Fleet management industry has been revolving since its infancy yet there is one thing which has never changed -fleet policy. Indeed a well written fleet policy has become more important with the passage of time. But here comes the question of why we need a well-documented fleet policy? The answer is very simple yet needs to be understood fully. A documented fleet policy not only defines the expectancy of all parties involved with the use of a company vehicle but also clearly defines the set of roles, responsibilities related to the use and maintenance of the vehicle. Moreover, it helps in reducing the risks, increases the compliance and smoothes down the operational tasks of the fleet.
Writing a fleet policy is an ordeal task but it is worth it when end of the day your employees have a guide for managing fleet operations efficiently. However, there are certain things that needs to be kept in mind while writing a policy to avoid the traps
- Fleet policy should always be written by the fleet team. A single person may not address many concerns by overlooking things that may be important from the company’s or driver’s perspective. Or it is also possible that a single person writing a fleet policy may go into much detail resulting in a hefty policy. So two is better than one while writing a policy.
- When writing a policy, a lack of knowledgeable oversight can lead to vague and problematic policy. The vaguely written policy not only increases the risk to the company but also adds confusion related to fleet operation. It is necessary to mention the details that in case of certain thing happened, what will be done or who will be responsible or who should be reported.
- Once the policy is completed, ask all the stakeholders to review it for completeness of the content before finalizing. While large concerns are addressed there may be some obvious concerns which need to be addressed but are missed in the policy.
- Regularly review the policy to ensure the policy is updated. Fleet policy should be reviewed annually at least to lessen the impact on an organization with ever-evolving outside forces.
- It is useless to write the policy if it is not enforced in an organization. While the policy does not needs to be a threatening document but there should be consequences for not following it
- Policy should be flexible enough to adapt to modern technologies such as telematics, fleet management solution, etc.
Once the policy is written, let everyone know about it and remind them regularly to follow it.
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