Page 49 - Linkline Spring 2017
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While employers cannot control external factors like the weather or road conditions they do have a duty to ensure their staff are aware of the dangers when driving for work. Failure to do this, according to Assistant Commissioner Michael Finn of Roads Policing with the Gardaí, can have a devastating impact: “At best, in the event of a collision, you are risking your reputation as a fair and compliant employer. At worst, you could have to live with the guilt of being responsible for someone’s serious injury or even death.”
This duty of care means employers must ensure all work-related journeys are safe, members of staff are able to drive safely, and all vehicles and associated equipment are fit for use. All employees who drive for work should also be provided with information, instruction, and proper training to ensure they are aware of the risk in driving for work and to encourage them to actively mitigate all risk.
Aside from the serious human cost, driving for work incidents also create a financial burden for employers. This can range
from vehicle repair costs, worker absence, third party claims as well as lost business opportunities. The impact of driving for work is also felt outside of businesses too as it can pose risks for members of the public and other road users, especially vulnerable road users such as pedestrians and cyclists.
For employers who have a strong safety policy in place, and are actively carrying out their duties, there are considerable benefits such as increased employee loyalty, enhanced public image, reduced likelihood of employee injury or death and subsequent sickness and dependency costs as well as increased productivity. Financially these businesses are better off too; for every €1 claimed on insurance, arising from work related road incidents, companies may have to pay a further €8 to €36 for uninsured losses.
To assist companies with development and implementation of a driving for work policy a free online course has been made available. You can find this and other information regarding employers’ legal responsibilities at www.drivingforwork.ie.
 FIVE STEPS FOR MANAGING A DRIVING FOR WORK POLICY
1. Develop a Driving for Work Policy
This policy should:
• outline the main aims
• show management is committed to the policy
• refer to the relevant driving for work legislation • explain how you are managing driving for work
and its three key elements – the vehicle, the driver
and the journey
• give details of resources.
It’s recommended that you appoint a senior manager to manage the running of the driving for work policy and that relevant structures are in place in your company to allow for cooperation between people and the departments.
2. Planning
This stage involves:
• listing and assessing the risks concerning driving
for work
• drawing up the proper control measures.
3. Putting into Practice
This involves:
• defining roles and responsibilities
• setting up documented systems
• communicating with employees
• looking out for and preventing bad practices
• keeping records, i.e., vehicle maintenance, drivers hours • putting safe systems of work in place to help man
age driving for work.
Each driver should have:
• a record of their driver licence class
• details of any collisions
• a record of the number of kilometres they drive
for work each year
• dates and results of any assessments
• systems in place to ensure vehicles are in line with
the highest standards.
Risk Factors
When documenting safe systems of work employers should list the rules for risk factors when it comes to driving for work. For example, rules on driver fatigue, driver authorisation, distractions such as the use of mobiles, carrying of passengers, etc. A comprehensive list of risk-factor areas are available on the ‘Driving for Work Employee Guidelines’ section of the website (www.drivingforwork.ie).
Handbook
It should set out drivers’ responsibilities in support of company policies and procedures for driving for work.
4. Measuring Performance
How to monitor the safety of your drivers on a regular basis: • Analyse reports of any incidents.
• Check driver licences on a regular basis.
• Require drivers to regularly update you on any
penalty points they may have.
• Use vehicle tracking and other vehicle data recorders. • Check drivers’ health.
• Check if drivers are obeying the rules on driving
time, breaks and rest periods.
• Check the roadworthiness of all vehicles each day
and making sure vehicles are maintained and any
problems fixed as soon as possible.
• Monitor driver performance and deal with any
weakness such as driver fatigue.
Companies should encourage drivers to report any workplace incidents as this will help to deal with any underlying causes of road collisions and potentially save lives.
5. Reviewing Performance
Your driving for work programme should be reviewed on a regular basis. The results of the review can be used to make regular improvements to your company’s driving for work management programme and procedures.
    The Chartered Institute of Logistics & Transport 49
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