Safe Vans A Best Practice Guide to Safe Van Use
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Safe Vans A Best Practice Guide to Safe Van Use
Van Best Practice Safe Vans
While the DfT has made every
effort to ensure the information
in this document is accurate, it
does not guarantee the accuracy,
completeness or usefulness of that
information; and it cannot accept
liability for any loss or damages of
any kind resulting from reliance on
the information or guidance this
document contains.
Overview
This guide has been produced as part of the Department
for Transport’s Van Best Practice programme. The Van
Best Practice programme is funded by the Department
for Transport and managed by AEA to promote and
improve operational efficiency within van operations
in England.
The Van Best Practice programme offers FREE essential information and
advice for van users, covering topics such as operational efficiency, driver
management, safety, saving fuel and performance management.
All FREE materials are available to download from
www.businesslink.gov.uk/vanbestpractice or can be ordered through the
Hotline on 0300 123 1133.
It will be useful to a wide range of It aims to:
organisations, irrespective of the
number of vans they operate, and (i) Discuss the ways in which your
will be an invaluable tool for van organisation can benefit from
drivers and managers. carrying out safe van operations.
(ii) Present a step-by-step guide
This guide addresses ‘safe van to obtaining an understanding
operations’. It is one of a series of your current van operations
of guides for van users that cover and developing an action plan
several best practice areas including to improve safety. As part of
efficiency. this action plan, this guide
explains how to define the safety
requirements of your vans, write
a policy and monitor safety
performance.
(iii) Suggest a range of safety
measures that you could
implement.
Process diagrams, case studies,
diagrams and colour coding are
used to appeal to a wide range of
organisations, irrespective of the
number of vans they operate.
1 Introduction page 1
1.1 Who Is This Document Aimed At? 1
1.2 Why Is a Safe Van Fleet Important? 1
1.3 What Does This Guide Aim To Achieve? 3
1.4 How Should This Guide Be Used? 3
2 Compliance: The Foundation
of Best Practice
page 5
3 Benefits of Safe Van Operations page 9
4 The Safety Review Process page 13
5 Improving Your Safety page 15
5.1 Understand: Establish Your Baseline 15
5.2 Prioritise: Identify Areas for Improvement 18
5.3 Assess: Root Causes and Solutions 18
5.4 Implement: Making the Change 19
5.5 Review: How Have You Done? 23
5.5.1 Selecting Targets 23
5.5.2 Performance Reviews 25
5.5.3 Measuring Progress 25
5.5.4 Communicating Results 26
6 Options for Improvement page 29
6.1 Safe Management Systems 29
6.2 Driver Management 34
6.3 Vehicle Management 38
6.4 Journey Management 40
Glossary of Terms page 43
Appendices: Useful Forms
page 45
and Documents
Appendix 1: Suggested Policy and
Driver Handbook Statements 45
Appendix 2: Draft Road Safety Policy 46
Appendix 3: Safety Action Plan 47
Appendix 4: Initial Review Checklist 48
Appendix 5: Example Safe Driving Standard 51
Appendix 6: Driver Recruitment Checklist 52
Appendix 7: Driver Monthly Vehicle Maintenance
and Condition Report 54
Appendix 8: Driver’s Daily Vehicle Checklist
and Fault Report 56
Appendix 9: Journey Schedule 58
Appendix 10: Incident Data Collection Form 59
Appendix 11: Priority Actions 61
Van Best Practice Safe Vans
Introduction 1
Introduction
This section introduces the importance of van safety in
an increasingly cost-driven and environmentally aware
society. It discusses the need to promote safe van use,
and explains the aims of this guide and how to use it.
1.1 1.2
Who Is This Document Why Is a Safe Van Fleet
Aimed At? Important?
This guide is aimed at managers In Great Britain in 2008, 36 van
and drivers of van based vehicles drivers were killed as a result
weighing up to 7.5 tonnes. While in of being involved in road traffic
your daily job you may be known as incidents and 27 pedestrians died
a fleet manager, operations manager following collisions with vans1.
or procurement manager. This guide However, the overall numbers of
refers to two roles: the manager and vans involved in incidents has
the driver. decreased steadily since 2001 even
though the total number of van
The manager is the individual registrations, and hence the number
responsible for managing the vans of vans on the road, has increased
in your company. It does not matter during the same time period.
whether your organisation has only
one van or many. The drivers are Inappropriate speed is one of
those behind the wheel and include the key errors drivers make. This
professional van drivers and those means driving too fast for the
who drive vans to get to work or as road and weather conditions or
part of another job (e.g. plumbers, exceeding speed limits. Driving at
electricians and builders). In some excessive speed can magnify small
cases, you may fulfil both roles. errors (e.g. it can reduce stopping
distances and minimise time left for
responding to unexpected hazards)2.
Figures from the DfT (2008): Reported Road
1
In this case, ‘van’ refers to a Casualties Great Britain: 2008.
van based vehicle weighing Further clarification on van specific speed
2
up to 7.5 tonnes. limits has been provided by the DfT, available
online at http://www.dft.gov.uk/pgr/roadsafety/
speedmanagement/vanspeedlimits
1
Van Best Practice Safe Vans
Other errors include not conducting It has been estimated that the
regular fleet safety checks, carrying full cost to the employer might
loads that are too large or too heavy actually be between £15 and £75
for the vehicle and driving when for every pound recovered through
tired. an insurance claim. In addition,
some items cannot be covered
Work-related road incidents are by insurance.
much more expensive than you may
realise; the cost comprises more The following diagram lists some of
than the repair bill for the vehicle the items you may find you have to
and often insurance might cover cover yourself.
less than is assumed.
Figure 1.1: Example of recovered and unrecovered costs
Unrecovered costs
(dependant on liability)
• Inconvenience claims from
third parties
• Excess on insurance claim
• Fines and costs of legal action
• Damage to reputation and image
• Management and administrative time
• Accident investigation and
paperwork
• Replacement staff costs,
sick pay, etc
Recovered costs
• Alternative transport for repair
(through insurance claim) duration
• Increased insurance premiums
and excesses
• Damage to vehicles, goods
and equipment • Staff downtime for medical
appointments, attendance at
• Compensation to injured parties court, etc
2
Introduction 1
1.3 1.4
What Does This Guide Aim How Should This Guide Be Used?
To Achieve?
This guide is designed to be easy to
This guide aims to highlight the understand and uses flow diagrams
ways in which you can benefit from and real-life examples to illustrate
implementing safer management points where appropriate. Diagrams,
practices, and provides guidance graphics and colour coding are used
on how to ensure that vans are to make it easy to navigate and for
operating safely and how to promote users to see the main topics at first
safe van operations. Safe van use glance. Links to relevant sections
can be defined as: or documents are highlighted
throughout.
• The most appropriate vehicles
are operated An outline of the individual sections
• Vehicles, drivers and journeys are is provided below to allow you to
being managed quickly select the most appropriate
guidance for your needs.
• A continuous improvement
process is being applied Section 2 – Compliance: The
• Performance is measured and Foundation of Best Practice
improvement targeted Section 3 – Benefits of Safe Van
• Drivers are actively encouraged Operations: this section addresses
to promote safety the key benefits associated with
safe van operations.
This guide will take you through a
step-by-step process. It starts with Section 4 – The Safety Review
collecting information to develop Process: a brief introduction to the
an understanding of your current step-by-step process of undertaking
situation and then takes you through a van safety review.
the decision-making process to
Section 5 – Improving Your Safety:
developing an action plan. Finally, it
this section takes you through the
helps you to identify and implement
process of conducting a van safety
improvement actions, and then how
review.
to monitor those improvements.
Section 6 – Options for
Improvement
Glossary of Terms
Appendices – Useful Forms and
Documents
3
Van Best Practice Safe Vans
Van Operations
4Compliance: The Foundation of Best Practice 2
Compliance: The Foundation of
Best Practice
Compliance with current legislation is the essential
starting point for achieving best practice. If your vans
are not being used in accordance with the law, there is
the distinct possibility that you will be fined and your
vans impounded.
The following list, in alphabetical It must be recognised that this list
order, highlights some of the main is not exhaustive as the type of
legislation that van users must legislation impacting upon your
adhere to, thus ensuring their vans business is directly related to the
are compliant: type of work you carry out.
• Carriage of dangerous goods The Van Best Practice programme
• Construction and use (vehicle aims to improve van use by
roadworthiness) highlighting essential best practice
techniques for improving efficiency
• Drink and drugs and safety. Compliance with
• Driver certificate in professional legislation is a legal requirement,
competence while best practice progresses this
• Driving licences beyond compliance. Therefore, the
Van Best Practice programme does
• Lifting equipment
not aim to provide information on
• Mobile phone use van-related legislation, as many
• Operating weight limits Government agencies already
• Operator licensing provide such details.
• Seat belts
• Smoking
• Speed limits
• Tachographs
• Taxation
• Trailers and towing
• Transportation of perishable
goods
• Working and driving hours
5Van Best Practice Safe Vans
Therefore, for further information on In addition to Government sources,
van-related legislation, please visit: a number of industry trade
associations provide their members
The Department for Transport (DfT): with a wealth of information on
http://think.dft.gov.uk/think/ important legislation, e.g.:
focusareas/invehiclesafety/seatbelts
www.dft.gov.uk/pgr/roadsafety/drs/ Road Haulage Association:
mobilephones/ www.rha.net
www.dft.gov.uk/pgr/roadsafety/
speedmanagement/ Freight Transport Association:
www.dft.gov.uk/think/focusareas/ www.fta.co.uk
driving/ British Vehicle Rental and Leasing
Vehicle and Operator Services Association:
Agency (VOSA): www.bvrla.co.uk
www.vosa.gov.uk
Driver and Vehicle Licensing
Agency (DVLA):
www.dvla.gov.uk/drivers or
www.dvla.gov.uk/vehicles
Driving Standards Agency (DSA):
www.dsa.gov.uk
Business Link:
www.businesslink.gov.uk
HM Revenue and Customs:
www.hmrc.gov.uk/vans/index
6Compliance: The Foundation of Best Practice 2
7Van Best Practice Safe Vans 8
Benefits of Safe Van Operations 3
Benefits of Safe Van Operations
This section provides an overview of why it is
important to your business and the wider community
to run safe van operations.
By exploring the benefits associated Improved staff morale – active
with the increased safety of van safety management creates a good
fleets, it is hoped that you will be feeling amongst staff. The death
encouraged to get involved and take or injury of a member of staff may
on board the information provided in cause upset and disruption within
this guide. your business, making it less
efficient and less able to deliver
‘Unsafe van operations can effectively.
result in loss of life and injury –
Improved ‘off-the-job’ road safety
be this your drivers, other road
– by developing good driving
users or pedestrians.’
practices, the safety of your drivers
will improve when driving their own
The operational benefits from private vehicles.
improving safe van operations are
More effective van use – with fewer
often immediate and sustainable,
incidents, the number and choice
and include:
of vehicles available for use within
Improved safety culture – a culture the fleet will be greater. This will
of safety will pervade all activities enable your business to carry out its
and staff will be less likely to be activities more effectively by using
killed or injured. the most appropriate vehicle for the
job.
Lower fleet support costs –
reductions in the number of Reduction in incident losses – with
incidents will reduce the costs reductions in the loss of life, loss of
associated with wear and tear, repair equipment, injury and damage, you
and replacement. can be more effective in undertaking
your work.
Lower fuel costs – safer driving
practices are naturally more fuel Reduction in staff time lost – any
efficient, thus saving you fuel and its incident will disrupt vehicle scheduling
associated costs (see Table 3.1). and reduce your ability to provide
your service. Also avoids significant
Lower insurance costs – reduced costs in replacing and retraining
incident rate and severity will reduce staff.
claim costs, ultimately allowing for
reduced premiums.
9Van Best Practice Safe Vans
In addition the following, wider, Corporate social responsibility
business benefits can achieve: – there is increasing customer
demand for companies to have
Business reputation – your business good safety and environmental
thrives on its reputation as viewed credentials.
by clients, employees and the wider
public. Causing death and injuring Compliance – by improving the
other road users undermines this safe management systems and
reputation and image. safer driving standards among
employees, you are less likely to
Improved environmental face legal penalties (e.g. fines or
performance – improvements in court action).
fuel economy will lead to a reduction
in the amount of carbon dioxide
(CO2) and other pollutants emitted
to the atmosphere.
Table 3.1: Realised annual savings as a result of SAFED training3
(training undertaken during 2006/07)
Organisation Vehicles in scope Fuel savings (litres) Cost savings4
(£)
Period Property 4 vans 3,240 3,000
Preservation Ltd
Rentokil Initial UK 280 vans 212,000 190,000
Pegasus Waste 3 vans 920 880
Management
Cottsway Housing 26 vans 12,234 11,745
3
More case studies available at http://www.safed.org.uk/SAFEDVans/caseStudies
4
Assuming these fuel savings are maintained for a year.
10Benefits of Safe Van Operations 3
Case Study
Leeds City Council
Benefits of SAFED for vans scheme5
SAFED the Safe and Fuel
Efficient Driving training scheme
was originally piloted in the
HGV sector, but has now been
established for van drivers.
SAFED for vans was developed
to improve the safety of van
drivers and develop their skills.
Leeds City Council’s Fleet Services manages all vehicles used
in the City Council. To improve the safety of its employees, Fleet
Services put its drivers though the SAFED for vans scheme to reduce
CO2 emissions, cut maintenance and running costs, improve risk
management and cut fuel consumption. It was also regarded as an
option that offered value for money.
The following benefits have been experienced by Fleet Services.
• Increased safety of drivers
• Raised driver awareness of safety and efficiency
• Reductions in fuel consumption with an average fuel efficiency
saving of 7% or 264,000 litres
• Cost savings of £253,000
• CO2 emissions reduced by 707 tonnes
More case studies available at http://www.safed.org.uk/SAFEDVans/caseStudies
5
11Van Best Practice Safe Vans 12
The Safety Review Process 4
The Safety Review Process
This section highlights the key Figure 4.1: Overview of the process for
stages in improving the safety of van improving the safety of your van operations
operations and shows how they link
together. References are given to
Stage 1
sections of this document that can
provide further guidance at each Collect Baseline Information Understand
stage. The process of improving the Section 5.1
safety of your van operations is a
simple cycle as illustrated in Figure
4.1. The flow chart should help guide
you through the stages that are
Stage 2
necessary and will point you in the
direction of relevant material and Prioritise Areas for Prioritise
sections of this document for further Improvement
information. Section 5.2
It is important that there is an
individual or group of people in
your company who is familiar with Stage 3
the process and can take a lead on
Assess and Implement Assess and
implementing the safety review and
Safety Measures Implement
that senior management buy into
Section 5.3 and 5.4
the process at as early a stage
as possible. A diagram similar to
the one here will be a useful way of
presenting the information to your
staff so it is clear to them where they Stage 4
are expected to get involved and Monitor and Sustain Safety Review
what they are expected to do. Measures
Section 5.5
It is important to bear in mind that
this is an ongoing process. For
example, monitoring your progress
towards safety improvements will
allow you to identify areas where
further work is needed to meet
targets, so you will need to go back
and review these to assess whether
they are too ambitious. In addition,
your business needs and, therefore,
fleet requirements may change over
time, thereby altering your priority
areas of risk and safety measures.
13Van Best Practice Safe Vans 14
Improving Your Safety 5
Improving Your Safety
You need to monitor and measure fleet safety
performance to find out how successful it is.
To be able to improve the safety There are a number of methods that
performance of your van operations can be used to gather the relevant
you need to know: information, including:
• Where you are now (e.g. how • Vehicle checking reports
many incidents do you have?) • Journey logs
• Where you want to be (e.g. what • Driver time sheets
improvement targets do you want
to set?) • Incident reports
• What is the difference – and why? • Workshop reports or invoices
• Refuelling logs
To be able to answer these questions,
it is necessary to collect and analyse The Van Best Practice programme
information on the current operating has developed an easy-to-use
performance of your fleet so you can fuel economy calculator that you
establish a baseline. can use to start the process of
collecting and analysing vehicle
5.1 mileage and fuel consumption.
Although this calculator does not
Understand: Establish Your allow you to analyse specific safety
Baseline data, there is a general acceptance
This section aims to show you how of a connection between high fuel
to collect information so that you consumption and high levels of road
can establish a baseline. As you are incidents.
gathering this information, you will The type and amount of information
need to collate it in a spreadsheet. collected during this process
Doing this will allow you to generate depends greatly on your own
graphs, which can then be used to organisation, its working practices,
highlight key areas of risk when it time available and cost. However,
comes to the stage of identifying the key areas to cover relate
problems with your vans. to journey, vehicle and driver
management, and overall safe
management systems.
15Van Best Practice Safe Vans
Safe management systems – In addition, recording and analysing
has a policy on van safety been driver fuel consumption will allow
developed? Has a safety action you to identify areas of high and low
plan been drawn up? Is fleet safety fuel efficiency for targeted action.
performance of van drivers regularly This should give an indication of a
monitored? driver’s habits as there is often a link
between high fuel consumption and
Record and analyse the performance incident rates.
of drivers against safety targets.
Vehicles – have standards been set
Drivers – have drivers undergone for vehicle safety specifications and
safer driver training? Have standards regular maintenance checks? How
been set for the use of mobile many vans operate in your company
phones and taking breaks? Are and what make, age and condition
drivers fit to drive? are they? Are they roadworthy and
Collecting the following information suitable for the nature of the job
is essential for the effective being carried out?
management of driver risk: Collecting the following information
• Driver identifier (e.g. name) is essential for the effective
management of the risk associated
• Compliance with policies and
with the fleet of vehicles:
procedures
• Driving hours • Vehicle identifier
(e.g. registration number)
• Mileage covered
• Vehicle numbers by make
• Driver fuel consumption
and model
• Incident history
• Mileage covered
This information can then be used • Type of load carried
to reduce the risks associated with
• Fuel consumption
over-worked or poorly qualified
drivers. Gathering information • Vehicle condition
on whether a driver continues to • Service and maintenance record
follow the organisational policies • Service schedule compliance
and procedures and their incident
history, will enable an organisation • Incidents
to highlight those drivers that may • Breakdowns
be a high safety risk.
16Improving Your Safety 5
This information can be used to
better manage vehicle maintenance
schedules and highlight any potential
fit-for-purpose issues, thus reducing
the risks associated with poorly
maintained vehicles or issues relating
to load or passenger carrying.
In addition, recording and analysing
the types of load (weight and volume)
carried by each van will allow you to Incidents – how many incidents
understand whether using smaller occur each month? Which drivers
vans would be more appropriate. have the most incidents?
Journeys – is the journey and Traditionally, organisations have
timescale given to your drivers relied on information collected
realistic? Do you use route-planning for insurance purposes following
devices such as satellite navigation incidents. However, this information
systems? tends to neglect ‘near misses’
or ‘almost incidents’, which can
Collecting the following information
provide essential information to
is essential for the effective
better understand what risks are
management of journey risks:
arising in day-to-day operations.
• Date
Collecting the following information
• Destination is essential for the effective
• Vehicle used management of incident risk:
• Driver identifier (e.g. name) • Date
• Mileage covered • Location
• Incidents • Type of incident
• Breakdowns • Severity of incident
Recording and analysing mileage • Contributory factors
patterns will allow you to manage
The information collected can help
the fleet better and identify areas
you identify patterns in incident
of inefficiency and potential
types (e.g. reversing and high-speed
safety risks (e.g. journeys that are
incidents) such that corrective
excessively long or take a long time
training or action can be taken
to complete).
where necessary.
17Van Best Practice Safe Vans
5.2 work and to those who may be
affected by their work activities.
Prioritise: Identify Areas for
Improvement Carrying out a risk assessment
will assist in helping you to identify
Once you have collected the targets for improving and monitoring
baseline information, it is time to fleet safety (see section 5.4). A
start analysing the information to risk assessment is essentially an
identify some areas for improvement aid to understanding and making
in the daily running of your fleet. judgements about fleet safety.
It should be possible to identify
several priority activities to target Undertaking a risk assessment lies
during the initial implementation of outside the scope of this guide.
your safety review. For more information and help on
how to conduct a risk assessment,
A risk assessment involves the please refer to the guidance
careful examination of what activities provided by the Health and Safety
can potentially cause harm to Executive8.
people or assets. The results of this
process can help your organisation
understand whether it has done 5.3
enough to ensure safe working Assess: Root Causes and
practices or should do more to Solutions
prevent harm occurring to staff or
damage to assets. This is a good time to consult
employees to get an insight into
Fleet managers and other senior the problems they encounter on
managers should bear in mind that a day-to-day basis. An ad-hoc
failing to manage work-related road brainstorming session to identify any
safety may be more dangerous to problems is a good way to approach
employees and others than failing this stage of the process.
to properly manage on-site or office-
based risks6. Problems may relate to vehicle,
journey or driver management and
Indeed, the Management of Health may include:
and Safety at Work Regulations
19997 state that employers are • Outdated vehicles frequently
responsible for managing health and breaking down or requiring repair
safety. This means carrying out an • High mileage on vehicles
assessment of the risks to the health • Fuel inefficiency
and safety of employees while at
‘Driving Whilst at Work’, by Liverpool City Council.
6
Management of Health and Safety at Work Regulations 1999
7
(http://www.opsi.gov.uk/si/si1999/19993242.htm).
Health and Safety Executive. Managing risk, http://www.hse.gov.uk/risk
8
18Improving Your Safety 5
• Non-essential activities that can The nature and amount of control to
be reduced or eliminated be applied is a matter of judgement
• Frequently caught in traffic – taking into account business
congestion – adding to driver needs, available resources, the
frustration potential benefit, the likely cost and
the difficulty of implementation.
• Inexperienced younger drivers
or drivers requiring additional In some instances, companies
training may attempt to solve their poor
safety performance by introducing
Once you have identified at least three ‘one-off’ measures, such as
priority issues, you should identify the driver training. However, this sort
actions that will need to be taken to of reactive approach fails to
address them. Actions may involve investigate why incidents occurred
training staff, changing operational in the first place and, therefore,
processes or making desk-based does not address the underlying
changes to your systems, such as organisational weaknesses which,
reviewing contractual agreements if not remedied, will result in further
with delivery and servicing suppliers incidents occurring. Measures
and operators. focused on changing the behaviour
of employees through training are
5.4 likely to be much more successful if
Implement: Making the Change the system includes ways to ensure
compliance.
Once you have identified the key
areas for improvement and risks In all cases, managing and
(i.e. those marked high risk and high controlling risk is a combination of:
impact in the your risk assessment)
• Eliminating or reducing hazards
affecting the safety of your vans,
at source
you are ready to explore some of
the options for overcoming them. • Isolating or controlling hazards
It is a good idea to maintain the • Creating safe behaviours
involvement of drivers at this stage • Introducing protective measures
so that the most practical solutions to limit the effects of incidents
can be put in place and ensure that
consensus is reached with regard
to the most appropriate method of
reducing or managing each hazard.
19Van Best Practice Safe Vans
Therefore, the challenge is to find
Jo the most effective combination
r fe
> Sa Manag u
em e of measures, as it will rarely be
e
st
rn
Driv
m
appropriate to rely on one single
y
ey
en
tS
tS
solution. The aim should be to use
anagemen
ystem > Saf limited resources effectively to
achieve the best result. This will
always mean checking to understand
M
fe
eM
whether the expected fleet safety
Sa
an
>
gains have been achieved.
m ag
ent Syste em
Solutions can be split into three
categories (as illustrated in Figure
Vehicle
5.1), the driver, the vehicle and
the journey, all linked by a safe
Figure 5.1: Interlinking nature of fleet safety management system.
Table 5.1 suggests some possible solutions, but it is important that these are
tailored to the needs of your organisation and employees – and, of course,
the solutions chosen will depend on your financial circumstances.
Table 5.1: Possible solutions to problems identified
Category Area of improvement Solution
Driver Less experienced drivers Consider safer driving schemes
such as SAFED for van drivers
Vehicle Frequent breakdowns Adopt a rigerous maintenance
regime
Invest in newer vehicles depending
on budget – purchase or hire
Often loaded to maximum Ensure the vehicle is appropriate for
capacity its purpose
Journey Many long, time-consuming Can tasks and/or loads be
journeys consolidated?
Long hours spent in traffic Plan routes before setting off –
congestion taking due consideration of peak
times. Use GPS where practicable.
Regularly check for road works and
resultant delays
20Improving Your Safety 5
Figure 5.2 points you towards some of the potential measures available to
you to overcome the key risks you identified through your risk assessment.
Figure 5.2: Potential measures available to overcome key risks identified through
risk assessment
Safe management systems, key
driving standards, speed, driving
Driver management training, driver health and security,
fatigue, drugs and alcohol standard
Vehicle assessment, vehicle
selection and specification, daily
Vehicle management checks, vehicle maintenance and
servicing
Senior management leadership
Journey management and commitment, driver training,
rate planning
Vehicle assessment, vehicle
Incident monitoring maintenance and servicing,
incident analysis
Senior management leadership
and commitment, route planning,
Performance monitoring vehicle maintenance and
servicing, key driving standards
21Van Best Practice Safe Vans
As a starting point, the following ten Driver Management
essential elements will assist you to
begin to meet your duty of care for 6. Provide drivers with relevant
employees who drive as a part of information covering your policies
their work. and procedures, including road
safety guidance and individual
Safe Management Systems driver responsibilities (e.g. what
to do in the event of an incident)
1. A senior manager must assume
responsibility for managing fleet 7. Ensure that drivers are vetted,
safety and driving at work inducted and regularly assessed
to establish that they are properly
2. A fleet safety and driving for work licensed, competent, suitably
policy must be developed and trained and medically fit to drive.
maintained
3. Routinely undertake, record Vehicle Management
and act on findings of risk 8. When specifying vans, ensure
assessments dealing with all that they are suitable for their
aspects of fleet safety intended purpose and are fitted
4. Ensure that every incident is with appropriate safety and
recorded, and that the data are security features
analysed regularly and acted 9. Ensure that all vans are regularly
upon to reduce the likelihood inspected and maintained using
of recurrence the manufacturer’s recommended
5. Organise the work, develop service schedules
work flows to establish the most Journey Management
effective working methods
10.Ensure that journeys are
scheduled to a realistic timetable,
practicable rate and are planned
to take into account the need for
adequate rest periods
More detailed information on safe
management systems, journey,
vehicle and driver management is
provided in the following sections.
22Improving Your Safety 5
5.5 This section aims to show managers
how to collate and present the
Review: How Have You Done?
necessary baseline data, select
Monitoring and measuring is indicators and undertake ongoing
the process by which you can monitoring and measuring to allow
review and quantify the degree them to determine the success of a
of achievement made during an van safety management system.
activity.
5.5.1
Monitoring and measuring against Selecting Targets
baseline conditions allows your
company to clearly identify the To monitor how your fleet safety
progress made in relation to your is progressing, it is important to
safety targets. Each target or action address the priority areas you
that will be monitored and reviewed identified. This progress can be
must be assessed on an individual monitored through the use of
basis. This information can then be targets. Targets should be chosen
used to allow areas of success to be so that they follow the principles
highlighted and reported upon and of SMART (specific, measurable,
areas of weakness to be identified achievable, relevant, time bound -
so they can be addressed as see box overleaf).
necessary. A range of targets will be required to
Reporting on progress towards show the change and improvement
overcoming the problems identified achieved in all areas of the business.
earlier will involve ongoing Having suitable targets will allow you
monitoring and review of your to clearly monitor and report on the
safety plan, the targets you have progress of your safe van operations
identified and the effectiveness and allow your targets and action
of the strategies you have plan to be adjusted as required.
implemented. These are described
below. It is important to maintain
the momentum when assessing
the success of your safety targets.
Those with the responsibility for
meeting targets or implementing
actions should report as
appropriate. This will help the plan
to stay on track and remain relevant
to your operations.
23Van Best Practice Safe Vans
It is important to be realistic when Achievement of your targets could
setting targets. Early successes will be communicated to clients through
be highly motivating, whereas early incorporation in annual Corporate
disappointments may demoralise Social Responsibility statements
employees. Think differently, in highlighting how the target was
terms of the implications of any achieved and the improvements
changes you want to introduce. made. Table 5.2 outlines possible
Brainstorming with colleagues is targets that could be implemented
an effective technique here, and in to help overcome your priority areas
identifying financial and operational of concern.
benefits, and any barriers to
success. Initially, discuss any ideas
for change with drivers to help
identify any potential problems or
barriers to implementation early
in the process. This also ensures
buy‑in from users.
Definition of SMART Targets
What are ‘SMART’ targets?
Specific: the target must be narrow enough to portray accurately
what you are trying to measure.
Measurable: the target should be able to be recorded with little need
for analysis.
Achievable: there is little point in setting a target that is overly
ambitious and unlikely to be met. An important
consideration will be to decide what the realistic level of
achievement can be.
Relevant: the targets should also add value within the context of
where they are set, ensuring they are aligned with other
strategies and higher goals.
Time bound: provide timescales by which the targets should be met
to give an idea of the priority of different areas, thereby
helping to prevent the process from carrying on
indefinitely.
24Improving Your Safety 5
Table 5.2: Example of targets that could be implemented in relation to various categories
Area of
Category Target
improvement
Driver Large number of Increase number of SAFED
inexperienced drivers approved drivers by 30% in
six months
Vehicle High number of Reduce by 20% in one year
vehicle incidents
Journey Time wasted in traffic Cut number of hours spent in
congestion congestion by 40% over one year
5.5.2 5.5.3
Performance Reviews Measuring Progress
Ongoing performance reviews are Indicators can be used to show the
necessary to show progress made progress or state of an activity or
towards meeting (and exceeding) project. There is a range of different
the targets you have set. Different indicators that can be used to
timescales will be required for represent your needs, and will be
each target and this should be required to show the change and
defined in the target itself (e.g. improvement achieved in all areas
to cut the number of incidents of the company. For some targets
by 20% in one year). In addition, it may be necessary to have more
you will need to decide how often then one indicator. Having suitable
to review your targets during the indicators will allow you to clearly
timescales you have set yourself. monitor and report on your progress.
Initially, some activities may need
to be monitored on a weekly basis
to ensure that they are working and
that employees aren’t simply paying
lip service to the changes. Other
targets may be suited to a longer
review period, such as monthly.
An annual review of your safe van
systems will allow your procedures
to be evaluated and changes to be
made based on your progress to
date.
25Van Best Practice Safe Vans
Where you find that your targets 5.5.4
are not being met, you should carry Communicating Results
out further information gathering to
assess: Having a thorough reporting and
presenting procedure in place is
• Why anticipated results have not important. This will allow you to
been achieved keep track of the progress you are
• If employees have been making with your van operations
effectively trained in new and enable identification of strong/
processes weak areas. It will also allow you
to communicate to your staff the
• If the reasoning for operational
impact that their efforts are having
changes has been effectively
and, in addition, you will have the
communicated to employees to
ability to publicise this information to
ensure co-operation
your customers and clients.
• If targets and priorities have been
misidentified There are a number of ways that
allow you to present the results to
• If the timeframe allocated to
employees and clients. Examples
make changes and monitor
include:
effectiveness has been
inadequate – either too short a • Driver league tables – could act
timeframe to be able to assess as an incentive (e.g. for most
the effectiveness for your fuel-efficient driving)
business or too long, which could • Company newsletters – provide
allow employees to lose sight of a good tool by which results can
the aims easily be shared across the whole
• If sufficient resources have company. Individuals and groups
been provided to optimise can be recognised for their
implementation efforts and information can be
communicated on any updates or
On an annual basis, review the data
changes
collected with the aim of feeding
back into your van safety system • Email updates – provide
and the activities that are carried occasional updates on new
out. procedures that have been put in
place
• Charts and graphs – displayed
in the office allow results to
be easily visible to staff and
customers
26Improving Your Safety 5
27Van Best Practice Safe Vans 28
Options for Improvement 6
Options for Improvement
This section provides you with
descriptions and examples of the
6.1
Safe Management Systems
activities that you can put in place to
improve the safety of van operations A management system is a proven
within your organisation. framework for managing and
improving your policies, procedures
The measures have been split
and processes, by having:
into four key sections outlined
below. The information under these • Strong and visible leadership
headings includes descriptions, and commitment to fleet safety,
methods and comparisons between including a dedicated senior
the various options and case manager with fleet safety
studies. responsibility
• Safe Management Systems • Designated staff responsible for
developing and implementing
• Driver Management
the procedures, communicating
• Vehicle Management the fleet safety information,
• Journey Management monitoring performance, dealing
with non-compliance and
You will need to assess each option incidents, and preparing and
to see which works best for your implementing improvements
type of organisation.
• A documented set of policies,
standards, rules, procedures
and management roles and
responsibilities relating to fleet
safety
• An effective monitoring system,
including an incident analysis
system
Gaining Senior
Management Commitment
For a fleet safety management
system to be effective, it is essential
that senior management within
the organisation actively takes
responsibility for fleet safety. Senior
management should back each
stage of the process, from gathering
29Van Best Practice Safe Vans
baseline data to identifying fleet Organising the Work
requirements and implementing The risk of an incident happening
the fleet safety policy. In addition, increases as the length of time
they must support the process of drivers and vehicles are on the road
continual improvement. increases. Therefore, reducing this
exposure is an important aspect in
Such commitment will demonstrate improving safety performance.
to all staff that the highest levels
of management are concerned Therefore, the first question to ask at
about fleet safety and that they are this stage is, ‘what are the needs of
adhering to the organisational fleet your business?’ For example, does
safety procedures. Securing senior your business use vans primarily
management commitment will help for distributing goods, delivering
to ensure that fleet safety is taken a service (such as repair work) or
seriously at all levels within the simply for allowing employees to
organisation. visit clients?
The Fleet Safety Policy Once you have established the
The fleet safety policy is key to main service of your business, it is
maintaining an effective safe van important to ask ‘are all journeys
system. The policy is the main required?’ If the answer to this is
way in which an organisation can ‘no’, could some be combined?
demonstrate to employees and Changes in route, schedule or
customers its efforts to improve the timing can reduce exposure to risk
safety of its fleet as well as reducing without impacting upon your overall
environmental impact. This should performance.
help achieve compliance with legal
and other requirements. In addition, can the work be
organised in such a way that
An effective policy for fleet safety the journey can be eliminated or
will cover a number of areas. This substituted, perhaps by a different
guide has signposted you through van type?
the process of determining your
fleet requirements and risks, and
setting targets for overcoming
these risks. Based on the needs
and risks you identified, you will be
able to produce a fleet policy which
is suitable for communicating how
you aim to meet these needs and
overcome any risks.
30Options for Improvement 6
Case Study
Central Auto Supplies
Central Auto Supplies is an
independent company that
supplies branded products to
the automotive aftermarket. The
company has 19 branches based
in the Midlands and East of
England. The van fleet consists
of 96 vehicles, made up of car
derivatives and panel vans that
cover over 4 million miles a year.
The business recognised that improvements were needed with its
road safety record. In 1998, it was recording one incident every 90,000
miles of which 75% were considered to be the driver’s fault.
Central Auto Supplies started this process by including road safety
assessments for all job applicants and a safety training day as part of
the induction process. Each of its branches has a senior driver who
carries out this work and conducts annual assessments of all drivers,
keeping comprehensive records along the way. The company:
• Has banned the use of all mobile phones in vans, including
hands-free kits
• Reviews driving performance through telematics
• Conducts random drugs and alcohol tests
Road safety is further promoted through monthly good driving
newsletters and good driving guides. As the fleet has been renewed,
ABS and reverse parking sensors have been fitted to all new vans.
Central Auto Supplies has embraced road safety and seen the
benefits, primarily avoiding incidents but also making financial savings.
31Van Best Practice Safe Vans
Example of a Fleet Safety Policy
In [Name of Organisation], we are committed to:
• Safeguarding our employees, clients and the wider
community wherever we travel
• Managing road safety as a critical business activity
We will strive to achieve this through:
• Compliance with the law related to our safe van operations
• Continuous improvement in our safe van performance
• A systematic approach to van safety management by
establishing minimum standards and processes for:
- Driver management
- Vehicle management
- Journey management
• Training, education and motivation of all our employees to
follow safe driving practices
• Conducting planned inspections and reviews on a regular
basis to identify and eliminate sub-standard practices
• Reporting and conducting thorough investigations of all
incidents
• Reporting and learning from near misses and potential
incidents
• Communicating this policy to all employees, customers
and other relevant stakeholders
To be signed and dated by:
Chief Executive Officer/Managing Director
32Options for Improvement 6
Who is Responsible for Indeed, it is vital that the fleet policy
Implementation? has the backing of management
The simple answer is, everyone in and directors. These people are
your organisation is responsible for accountable for achieving the
ensuring the fleet safety policy is objectives set out in the policy
implemented effectively. The number by communicating with the
of people involved depends on the relevant employees in their line
size of your organisation. of responsibility.
Table 6.1: Responsibilities for ensuring implementation of fleet policy, according
to department
Responsible authority Responsibilities
Van drivers • Be familiar with driving standards and codes of conduct
• Ensure codes of conduct are complied with
• Inspect vehicles daily and report any faults
• Keep records of health up to date (e.g. change in
eyesight or medication prescribed)
• Report incidents promptly
Managers • Ensure all vehicles are fit for purpose
• Ensure ongoing maintenance and inspection are
carried out
• Provide or advise on training in safer driving standards
• Monitor effectiveness of the fleet safety action plan
and policy statement
Health and safety • Auditing of fleet policy and fleet safety action plan
• Advise on improvements needed to the fleet policy
and fleet safety action plan
• Recommend how these improvements can be made
(e.g. through guidance and training of employees)
Operations • Ensure that roles and responsibilities are communicated
to all employees
• Ensure incidents are reported in a timely manner
Risk and insurance • Monitor the number of incidents and claims via the
relevant database
• Highlight areas of particular concern to fleet managers
33Van Best Practice Safe Vans
However, tasks can be delegated
to various departments, as it is the
6.2
Driver Management
people working in these areas on
a daily basis that have a greater
understanding of the issues
surrounding fleet safety:
• Van drivers
• Managers
• Health and safety team
• Operations team
• Risk and insurance
Table 6.1 (see previous page)
highlights the key areas of
responsibility for each department
within a business.
The next stage is to understand
whether your drivers are
performing well in relation to safe
driving practices and the number
of incidents they have. Some
businesses have found additional
training has helped to hone driving
skills, whilst others operate in such
cultures that league tables are able
to guide drivers in developing their
own programmes. In addition, do
you have the appropriate driver
incident review process?
Driver management relates to issues
such as safe driving standards
(speed, fatigue, alcohol, drugs
etc) and driver understanding.
Standards for these issues should
be established and communicated
to staff and customers to promote
an understanding of the seriousness
with which you view safe driving.
Driver management can be achieved
through a variety of means, as
described on the following pages.
34Options for Improvement 6
Case Study
British Gas
British Gas supplies gas and electricity to UK residential and business
customers and provides central heating and gas appliance installation
services. The fleet comprises some 10,200 vans (mainly light vans and
panel vans).
British Gas has implemented a duty of care programme, based around
detailed incident analysis, which allows engineers to be categorised as
Green, Amber or Red depending on a number of factors, including: the
number of incidents they are involved in, the number of points on their
licence and the number of driving complaints received. This scoring
system allows British Gas to target specific training at those high-risk
engineers as a priority and thus achieve a greater initial impact.
Through the implementation of its duty of care programme, British Gas
has reduced incidents by 18% over the course of three years. This
has had the added benefit of reducing costs to the company through
reduced incident damage, repair costs and fuel costs.
Key Driving Standards • Safeguard yourself, passengers,
A list of ‘key driving standards’ your load and your vehicle
can be produced for display in and • If you become tired or unwell,
around the company to alert van get help or stop at the first safe
drivers to some basic standards location
they should follow. These should
include: • Ensure you adhere to the
recommended number of breaks:
• Always stay alert and do not be one 15-minute break every
distracted by music, passengers two hours
or scenery
Table 6.2 is useful for characterising
• Know how to control your vehicle those drivers who can be classed
under all conditions and for all as ‘safe’ and is based on research
manoeuvres, taking into account by the University of Huddersfield9.
the hazards that may be faced This should be used when assessing
and allowing for other road users, driving standards in your initial
especially the most vulnerable review and can be used as a
(children and the elderly) standard for drivers to aspire to.
From ‘Driving Whilst at Work’, Liverpool City Council.
9
35Van Best Practice Safe Vans
Table 6.2: Characteristics of safe drivers Not only does slower driving
improve a van’s controllability, thus
Characteristics of safe drivers increasing safety, but driving at
80 mph uses up to 30% more fuel
Patient than driving at 65 mph. It is vital that
Organised, law abiding drivers are aware of the importance
Self-disciplined of sticking to speed limits and also
Honest driving at an appropriate speed for
Self-reliant
the road and weather conditions.
Concentrates Purchasing vans with speed limiters
Mature or fitting existing vans with such
Responsible devices can help foster a safer
Reliable driving speed, as drivers are unable
Observant of others and a team player to drive above a given speed.
However, restricting a van to 70 mph
The Van Best Practice programme will not prevent the driver speeding
has produced a wallet of driver- in areas with lower speed limits.
focused top tips and information It is important to note that certain
called ‘Driver Essentials’. This van based vehicles, based upon
resource contains a wide range their date of registration and/or
of advice for drivers covering Gross Vehicle Weight (GVW) may be
such safety factors as speed required to be fitted with a calibrated
limits, fatigue, drugs and alcohol, speed limiter. Further details can be
driving tips and safe loading. It is found at
recommended that this resource www.dft.gov.uk
should be used to reinforce your
own safe driving standards. Fatigue Standard
Fatigue, or driver tiredness, reduces
Speed a driver’s ability to recognise hazards;
There is a range of laws that govern slows reaction times and impairs
the speed limits of vans. These judgement. This combination of
vary according to the type of van factors can be lethal because drivers
being driven. may only spot a hazard at the last
For more information on van speed minute (if at all) and may not have
limits, visit the Department for time to brake before the collision.
Transport’s (DfT) guidance pages10. Therefore, the results of any incident
involving driver fatigue are likely to
be more serious.
10
DfT, Speed Limits for Vans (http://www.dft.gov.uk/pgr/roadsafety/speedmanagement/vanspeedlimits).
36Options for Improvement 6
It is recommended that any driver Driver Knowledge
fatigue standard should include the Driver knowledge is key to ensuring
following topics: the safe operation and efficiency of
a vehicle. Even if the vehicle itself
• Drivers should present is safe and efficient, it will be made
themselves as well rested for unsafe if the driver is unsafe.
each shift
• Drivers should have breaks Driver training is provided for
every two hours fleets that operate vans by the DfT,
through the Safe and Fuel Efficient
• Ventilate the vehicle Driving Programme. Visit
• Breaks should be included www.safed.org.uk for more
in journey plans information.
• Breaks should include the For additional information on
following: improving driver knowledge please
- A short walk and limb stretch refer to the ‘Driver Essentials’
- A short, seated sleep resource, which includes a range of
(if necessary) driver focused top tip cards, which
can be distributed to all your
- Overnight stops where necessary
van drivers.
Alcohol and Drugs Standard
It is recommended that any alcohol
and drug standard should include
the following topics:
• Drivers to present themselves
for duty free of drugs or alcohol
• No use of drugs or alcohol
while working
• Report others who use drugs
or alcohol while working
Managing compliance of such a
standard can be difficult. Therefore,
it is essential that some degree of
compliance monitoring is carried out
to ensure that drivers are adhering
to this standard.
Drivers and managers need to
be aware of any side effects of
prescription drugs that affect
safe driving.
37Van Best Practice Safe Vans
6.3
Vehicle Management Case Study
It is important to examine whether Kaba Door Systems
your organisation is using the right
vehicles. What size of van do you
require and could you afford to Kaba Door Systems has a
invest in newer vehicles that may fleet of over 100 vans, but
offer greater protection to drivers? these are distributed in a
number of depots throughout
Vehicle management refers to
the country in groups of
standards and activities that should
about nine vans. To remain
be established as being mandatory
within the legal weight
within your company (e.g.
restrictions for their vehicles,
undertaking vehicle maintenance
Kaba has implemented a
checks on a regular basis). The
standard equipment list for
following examples describe how
their technicians and has
you might implement such systems.
carried out test weighing of
Vehicle Selection and Specification vans to obtain an accurate
Promote the use of vehicles that are additional loading capacity.
best suited for the job. For example,
In addition, the company test
an independent florist may require a
weighs two vans a month
single van, whereas a parcel delivery
from each depot on local
company would require a fleet with
weighbridges. This costs
many different types of van. For
less than £10 per vehicle,
more information on choosing the
using either public or private
right van for your needs, please
weighbridges. Kaba keeps
refer to the accompanying ‘Van
the weight certificates on file
Specification’ guide.
as proof of compliance.
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