Fleet policy guide: what it is and how to create yours

Want to know whether you really need a fleet policy? Yes, it is necessary. You can learn why and how to create one for your fleet here.

A fleet policy is a document fleet managers need to better control the company's vehicles and transport operations. This document makes it possible to create rules and specifications for vehicle use and road behavior.

Simply understanding a fleet policy better already reveals how important it is.

Of course, for it to be truly effective and deliver positive results for your fleet, it needs to provide relevant information. What information is that? What do you need to include in this document? See our tips below.

Why do you need a fleet policy?

Some ways a fleet policy can be useful to your management include standardizing behavior and rules for vehicle use. It is also a good alternative for helping control specifications that lead to driver benefits.

To explain further:

You can use this document to reward drivers according to their compliance with the written requirements. For example, when all road behavior guidelines are followed for a certain period, the driver can be rewarded with a new vehicle.

The fleet policy's requirements will also help you measure each driver's performance and that of the team as a whole. Through the established rules, you will know exactly which type of metric to use to keep track of their effects.

How do you create a good fleet policy?

To make your rules effective and ensure they are followed, you can adopt some practices that will facilitate the whole process and implementation of a fleet policy in your transport company.

General points to add to your document

Information about vehicles, drivers and the responsibilities of each department connected to the fleet are some examples of what to add to your requirements. It is important for the document to align with the company's overall management system, not just vehicle management.

You can also add:

• fleet vehicle types;
• specific information about each vehicle, such as license plate, model and weight limit;
• the type of goods each vehicle can transport;
• a responsibility agreement for using each vehicle type;
• maintenance procedures;
• rules for using each vehicle;
• control of fines;
• etc.

Clarity and directness are essential

Although the document needs to be detailed and complete, it needs simple, direct language. Employees with access to read the fleet policy should be able to read it without being confused by anything.

You should write fluently, without complicated words and preferably without opening too many “sections” at each stage. You know those documents where you read “Chapter 1”, then see “1.1”, “1.2”, “1.2.1.” and those little specifications never stop branching out?

Well, avoid doing that.

Share the fleet policy with everyone

If you want everyone to follow the fleet policy, you consequently need to make sure everyone knows about it and reads it.

Use the team's internal communication channels, such as email and noticeboards. You can also hold a meeting to officially present the document.

Always keep a version of the document stored out of employees' reach, but also ensure easy access for reading. Either give each person a copy or keep one somewhere shared.

Review and update the document as needed

Part of a manager's work is observing, noting and analyzing what happens at each stage of the transport operation. At least once a year, take time to find out how the fleet policy is being followed and whether anything needs updating.

Vehicle information usually needs attention, since replacements sometimes have to be made without prior planning.

What should you do after implementing the fleet policy?

In general, you simply need to keep track of metrics and produce reports to understand the results the fleet policy is actually bringing to your company. Are drivers performing their tasks? Are they following driving rules? Are vehicles undergoing maintenance correctly?

All of this needs to be answered to understand whether the document is being used well.

Some information you can keep track of includes the number of fines per driver, each driver's working hours management (departure time for a trip, time stopped for rest and lunch, etc.), the need for extra maintenance per vehicle, and so on.

Lastly, you should always use the fleet policy and metric analysis to help create goals for each driver.

Want to keep up with more topics like this? Keep reading our blog! We also have the perfect post for you to further increase your fleet management knowledge:

HOW TO IMPROVE FLEET MANAGEMENT [7 ESSENTIAL TIPS]