To help businesses of all sizes construct the ideal vehicle fleet policy, fleet management specialist, CLM Fleet Management, has produced a fleet policy guide that is available to all free-of-charge.
The new initiative is aimed at providing a policy framework that is applicable to businesses of all sizes, from SMEs to major corporates, and is relevant to all personnel who have some form of responsibility for managing company vehicles.
Interested readers will range from those for whom fleet is only a small part of their duties to full-time fleet managers, as well as finance staff interested in optimising their fleet budgets. To download the free CLM guide to fleet policy, please click here: https://discover.clm.co.uk/fleetpolicyguide/
Newport Pagnell-based CLM, part of the Maxxia Group, has over 35 years’ experience in providing intelligent, bespoke fleet management solutions to businesses across the UK and currently manages in excess of 15,000 vehicles on behalf of UK corporate clients.
Bringing that experience to bear, the new CLM fleet policy guide has been compiled with input from senior directors and fleet management specialists within the organisation.
It is intended to help and inform any business that operates any number of company vehicles, or that requires its employees to drive their own vehicles for business purposes,
In these circumstances, serious considerations have to be made – from day-to-day issues such as suitability of vehicles, right through to the numerous and complex legal responsibilities that arise when using any vehicle for business purposes.
The fleet policy guide sets out how an organisation, including those that do not recognise their vehicles as a ‘fleet’, should deal with these considerations and who is responsible within the business for each of them. It also considers any specific objectives that the organisation may have in relation to its vehicles.
The guide describes the major considerations for any vehicle fleet policy. It also raises a number of questions to help users build the right content to meet the unique requirements of their business, as well as providing links to useful external content, such as advice on smoking in vehicles or the use of mobile phones.
The guide begins by looking at the objectives of the ideal fleet policy and the scope and limit of its use, and considers the eligibility of staff and allocation of vehicles. It then assesses the responsibilities of senior management, fleet managers and drivers in relation to the running of fleet vehicles.
A key section considers the health and safety aspects of operating the fleet, including driver training, driver health, licence checking, route planning and vehicle tracking.
Another section considers all aspects of vehicle quotes, ordering, delivery and returns, including the opportunity for drivers to purchase vehicles at the end of their contract, while the guide also includes the use of short-term hire and pool vehicles to meet the occasional needs of the business.
Running to 48 pages, the fleet policy guide tackles all key areas of fleet operation including:
- Private vehicle usage – grey fleet
- Fuel policy and management
- Vehicle maintenance and repair
- Accident management and breakdowns
- Overseas travel
- Insurance and authorised drivers
- Taxation of vehicles
- Environmental policy
- Driver declarations
HR considerations are also addressed, including what happens in a change of circumstances, for example when a contract of employment is terminated or a member of staff is promoted, or the implications of maternity, paternity, adoption or long-term sick leave.
CLM managing director, John Lawrence, commented: “This new guide has been developed to help businesses of all sizes create a vehicle fleet policy that reflects their specific needs and objectives.
“It can be used by fleet professionals or by any other individual with a degree of responsibility for the operation of the organisation’s vehicles, including those that may not have realised that they operate what constitutes a fleet.
“A well constructed policy is a vital means of controlling the costs associated with running a fleet of any size, and investing time and effort in its development and communication is of extreme importance to any business.
“We hope users of the guide find its content to be of use and value in helping them frame the ideal fleet policy for their business and would be happy to advise on any or all of the content,” he said.