Having, communicating, and enforcing a policy on vehicle usage is essential to running an effective fleet. It reduces the cost of doing business with respect to liability, safety, and vehicle abuse. It's important to make sure you have a comprehensive policy. Our e-guide, Developing & Enforcing Fleet Policy, is a good start.
Below are ways that our customers have used FleetCommander to communicate their policies. Not all of these may fit the way you do business, but I hope you’ll find a couple that you can use to your advantage.
- Require users to accept the policy when logging in for the first time.
- Reset the policy acceptance page if your policies change. This requires users to accept the policies again the next time they log on.
- Display relevant sections of your policy in the following locations:
- The Policies link on the home page
- The Welcome page
- The Make Reservation pages
- Reservation confirmation emails
- Emails to the users via the User Email Tool
- If using a kiosk, add policy information to the check-out and check-in pages
- If using a kiosk, add signage with policy information around or next to the kiosk
- If using a kiosk, add questions that require the user to respond if they will be inspecting the vehicle before leaving and upon return. Require that comments about potential damage be made whether or not there was damage.
- Have a motor pool employee inspect the vehicle with the driver before and after each use. Verbally advise the driver of the policies. Have the driver sign an acknowledgement form before providing access to the vehicle. (Many fleets want to reduce fleet involvement and paperwork, so they tend to gravitate to #4 above.)
- Place stickers on the dashboard of the vehicle advising the drivers of policies related to cleaning the vehicles and bringing them back on time. A phone number for the fleet office should be provided for drivers to call if they cannot avoid returning late.
My next blog post will discuss ways that you can use FleetCommander to enforce your policies. Stay tuned.