Reducing risk in driving for work

Driving policy

Ensure that you have a written driving policy which all employees are made aware of and can access as and when they require it.

The policy should cover all the rules needed to ensure that drivers are prepared to complete their journey safely.

It should include rules on key areas, including: maximum driving time before a break must be taken, the expected standard of driving, pre- and post-driving checks, proper vehicle maintenance, prohibiting the use of unsafe vehicles, ensuring private vehicles used for work are roadworthy and legally compliant, driver behaviour on the road, and the reporting of incidents.

The journey

• Plan and manage journeys

Only let drivers make journeys when necessary and plan the safest route for the vehicle, avoiding hazards like low bridges, tunnels, or level crossings. Consult drivers, allow for rest breaks and access to facilities, follow the 15-minute break every two hours rule, and avoid peak traffic and seasonal congestion where possible.

• Reporting and investigating incidents

Set up a reporting system for drivers to record all work-related road incidents and near misses. Investigate incidents to identify causes, assess if controls need updating, and monitor policy effectiveness. Regularly audit performance and ensure lessons are learned from dangerous occurrences and near misses.

• Work location

When planning destinations for drivers and riders, check that instructions and signage are clear, parking and layover arrangements are suitable, traffic management allows safe manoeuvring, and vehicles are kept separate from pedestrians. Communicate with the sites being visited and do not rely solely on in-vehicle navigation, as map data may be outdated.

• Work schedules and timing

Plan journeys to allow safe driving within speed limits, factoring in traffic, road conditions, and stops. Avoid pressuring drivers to do their trips faster, schedule to avoid fatigue-prone times, and advise against driving when sleepy. For long or irregular hours, assess risks and consider overnight stays to reduce fatigue.

• Poor weather conditions

Ensure vehicles are equipped for bad weather, like winter tyres and suitable washer fluid. Drivers should know how to reduce risks, such as cautious driving in strong winds, and must not be pressured to travel in hazardous conditions. Support them if a journey needs to be cancelled.

The driver

• Risky driver behaviours

Drivers must be made aware of your policy on driving behaviours and trained to do defensive driving as opposed to aggressive driving.

Consider installing vehicle safety monitoring systems in your work vehicles to observe and manage risky driving behaviours such as speeding, erratic driving, sudden breaking, distraction, and driver fatigue.

• Competence and capabilities

You must assess workers' health and safety competence when allocating work. Consider their experience, attitude, maturity, driving record, physical fitness, language skills, and any vulnerabilities such as being new or inexperienced. Take into account physical and mental capabilities, required skills for the job, previous offences, and adherence to safe behaviours. Ensure licences, insurance, and MOTs are valid, and make workers aware of company road safety policies.

• Training

Workers must receive free, adequate training, prioritising those at higher risk. Training should cover safe driving and riding, loading and unloading, use of technology, awareness of other road users, risk assessment, and refresher or advanced driver training as needed.

Induction training should include personal safety, incident reporting, PPE use, compliance with traffic laws, breaks and mandatory rest periods, company policies, daily vehicle checks, load security, manual handling, and safe mobile phone use.

• Instructions for drivers and riders on keeping safe

Give drivers and riders clear safety instructions, including how to do routine vehicle checks, adjust safety equipment, handle breakdowns, and manage shifting loads. Avoid pressuring them to meet tight deadlines, remind them not to drive under the influence and ensure they know their vehicle height and load safety.

• Distractions

Distractions include phones, apps, notifications, other road users, personal issues, the radio, and passengers. Handheld phone use while driving is illegal, and even hands-free use raises a collision risk. You should have a clear policy banning phone use while driving, provide hands-free equipment if needed, and ensure it is used only when essential.

• Fitness to drive

Ensure drivers recognise the dangers of fatigue and do not drive when tired, as fatigue impairs concentration, reactions, and decision-making. Take early action to prevent work-related stress, which can lead to health issues if left unaddressed.

When buying or leasing vehicles, consider ergonomics such as the driving position and the accessibility of controls and provide guidance on good driving posture and seat adjustment.

Offer free eye tests to ensure drivers meet legal eyesight requirements.

The vehicle

• The right vehicle for the job

When buying new vehicles, choose models suited to your specific operations and discuss any design issues with manufacturers. Fit appropriate safety features, such as reversing alarms, cameras, sensors, or side protection bars, and consider the vehicle's age and condition. Take into account how safety varies with time, season, and driving conditions.

• Vehicle safety

Ensure that workers use vehicles safely and understand that unsafe vehicles must not be driven, they must wear seatbelts, and must avoid overloading and unsecure loads.

Privately owned vehicles used for work must also be safe, with workers responsible for carrying out checks, servicing, insurance, and a valid MOT.

• Vehicle checks and maintenance

Ensure vehicles are roadworthy by carrying out and recording daily checks, following manufacturer maintenance schedules, inspecting tyres and wipers, and promptly fixing defects. Fit and check protective headboards or bulkheads, and be aware of hazards from electric and hybrid vehicles, including battery fire risks.

More information

A detailed discussion of the above is available on Driving and riding safely for work