Fleet Safety Programs
Motor vehicle crashes are a leading cause of work-related deaths. Any company that puts drivers on the road, from a trucking company to a plumber with three vans, has a fleet. A fleet safety program is a written plan for choosing, training and supporting drivers and keeping vehicles in safe condition. It protects workers, the public and the business.
- Employers
- Fleet Managers
- Drivers
Why a fleet needs a program
- Crashes cause deaths, injuries, lost workdays, damaged vehicles, lawsuits, higher insurance costs and bad publicity.
- Commercial motor carriers are regulated by the Federal Motor Carrier Safety Administration (FMCSA) and state agencies. Companies with smaller vehicles still have duties under the General Duty Clause and state laws.
- Employers can be held responsible for crashes caused by employees on the job. A documented program shows reasonable care.
- OSHA doesn’t have a single driving standard, but expects employers to address recognized hazards such as distracted driving and seat belt use. See Driving for Work.
Elements of a strong program
- Management commitment. Leaders set safety as a core value, give the program a budget and a champion, follow the rules themselves, and don’t pressure drivers to speed or skip rest.
- Written policies. Clear rules on seat belts, speed, cell phones, impaired and drowsy driving, vehicle use, passengers, route planning, and what to do after a crash.
- Driver selection. Check licenses, motor vehicle records (MVRs), experience and references. Hire for safe driving history, and screen again at set times.
- Training. Orientation, vehicle-specific training, defensive driving, backing, cargo and securement, winter driving and regular refreshers. See Entry-Level Driver Training and Defensive Driving.
- Vehicle inspection and maintenance. Pre-trip and post-trip inspections, preventive maintenance schedules, repair of defects, and records. See Pre-Trip Inspection.
- Monitoring and coaching. Use telematics, cameras and reviews to coach drivers. See Dash Cams & Telematics.
- Crash reporting and investigation. Report every crash and near miss, and find the root causes. See Truck Crash Response.
- Recognition and discipline. Reward safe behavior, and apply consistent consequences for unsafe behavior. Be careful that incentives don’t push people to hide crashes. See Safety Incentives.
- Measurement and review. Track results and update the program.
Driver files and records (commercial carriers)
- FMCSA requires carriers to keep a driver qualification file for each commercial driver, with the application, MVRs, road test or CDL, medical card, and annual reviews (49 CFR Part 391). See CDL Classes & Endorsements and DOT Physicals.
- Carriers must follow hours-of-service rules (Part 395) and keep records. See Hours of Service.
- Drug and alcohol testing programs and the Clearinghouse apply to CDL drivers. See Drug & Alcohol Testing.
- Vehicle inspection, repair and maintenance records are required under Part 396. Keep annual inspection reports.
- Keep an accident register of DOT-recordable crashes for three years.
- Know your safety scores and audits, such as FMCSA’s Compliance, Safety, Accountability (CSA) program. See Roadside Inspections.
Key policies drivers must understand
- Seat belts every time, with no exceptions. See Seat Belts & Airbags.
- No handheld phone use or texting while driving, which is also illegal for commercial drivers under federal rules. Plan calls and messages before or after driving. See Distracted Driving.
- Speed limits and following distance matched to conditions. See Speeding.
- Never drive impaired or drowsy. Give drivers the right to stop when too tired. See Driver Fatigue and Impaired Driving.
- Route and schedule planning that allows safe driving, rest and weather delays, without pressure to rush.
- Vehicle condition: report defects and don’t drive an unsafe vehicle.
- Personal use and passengers set by policy.
- Cargo and load limits followed. See Cargo Securement and Weight Limits & Scales.
Using technology wisely
- Collision warning, lane departure warning, automatic emergency braking, stability control, blind spot detection and cameras can reduce crashes. Specify them when buying vehicles. See Driver Assist Systems.
- Telematics and in-cab cameras can show harsh braking, speeding and distracted driving. Use them to coach, not just punish.
- Technology adds to, but doesn’t replace, training and good policies.
Measure and improve
- Track crashes per million miles, preventable crashes, injuries, citations, inspection results, near misses and telematics events.
- Review every crash for a root cause and decide whether it was preventable. See Incident Investigation.
- Share results with drivers and ask for their ideas. Drivers know where the risks are.
- Industry standards can guide the program, such as ANSI/ASSP Z15.1 (safe practices for motor vehicle operations) and ISO 39001 (road traffic safety management). Check the current editions.
- Review the program at least yearly.
For small fleets
Even a company with a few trucks or vans can do the basics: a short written policy, MVR checks, seat belt and phone rules, vehicle inspections, a crash reporting form, and a regular safety talk. See Toolbox Talks and Work Pickups.
Fleet safety checklist
- Written policy on seat belts, phones, speed, impairment and fatigue
- Licenses and MVRs checked; driver files up to date
- Training and refreshers on the vehicles drivers use
- Pre-trip inspections, preventive maintenance and repair records kept
- Crashes and near misses reported, investigated and reviewed
- Coaching, recognition and measurement in place; program reviewed yearly
Standards & references
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