What Is Fleet Safety? A Guide to Building a Safer Fleet

Fleet safety consists of guidelines, procedures, and technologies that organizations put in place to prevent accidents, protect their drivers, maintain their fleets, and the safety of the public.

For organizations, having a fleet safety program in place is important. By implementing this program, it sets standards and expectations for drivers and those in leadership.

In this article, you will learn more about fleet safety, building a fleet program, driver training, and new AI innovations that can help enhance fleet safety programs.

Why Fleet Safety Matters

Fleet safety goes beyond the instance of an accident. According to the Network of Employers for Traffic Safety (NETS), in 2019, employers paid an astounding $72.2 billion in related costs.

Not having proper protocols in place can lead to fleet down time, which further leads to revenue losses. In addition, employers will also incur higher insurance costs for both their fleet and their drivers. NETS reports that in 2018, employers paid $750 million in health benefits due to on-the-job related accidents. The reasonings behind these instances ranged from alcohol-impairment, distracted driving, no seatbelts, and speeding.

According to the CDC, from 2011-2022, over 21,000 workers in the Unites States died from work-related vehicle accidents. In Canada, a report conducted in 2023 cited that there were 41,668 work-related injuries. Road transportation accounted for 36.2% of those injuries. When aiming to attain and retain driver talent, perspective employees want to feel that their safety is a priority. Establishing a fleet safety program not only enhances an organization’s reputation but minimizes the occurrences of risks.

What Is a Fleet Safety Program?

A fleet safety program is designed to implement protocols that assist and encourage driver safety to meet compliance requirements while reducing risks and costs. Developing a fleet safety program allows organizations to strategize best practices and be proactive when any incidents occur.

Many organizations have workplace safety policies in place, but it is valuable to have one specifically for daily commercial fleet efforts. By establishing these practices, it holds everyone accountable to uphold, even leadership.

How to Build an Effective Fleet Safety Program

Gain leadership commitment

When establishing a new program, it is critical to have leadership support on the initiative with help with buy-in and longevity. This can help with budget approvals for new technology and enhancements (telematics and training) and even incorporating executive-led safety initiatives.

Develop clear, written policies

Fleet program managers will need to layout clear and concise rules around driver's expectations and behaviors. These topics can include speed limits, seatbelt usage, driver distractions, and more. Policy books can be distributed to employees and by having them signed once reviewed. In addition, managers can create a checklist that is readily available for everyday use.

Screen and Identify Drivers

Organizations will need to outline what makes a “safe driver”. This can include, but not limited to their driving record, work experience, and prior training. As potential drivers come on board, they should be assessed properly through pre-hiring screening and a driver onboarding process.

Even with fleet programs already established, managers will need to identify any employees that drive company vehicles, personal vehicles for business use, and rental vehicles. Without taking this step, organizations are susceptible to risk. Lastly, organizations should conduct Motor Vehicle Record (MVR), especially when employees are using fleet vehicles.

Provide Initial and Ongoing Training for Drivers

As technologies shift and compliance rules change, there’s always opportunities for drivers to be trained. There are many formats of training available, such as online, in-person, in-house, and even third-party vendors, such as training provided through the National Safety Council (NSC). The training includes topics such as compliance, defensive driving, and more. Costs can vary, but there are free resources offered through the NSC.

Monitor and Manage Drivers

With the emergence of AI and the growing advancements in telematics, fleet programs can monitor drivers in real-time, with data tracking. Fleet managers can track driver behaviors such as distracted or aggressive driving or patterns such as speeding.

Plan for Accidents and Post Incident Review

While organizations would like to avoid this, accidents are sometimes unavoidable. When an occurrence happens, having a formal process in place is essential. It helps reduce liability. Immediately after an occurrence, there should be documentation and an investigation. Depending on the outcome (at fault or no fault), there’s also an opportunity for driver retraining.

Vehicle Inspections and Maintenance

To reduce potential expensive maintenance costs and fleet downtime, fleet managers should also have plans in place for scheduled vehicle inspections and maintenance. To help with this process, drivers should fill out Daily Vehicle Inspection Reports (DVIR) to help keep track of any wear and tears such as the brakes, lights, or tires.

Technology and Tools That Enhance Fleet Safety

As previously mentioned, AI and telematics are growing advancements in the fleet industry. Fleets can not only be alerted of driver behavior, but drivers can also be alerted of potential dangers. With real-time alerts and automated coaching, drivers can get real-time assistance.

For example, Nauto, a company with a real-time, AI-enabled driver and fleet safety platform, that uses AI to analyze high risk events. Another example is Lytx, a video telematics and fleet management solutions company that uses in-cab alerts. In-cab alerts provide visual and audio alerts providing instant feedback so drivers can self-correct their behavior. Lastly, Geotab uses a combination of vehicle monitoring and patented GPS technology including driver vehicle inspection reports, vehicle data and more.

While this can be viewed as invasive, even with this technology, the platform should be able to protect driver’s data while maintaining safety.

Empowering Drivers Through Coaching and Recognition

Proactive practices can help minimize risks, improve driver behavior, and boost morale. Offering training and providing opportunities for coaching with feedback will empower drivers. Incentivizing good driving behavior can also help through monetary bonuses, employee recognition, and gamification.

In-House vs. Outsourced Fleet Safety Programs

A fleet safety program can look different depending on an organization’s operations. Some organizations opt for an in-house program which gives them control on how and what is presented. In addition, an in-house program lends the opportunity to customize the program based on needs.

On the other hand, outsourcing can also be beneficial to organizations. Partnering with outside vendors such as Samba, JJ Keller or Fleet Safety Services can bring in industry experts and minimize the workload internally.

Final Thoughts: Safer Drivers, Stronger Business

Ultimately, a structured and engaging fleet safety program is important. Not only will it help onboarding and training drivers, but it will also help minimize the occurrence of accidents, lower overall costs, and even retain top talent. Employees want to feel that their well-being is a priority to leadership, and this program will help ensure that.

At EFM, we offer services such as fleet assessments and in-app services such a driver inspection report about their fleets’ condition and even maintenance history. For more information, contact us.