Many companies who work in the service sector know that having a fleet is necessary to reaching your customers at their homes or businesses. However, when it comes to managing a fleet, many people wonder what the best way is and how they can do it more efficiently. The best way to address all of these questions is to establish a fleet policy. Before you can implement a fleet policy though, you need to know what one is and how to enforce it.
What is a Fleet Policy?
A fleet policy is a comprehensive guide to using a fleet. All policies dealing with how the vehicles are used is the underlying theme to your policies. Any expectations that you have on cleanliness standards also need to be included in the policy. If you are wondering about what to include, consider the following suggestions:
- Cleanliness standards inside the vehicle
- How often the fleet should receive routine servicing and who is responsible to do it
- The amount of miles that should be driven every day or expectations about how much extra driving a driver is allowed to do (i.e. errands, lunch, etc)
- When to fill the vehicle up with gas
- What to do in case of vehicle problems
- Who is allowed to operate and ride in the vehicle
- Limit the companies liability while also ensuring safety of drivers and passengers
- The expectations in relation to any equipment transported inside the vehicle
Enforcing the Policy
The way you write a policy will set the tone for how your company treats and manages the fleet. It is important that you write down the policy and keep it visible by all employees. No company can enforce a policy that their employees don't know about or understand. In order to make sure the rules are kept, consider these points:
- Be clear in language, limiting language that is too technical
- Post the policy in several locations and even include a copy in each of the vehicles
- Mention policies often so that they become a part of the everyday routines
- Include any ramifications that will happen for non-compliance to the policy, stating them clearly
The most important thing you can do to enforce the policy is to actually enforce it. Once drivers know that these are loose rules that no one really has to follow, the culture shows it. If you already have a fleet policy but need help to enforce it, this may be your biggest problem. Heavily talking about the policy, making it visible, and enforcing it are the best ways to manage your fleet successfully.