Build your advanced fleet safety programme

Safety is the top priority and a major challenge for fleet managers and companies. Unfortunately, road accidents involving commercial drivers remain a frequent occurrence. Last year, there were 20,400 road fatalities in the EU. The European Transport Safety Council states that up to 40% of all road deaths in the EU are work-related (1).

Within this context, several factors can impact the safety of your team, such as:

• Driving fatigue: According to the European Road Observatory, fatigue contributes to 16% of road accidents in Europe (2).

• Speeding: The European Commission reports that speeding is a key factor in around 30% of fatal road accidents (3).

• Driver distraction: Distraction is a significant cause of accidents. Research shows that car drivers engage in distracting activities for approximately 50% of the time they are driving (4).

• Technical defects of vehicles: Vehicle malfunctions are among the various causes of traffic accidents. A study highlights that a vehicle being roadworthy is crucial for road safety (5).

1. What is a fleet safety programme?

A fleet safety programme is a strategic approach designed to prioritise the safety of your team and business by using advanced fleet management technologies, such as AI video technology, safety data insights, driver behaviour monitoring, and remote supervision of daily operations. This approach integrates regular vehicle inspections and facilitates the whole preventive and predictive maintenance process, all aimed at creating a safer work environment.

Key aspects of a comprehensive fleet safety programme include:

• Monitoring and analysing driver behaviour on the road
• Promoting  safe and efficient daily operations
• Optimising routes to prioritise safety
• Integrating driver vehicle inspections with preventive and predictive maintenance
• Improving driver coaching using data-driven insights

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2. Key components of a fleet safety programme

The foundation of a fleet safety programme is built on a well-structured plan that businesses implement to enhance the safety of their workforce and daily fleet operations. In this context, companies must establish clear goals for the areas they wish to improve, set specific timelines, and continuously monitor results to ensure desired outcomes are achieved.

For instance, if the objective is to reduce the accident rate by 20% within a year for the entire fleet, companies would need to introduce targeted safety measures to address and improve the relevant areas. However, it’s crucial to recognise that a fleet safety programme requires a deeper commitment than simply monitoring driver activities and operations.

Let’s explore further:

• Going beyond simply monitoring driver behaviour: This isn’t just about observing how employees drive or tracking their scores, it involves sharing feedback on their driving style and working together to help them understand how they’re currently performing, identify their goals, and consider what needs improvement. This approach actively engages drivers in identifying areas for improvement, enhancing both their safety and that of the vehicle, while also taking responsibility for their driving.
• Driver coaching is a long-term safety commitment: While maintaining safety requires effort, the good news is that it does pay off. Safety insights offer a comprehensive view of your team’s driving behaviour, tracking trends and progress over time.

Now that you’re informed about the current situation, it’s time to initiate a productive conversation with your team, adopting an open mindset towards safety. By engaging your team members in discussions about safe driving techniques, you can help reduce accident risks and improve their overall driving skills, making them safer and more capable drivers.

Driver coaching is a long-term investment in safety because your team’s well-being is a top priority, and fleet management technology is an invaluable tool in supporting this goal.

Fleet management solutions can provide valuable safety insights, empowering fleet managers to take proactive steps toward improving team safety. This approach is effective; according to the latest Fleet Technology Trends Report, 39% of companies using fleet management systems saw driver safety habits  improvements, 31% decreased speeding and harsh driving  and 46% experienced fewer accidents.

As a fleet manager, you can use these safety insights to develop targeted driver coaching sessions. These sessions help keep drivers engaged, track their progress, and celebrate their improvements. If new areas for improvement are identified, additional coaching can be arranged to address them.

You can also enhance the process by gamifying the improvement journey, keeping drivers informed and motivated. Offering rewards for meeting individual or team objectives can further encourage progress and commitment to safety.

• Proactive vehicle maintenance programme: boost actions that help you get your vehicles are always in optimal condition for drivers. By integrating Daily Vehicle Inspection Reports (DVIR) with preventive and predictive maintenance. This can significantly enhance equipment safety. This approach helps you keep vehicles in peak technical condition while reducing the risk of accidents caused by neglected maintenance.

Key vehicle components, such as tyre condition, brakes, fluid levels, lights, and other essential systems, are proactively monitored to activate safety systems. Implementing a comprehensive programme that includes DVIR and routine inspections can greatly improve fleet safety.

3. How to develop and implement a fleet safety programme

Once you’ve committed to enhancing your fleet safety programme and have grasped the essential principles, the next step is to design and tailor the programme to suit your company’s specific needs.

- Define your fleet safety goals: Start by setting clear individual and team-wide goals. Identify the areas for improvement and set a timeline for achieving these targets. This will serve as a guiding framework for your fleet safety programme, providing direction for the entire team. Keep in mind that this framework should remain adaptable, allowing for adjustments as needs evolve throughout the programme’s implementation.

- Choose the fleet management technology that best suits your company: To reach your goals, it’s essential to have the right tools in place. Opt for advanced solutions like AI-powered dashcams and comprehensive fleet management systems that provide precise, data-driven insights. These technologies enable you to monitor progress, analyse performance, and identify areas for improvement.

- Establish a safety council team: Assemble a group of individuals responsible for ensuring the smooth operation of your fleet safety programme. Provide them with the necessary training, using a “train the trainer” method to equip managers and supervisors with the knowledge to use the platform effectively and analyse safety events as they happen.

Assign specific areas of responsibility, such as overseeing safety-related incidents. Each area should be thoroughly covered, with detailed feedback provided on insights. These insights should then be shared regularly (daily for incidents, or on a weekly, monthly basis) to keep the team informed and enable timely action. 

- Engage the team and communicate: Inform the entire team about the new initiative aimed at prioritising both individual and collective team safety. Discuss the benefits and challenges of implementing a fleet safety programme openly, ensuring everyone is aligned. Emphasise the importance of creating a safe work environment, promoting safety practices, and encouraging everyone to become a safer driver.

- Implement the fleet safety programme: Set a launch date for when the programme will be officially activated. Once initiated, activate the protocol and establish regular meetings for analysis, review, and improvement.

- Monitor, measure and coach: Review daily fleet data both individually and as a whole, tracking progress, identifying trends, and evaluating improvements. Assess whether your team has met the established targets and whether driving behaviours have improved. 

If the improvement targets have been met, share this achievement with the team, express gratitude for their efforts to improve safety, and set new goals for further improvement in the same or different areas. 

If targets haven’t been achieved, communicate that as well, providing performance data and insights on driving safety. Arrange driver coaching sessions and collaborate both individually and as a group to improve safety standards. This is an ongoing process, with continuous opportunities for growth.

- Address risky behaviour in near-real time: 

Certain driver behaviours, such as harsh driving or speeding, pose significant risks and need to be addressed promptly. Set up alerts to receive notifications as soon as these incidents occur, enabling you to take swift action. The manager will be informed of the safety-related event and can provide immediate feedback to the driver, helping to prevent further risky driving.

Enhance the safety of your drivers

Ensuring the safety of your team directly contributes to the overall safety of your entire company. Promoting a safe working environment where your team can work in safe conditions is crucial and paramount and can have a positive impact on the company. 

According to the European Agency for Safety and Health at Work (EU-OSHA), there is a clear link between safer and healthier workplaces and increased productivity (6). 

By focusing on the safety of your fleet, you’ll see positive results reflected in both your team and your company. Experience the full potential of fleet safety in action with a live demo.

Sources EMEA

• (1): https://etsc.eu/road-safety-priorities-for-the-eu-2024-2029/
• (2)https://road-safety.transport.ec.europa.eu/document/download/09dca415-306c-401a-9c97-8afd174ca36e_en?filename=road_safety_thematic_report_fatigue_tc_final.pdf
• (3)https://road-safety.transport.ec.europa.eu/eu-road-safety-policy/priorities/safe-road-use/archive/speeding_en
• (4)https://urban-mobility-observatory.transport.ec.europa.eu/news-events/news/new-report-european-road-safety-observatory-focus-distraction-2024-01-26_en
• (5)https://www.researchgate.net/publication/375804835_Vehicle_Technical_Inspection_Results_in_Relation_to_EU_Directives_and_Selected_EU_Countries
• (6)https://osha.europa.eu/sites/default/files/Corporate_flyer_TE0522362ENN.pdf