Driving for Work – Part Three

Earlier this week we discussed driving for work and highlighted the concerns. Today, we talk about how to manage them.

The Risks

Have the businesses’ driving risks been identified? Are all perceived hazards being looked at and dealt with appropriately? 

• Is a working driver’s physical health monitored regularly, to ensure they remain fit to drive? 
• Is a working driver’s eye health regularly checked? The minimum legal requirement is to read a number plate that is 20.5 metres (67 feet) away and have a 120-degree field of vision. Tested officially at the time of the driving test itself, this should be self-monitored by drivers who should self-report to the DVLA (and their employer) if they become medically unfit to drive.
• Are working drivers checked for being under the influence of alcohol, drugs or even prescribed medications which may have debilitating effects?
• Are workers driving for long hours, or after working long hours?
• Are workers driving at dusk / at night / during the dawn hours?
• Do working drivers use a Sat Nav to get from A to B, and are they instructed to set it up before starting any journey?
• Are workers expected to call in whilst working/driving?
• Is the vehicle suitable for the work?
• Is the vehicle’s condition checked regularly with checklists completed and handed in (before the vehicle departing), regardless of whether the vehicle is company or driver-owned? 
• Is the vehicle verifiably maintained to a standard? Regardless of whether the vehicle is provided by the company or by the driver, does the vehicle’s age require an MOT and has its existence been verified?
• Are journeys likely to be affected by adverse weather?
• Is a driver’s personal safety at risk? (i.e., from other drivers or if travelling in a hazardous or dangerous neighbourhood)
• Do people know where drivers are, where they are going and when they should get there?

Controlling a Driver’s Risks

• Ensure all drivers receive an induction and familiarisation regarding any vehicles provided to them to drive.
• The employer has a duty to check the driving licence is still valid and kept up to date (correct address / showing current endorsement level, etc.), before letting them drive for work purposes, and at regular intervals.
• Remember that as the employer, there is a duty to ensure that drivers only drive the vehicles, they are licensed, authorised and insured to drive, whilst working.
• Drivers need to take care of the safety of their passengers, other road users and pedestrians, whilst driving.
• If it can be done, ensure driving duties are planned, and avoid driving late, or after long hours.
• Check to see if a driver’s work hours or shift pattern affects their well-being.
• Ask drivers to report any health or eyesight issues.
• Ensure drivers record their vehicle checks (daily / weekly, according to use).
• Confirm the vehicle is being maintained as per the manufacturer’s recommendations and ensure it has a valid MOT if required.
• Drivers using private vehicles for work purposes must be asked to produce documents to show due diligence occurs (insured for business use, serviced, MOT’d, taxed) OR stop them from using their own vehicle for work:
  • Drivers should ensure they have sufficient fuel/charge for their intended journey, and if not, pre-determine where refuelling/recharging can occur. If charging an electric vehicle, it is important to factor in the wait to access the charger, and the period they wait whilst charging (this may well be regarded as working time as well).
• Employers and drivers should ensure trips are carefully planned, including rest breaks, any overnight stays, and that the plan is shared with other people.
• During the winter months, prepare for bad weather and other situations that are foreseeable.
• Employers and drivers should comply with all road traffic laws, including speed limits and be familiar with the current version of the Highway Code.
• Employers must reinforce the requirement for drivers to avoid distractions and NOT use handheld devices under any circumstances whilst in charge of a vehicle:
  • Hands-free devices should only be used “with caution” because a driver underway, but concentrating on a conversation, can become “significantly distracted”, which could be deemed to be “driving without due care and attention”
  • It is a driving offence to use any device which is capable of interactive communication while driving. The term “use” includes unlocking the device, checking the time, illuminating the screen, accessing data, using the camera, as well as actually communicating

Drivers

• Ensure all loads on lorries or on forklift trucks are secured.
• Take particular care when reversing a vehicle, using a banksmen where appropriate.
• Avoid climbing onto vehicles unless there is a safe system of work to do so safely.
• Do not sit in a static driving position for long periods of time. Take breaks and/or adjust the seat.
• Always ensure an adequate view of the road is maintained, with all controls reachable.
• Attend any training provided/offered.
• Understand why driver aggression materialises and how best to handle it.
• Know the renewal date of your licence and carry it with you to reduce the risk of having to personally attend a Police station if issued with a HORTI ticket.