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4 Best Practices for Managing Fleet Drivers

In businesses both large and small, the addition of a company vehicle can be a valuable incentive for potential new hires. Whether your business utilizes fleet vehicles for your salesforce, for necessary business operations, or simply as a business perk, there are some key things to keep in mind both when hiring new employees who will be driving company vehicles, as well as maintaining the safety of your fleet and drivers long term. We recommend the following four best practices to help you operate a safe and effective fleet.


  1. Recruit Right

When seeking out potential employees, look beyond their resume and also take their driving record into account. Choose your top prospects based off of their skills, work ethic, personality, and, if you know they will be driving a company vehicle, their position on the Driver Acceptability Matrix. This matrix (pictured below) provides a guide to help you assess how much risk each candidate may have for your business. Using this knowledge can help you choose the best applicant for your business and your fleet! 


  1. Train Thoroughly

Once your chosen prospect has accepted a formal offer, the training can begin. Before handing over any keys, have your new employee complete a designated driving preparation program. These types of company programs typically consist of both classroom and on-the-road modules, focusing on defensive driving and other behavior modifications. After your prospect completes the training, they can officially get behind the wheel of your company vehicle. However, it’s important to note that their training should not stop there. It’s beneficial for all of your fleet drivers to have continual driving education. We recommend having each driver complete a continual training segment at regular intervals throughout the year.


  1. Measure Maintenance

Keep vehicles running better for longer by scheduling and completing regular vehicle maintenance. For example, a fleet vehicle may operate best with an oil change after every x amount of miles. Or, each month your company may have all vehicles in for a regular tire rotation and fluid top-off. No matter what your company’s maintenance plan, be transparent with your fleet drivers, and make them aware of the maintenance requirements that are expected, in addition to the time period in which maintenance tasks need to be completed. Keep your drivers accountable by having them keep a log of all maintenance that has been completed, and check in with them regularly.


  1. Investigate Incidents

First things first, if your employees are involved in an accident, the primary concern is their safety. However, it’s also important that both supervisors and drivers are trained in post-accident procedure, to ensure that all evidence and documentation is compiled and submitted as required for your insurance claim. Providing an accurate and detailed account of the incident will help your insurance carrier process the claim quickly and effectively.


If you’d like more information about how to protect your company’s fleet, speak with one of our Program Specialists at VGM Insurance. We’ll help your team start driving safely and with confidence in no time! To download our Fleet Safety Checklist and Driver Acceptability Matrix, click here.


  • Zequek Estrada | Oct 24th 2016 @ 2:33 PM

    Something I think that would be helpful is to review training. I feel like someone can learn what to do in post-accident situations, however, people forget things. I've heard that rotating through important training every few months can be helpful.

  • Deedee Lewis | Jan 9th 2017 @ 3:45 PM

    With any kind of job, making sure that the employee has proper training is going to be crucial and it's no different when it comes to fleet drivers. I agree that it's important that fleet drivers keep getting trained even after the official training period. Things may come up while on the job that the fleet driver may not know how to handle well, so it's important that they continue to get training long after the classroom and on-the-road modules.

  • Braden Bills | Jun 21st 2017 @ 8:21 AM

    It's interesting that trucking companies need to have fleet services. It makes sense that they would need to have people who can take care of their trucks. A broken down truck can slow down the business!

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