Creating a mobility-friendly fleet policy
Are you ready to update your fleet policy to include self-driving cars?
I know what you’re thinking, especially if you’re a fleet manager in the United States. You’re thinking, “No way! It’s way too early to think about something like that.”
But, technology is changing at a rapid pace, especially when it comes to mobility. And you should always be on the lookout for shifts in the industry that may impact your policy.
Don’t worry, updating policies for self-driving cars isn’t widely used yet. But it’s good practice to stay current on matters that could affect your own policy.
The importance of policy review
How often do you update your fleet policy? Every two years or maybe even every five years? What could your policy be missing? The answer to that is: plenty!
Putting together an up-to-date, comprehensive policy for your fleet should be simple, but it can be quite difficult. With all the moving pieces inside your business, it can be complicated to get all those parts together. But with these few starter tips, you can put together a policy that not only covers your drivers, but keeps your assets safe.
Begin by reviewing and revising your current policy. If it has been more than a year since you reviewed and updated your policy, it’s time to dust off the old copy and get to reviewing.
Have all key department stakeholders such as human resources, legal, and finance, review and discuss your fleet policy,. Your policy doesn’t just affect fleet drivers; it touches almost all points in your company. And these key departments can add value to your policy.
Make sure they all get a say. Internal and external changes can affect your policy, so make sure company information is updated. Have phone numbers or addresses changed? This simple information can often slip through during the editing process.
If it’s been awhile since you last updated your policy, look for some missing points that are hot topics right now, like:
Data collection: Are you covered to collect data from your drivers through in-dash GPS or telematics data? As cars become more connected, make sure you can utilize the valuable data collected through telematics, like safe driving practices and fuel consumption. Data is the key to maximizing your returns on fleet and you want to be able to analyze the data.
Reimbursement policies: Policies aren’t just for drivers with company cars. Making sure all your drivers who are paid to drive on company time also adhere to your guidelines is especially important. Which drivers qualify for reimbursement? Outlining the full details will ensure you get a full picture of your total fleet costs and that reimbursed drivers abide by your policy as well.
Distracted driving guidelines: No matter what the local laws are, you can require drivers to remain “hands-free” behind the wheel of their company car. This can include mobile phones, as well as tablets, computers or even old-fashioned books. Writing this into your policy helps guide drivers to make the best choices when driving their company car. Check out these 5 tips for distracted driving policies to help craft yours.
Ride hailing services– Do you know if your drivers are using their company car on personal time to drive for companies like Uber or Lyft? Make sure your policy clearly outlines the acceptable or unacceptable use of company vehicle for these purposes, whatever you decide.
Once your fleet policy is ready, focus on acceptance and adherence. Make sure all drivers read, accept, sign the policy, and return a copy back to your designated fleet contact. Need a simple way to store all these documents? Use the signatures electronically and store them in an online tool, such as ePlan. Then, provide a hard copy, or the option to print a copy for drivers to store in their cars.
Now that you’ve tackled your fleet policy, once driverless cars are ready for you fleet, you’ll be ready too. Does your fleet policy need a tune-up and you don’t want to go it alone? You don’t have to! LeasePlan is ready to help you tackle your fleet policy, whether it just needs small updates or a complete makeover, we are ready to help. Contact LeasePlan consulting today.