Organisation
A positive fleet safety culture in an organisation is essential for a successful outcome. Underpinning this must be an organisational design including the overall management structure for the implementation of the Fleet Safety Management System, and the structure needed for getting all staff involved and ultimately committed to driving safely.
Management structure
The management structure should clearly identify what resources need to be in place to manage fleet safety effectively, clearly identify those members of staff with responsibility for fleet management, and should specify what those responsibilities are.
Fleet safety is a line management responsibility. Managers can be supported and guided by fleet safety advisers in the development, implementation, and on-going monitoring and review of the system, but the ultimate responsibility remains with the line manager.
Staff involvement
To ensure a fleet safety policy is effective requires that all members of staff within an organisation are involved and committed. There are four “Cs” of a positive safety culture to consider when building staff involvement and commitment:
Competence which focuses on issues of recruitment, training and advisory support including:
• Assessing the skills needed to carry out all fleet transport tasks safely.
• Providing the means to ensure that all staff, including managers, supervisors and temporary staff are adequately instructed and trained.
• Arranging for access to sound advice and help.
• Carrying out restructuring or reorganisation to ensure the competence of those taking on fleet safety responsibilities.
Control which addresses the allocation of responsibilities, securing commitment, staff instruction and supervision including:
• Leading by example by demonstrating top leadership commitment, and provide clear direction aimed at raising awareness of the importance of fleet safety.
• Identifying individuals responsible for particular fleet safety jobs, particularly where special expertise is called for (e.g. doing risk assessments or driving fork-lift trucks).
• Ensuring that managers, supervisors and team leaders understand their responsibilities and have the time and resources to carry them out.
• Setting objectives to ensure everyone knows what they must do and how they will be held accountable.
Cooperation between individuals and groups including:
• Identifying senior leaders to Chair a Fleet Safety Team and ensure they consult with staff.
• Involving staff in planning and reviewing performance, writing procedures and solving problems.
• Coordinating and cooperating with transport contractors.
Communication, spoken, written and visual including:
• Providing information about fleet safety hazards, risks and preventive measures to staff and contractors involved in driving activities.
• Discussing fleet safety regularly.
• Being ‘visible’ on fleet safety issues.
