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Creating a fleet policy: where do I begin?

24 June 2015 10:00:00 BST | Fleet Management Creating a fleet policy: where do I begin?

Creating a fleet policy is essential for fleets to run efficiently and for preventing issues. But where exactly do you start from?



Creating a fleet management policy is essential for fleets to run efficiently and for preventing issues. We have already discussed why it is important to have a fleet policy in place as well as which points you should include. But where exactly do you start from?

There are a few fundamental questions you should ask yourself or discuss with your team in order to create a fleet policy that is both effective and complete. Let’s have a look at them!
#1 - Who is responsible for creating a fleet policy?
It often depends on the size of the company and on the topics that you might decide to include, but human resources and the fleet manager definitely have to be involved in the creation of the policy. If your policy includes instructions on how to record private/business mileage you might want to have your administration team confirming the facts. If there are important points to consider surrounding vehicle purchases, then somebody from finance needs to establish the rules.
#2 - How shall I develop the fleet policy?
The policy should include rules aimed at preventing the misuse of vehicles, raising awareness on safety and fuel consumption, as well as stating the responsibilities of staff and reinforcing maintenance practices such as walk-around checks. It has to include the principles the fleet organisation is based on and encourage best practices from all sides of the business.
#3 - What should it underline?
A comprehensive fleet policy has to make a fleet manager’s life easier and introduce rules that also focus on minimising fleet costs and promote safety, while still being easy to understand and securing drivers’ buy-in.
#4 - How can I make the fleet policy successful?
Transparency is key for the fleet policy to be followed and shared. It has to be crystal clear and precise in order to avoid conflict. The whole of the company’s staff has to understand it, from the administration employees through to the drivers. Getting feedback from your staff and involving them in company projects is extremely important.
Use different company spaces, other than those allocated for official meetings, in a friendly way to recap the points of the fleet policy, for questions and any further explanations. If you have internal newsletters, magazines, an intranet or even a notice board, make sure you use them so that the fleet policy reaches everyone involved.

fleet policy sample

Eleonora Malacarne

Written By: Eleonora Malacarne

Translator, linguist, blogger, multilingual content manager, SEO copywriter and content creator, digital marketer and language consultant with extensive experience in tourism, telematics and in the translation and localisation industry.