driving licence taken to add to the employee’s personnel file. This is to ensure the driver remains fully qualified to drive a vehicle. Failure to carry out these checks could lead to problems, such as securing fleet insurance.
The company is also responsible for checking the documentation of drivers working on its behalf, such as agency and temp workers. It is important to communicate company policy to the drivers that work for your company so they understand the ongoing need to maintain a valid UK driving licence.
Undertake regular driver training and assessment
As well as ensuring drivers working for the company are licensed, you also need to make sure they are properly trained. This should include operation of the vehicle, to also cover the rules relating to correct loading. This training should be refreshed at intervals, including if new vehicle types are introduced to the fleet.
As an employer, you should also take steps to ensure your drivers are fit to drive. This includes monitoring health risks, eyesight, and alcohol and drug use. Away from vehicle operation, drivers should also be aware of the
legal requirements relating to working time, drivers’ hours, speed limits and other road safety rules.
Keep organised records
Finally, with so many requirements, it is important for fleet managers to stay on top of the paperwork. Aside from vehicle maintenance and driver personnel files, there should be records kept of tachograph data, fuel consumption, MOTs or goods vehicle annual tests (as applicable) and road tax, among other things. So, it is necessary to set up a system that is organised, kept-up-to-date and easily accessible by managers and external bodies.
Fortunately, nowadays, there are fleet management tools which can help you to keep track of everything, as well as digital solutions to streamline and automate the process of keeping a legally-compliant commercial fleet of vans in operation.
