Despite compliance being the buzz word of the moment and the notorious cost of non-compliance, those responsible for fleets tend to be more preoccupied with failing an audit or getting a fine (that is, being directly hit in the wallet) than with the safety implications of non-compliance for drivers, employees and other road users. Nor do they consider the potential damage to the company reputation in the event of an accident or an injury associated with breaches of compliance.
Compliance is also something that fleet managers often find technically challenging—the need to keep up with legal requirements on different matters related to fleet, drivers and vehicles—and might thus be tempted to skip parts; but even small flaws can add up to non-compliance, and it takes very little to place a company outside what is legally required.
From whichever point of view we consider, non-compliance is a risky, dangerous and costly behaviour that we need to prevent—so what would be the best practices or attitudes to help avoid it?
#1 - Analyse proactively
Think about potential issues that might be connected with non-compliance, and also about compliance basics; draw a list with all the related points and classify them in different groups (driver fitness, vehicle checks, for example) to detect if there is any aspect that needs action or review.
#2 - Create stable processes as early as possible
You should have a comprehensive system of processes controlling fleet compliance, revolving around documentation management, internal reviews, control programs, training programs and corrective action processes. Steps within the global process should be taken on a regular basis, not just in the event of a possible audit—work to a timetable or a frequent review.
#3 - Share compliance value in your company
Making compliance an important element of company culture is also key to preventing breaches. Compliance should not be something confined to the Health and Safety or Quality department, but should be shared among all employees. Everyone has significant input and output when it comes to compliance.
#4 - Be prepared for new requirements
Legal requirements might change and vary, so you must be prepared for any new requirement changes; have experts supporting you and try to be informed yourself about any new law coming into force and its possible implications upon your fleet activity.
