GOOD PRACTICE

Your organisation should draw up a policy for driving at work. This would include measures for staff using their own cars for work purposes. Where staff are using their own vehicles, a manager should take responsibility for checking that the employee is licensed to drive, that the vehicle is roadworthy, the employee has appropriate insurance and other documentation. You should consider the following:

• the employee should maintain the vehicle in a roadworthy condition. If the vehicle is more than 3 years old it will require an MOT certificate. The employee should have a current driving licence.

• the employee should have appropriate insurance (the employee should present copies of certificates annually, for inspection).  The company should ensure that the insurance covers business usage as most average insurance does not.

• the employee should be required to inform management of any changes in circumstances, e.g. penalty points, changes in insurer, vehicle, etc and use of any prescription that affects the employee's ability to drive safely.

Drivers should consider the following points:

• report any vehicle defects to their line manager and don't drive defective vehicles

• be aware of what action needs to be taken in an emergency situation

• ensure that they are physically fit to drive, and inform their line manager of any health problems or personal circumstances which could make driving hazardous

• don't drive whilst under the influence of alcohol or drugs. remember some prescription drugs can adversely affect the ability to drive. check with your doctor or pharmacist

• have regular eye tests and ensure that any necessary corrective eyewear is worn

• don't use a mobile phone whilst driving

• drive within speed limits and to the speed dictated by conditions, which may mean driving at less than the limit

• follow advice on route planning supplied by line management, ensure that suitable breaks are included to prevent fatigue, allow extra journey time and breaks where required, to allow for bad weather, traffic congestion, etc.

• stay calm and relaxed whilst driving and try to avoid situations which could lead to stress or road rage

• fatigue will be more of a problem at certain times of day and when nearing the end of a long journey. There is an increased likelihood of falling asleep in the afternoon and in the early hours of the morning.

Many employers carry out internal assessments of driving skills in addition to the minimum legal requirements. This can be in-house or carried out by an external assessor.

If drivers are being asked to drive minibuses etc, then employers can require additional qualifications, as proof of abilities.

Some also offer specific training in safe driving techniques for their employees. Evidence has shown that companies who do so generally have a lower accident rate compared to similar companies in the same sector.