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. In last month's blog, I discussed ways to communicate your policies. This month we tackle enforcing your policies.
Below are ways that our customers have used FleetCommander to enforce 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.
- Identify users bringing the vehicles back late via the Late Return report.
- Have a motor pool employee inspect the vehicles with the driver before and after each use to identify damage.
- Employ the user survey to find out what people think of the vehicles provided. Encourage drivers to report dirty vehicles so that offenders can be identified.
- If you are billing for the usage of a vehicle, then institute fines for bringing the vehicle back dirty and/or late.
- Keep track of routine offenders via the HR tab in the user’s profile. Run reports using the User HR Report.
- Involve the managers of the offenders in discussions about policy violations.
- Monthly, send the drivers’ supervisors a list of their direct reports that are late returning vehicles to the fleet.
- Disallow the users from using the vehicles from the motor pool until they comply with the policies.
- Create an Access Group called “Abuse” and assign those late returners and the old, tired vehicles to the access group. Either FleetCommander or the dispatcher will assign these non-desirable vehicles to these offenders. Typically, users will catch on and ask why they are being provided a sub-standard vehicle.
- Require the offender to write a personal letter of apology to the affected user before the offender can use the pool again.
- Use the Late Return Email function. Modify the text to clearly state why it is important to return a vehicle on time.
- Start tracking the number of late returns or dirty vehicles. Communicate those metrics to drivers using FleetCommander’s User Email Tool.
I hope you found these FleetCommander Tip & Tricks useful in communicating and enforcing your fleet policies. As always, we welcome your feedback. Please share your ideas and comments below.