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Fleet managers have to perform a delicate balancing act, pulled in one direction by the demands of drivers and in the other by the requirements of their organisations. It’s a role that holds the passport to drivers’ next company cars, a position of motivational and emotional responsibility, yet it also has to ensure that fleets are operationally fit for purpose, competitive from a wholelife cost perspective, and safe and                                                                                                                       environmentally sound.

Diplomat, accountant, engineer, logistics expert and HR specialist, the job of the fleet manager demands a wide range of skills and knowledge. It also depends on having correct and current policies in place to cover every eventuality, and communicating them via driver handbooks, the company intranet site or even displaying them on staff noticeboards.

A key part of developing a fleet policy is the challenge of establishing a company car choice list and setting boundaries based on job need and wholelife costs. With the rapid change of model cycles and the impact this has on wholelife costs, choice lists need regular review.

The same applies to opportunities to extend the offer of a ‘company car’ beyond the traditional fleet through employee car ownership plans. These typically operate through salary sacrifice arrangements and give all staff access to a new, fully-maintained and insured car at competitive prices. 

Fleet managers also need to be confident that any vehicle driven for business, whether fleet or privately owned, is roadworthy.  Driver handbooks should include clear instructions to check tyre pressures and tread depths regularly and to make sure any warning lights are inspected by a retailer as swiftly as possible. Drivers also need to have a clear understanding of the condition in which they are expected to keep a vehicle. 

From a health and safety perspective, fleet policies need to establish rigorous procedures for checking the driving licences of any employee who drives for business. This is now possible to do online; drivers simply generate a code on the DVLA website to send to their fleet manager for checking.

One further area that demands a clear policy is fuel spend. Selecting cars with competitive fuel economy lays good foundations, and eco driver training can reap long-term rewards , but one major gain stems from precise mileage capture and exact reimbursement of business miles.Tracking devices and telematics systems have made this much easier, but the fleet manager still needs to ensure the policies and procedures are clearly communicated so no driver is in any doubt over what they can claim and what is at their own expense.

To find out more about ensuring the right fleet policies and procedures are in place, visit FleetWise.

You will find useful information and best practice articles there, designed specifically to help you with the day-to-day running of your company fleet.

For tips on other key fleet management areas too, click here.

FleetWise, brought to you by Mercedes-Benz, in partnership with Fleet News.