COVID-19:

Re-starting your business
guidance for fleet customers

Further to the 10 things to consider when re-starting your business, there is specific guidance for any businesses using motor vehicles or fleet

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  • Review pick-up, drop-off and collection and delivery points and timings with customers.
  • Restrict the number of people involved in loading and unloading of vehicles.
  • Ensure drivers have access to appropriate welfare facilities.
  • Consider use of pre-booking systems where instructions, capacity limitations and specific timings are communicated by phone or electronically.
  • Avoid drivers having to accommodate paper or cash, with contactless or remote transactions used where practical.
  • Review arrangements for refuelling of vehicles, recognising the touch points involved and the need for personal protective equipment (disposable gloves for example).
  • Consider methods and timing of communications to employees around re-opening and re-starting procedures and associated expectations.
  • Review existing driving for work policies, driver safety handbooks and associated safe systems of work and risk assessments to ensure these remain relevant and that you are taking all the appropriate measures to provide a safe working environment, safe vehicles and safe drivers.
  • Ensure your employees have the competence and capability for the work activities to be carried out. In checking competence and capability, give consideration to: 

    - Communicating the results of the review of existing driving for work policies, driver safety handbooks and associated safe systems of work and risk assessments, ensuring that specific guidance and instruction has been provided with regard to those additional requirements or changes in operation related to COVID-19.

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    Vehicle familiarisation and other training for returning furloughed commercial drivers and less experienced drivers. Many people will have only driven a private car during their absence, and those that have only recently obtained their driving licences may need additional support.

    Use of toolbox talks and / or further induction training to formally communicate any changes in policies, procedures, safe systems of work and / or risk assessments. 

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     Highlighting risks associated with vulnerable road users, with an anticipated increase in the number of cyclists and pedestrians if the use of public transport is discouraged. Cyclists and pedestrians may also have become used to lower traffic volumes during the lockdown.

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     Reiterating the risks associated with fatigue, the importance of ensuring regular breaks are taken and the rules specific to driver’s hours (Government) for example. Unloading and loading times may have an additional impact in this regard, particularly where multiple drops are involved. Further support can be found on our training page.



     

  • Review arrangements for social distancing, including in vehicles, such as avoiding multiple occupancy and preventing shared use.
  • Review arrangements for social distancing, including in vehicles, such as avoiding multiple occupancy and preventing shared use.
  • Review vehicle capacity where members of the public are carried (public service vehicles and taxis for example), to ensure that social distancing requirements can be met. Consider the practicalities of providing physical screening to afford additional protection to drivers and passengers where this does not compromise safety.
  • Allow sufficient time in your planning to reinstate vehicles and associated accessories and attachments (including trailers) that have been taken out of use for a period. Give specific consideration to the supply chain and challenges that might be associated with reinstating a number of vehicles at the same time. This may include the organising of statutory inspections where relevant; maintenance and servicing (availability of spare parts may be an issue); and MOTs. 
driving with mask on
  • MOTs should continue to be scheduled for an appropriate time to avoid potential issues, despite the extended period granted during the current pandemic. Specific guidance covering a range of driving and transport related topics can be found at the UK Government website.
  • Complete and reinstate any inspection, testing and maintenance procedures (including those of a statutory nature). It’s essential that vehicles and associated accessories and attachments are safe before being put back into use especially for safety critical features such as tyres and braking systems which may have been subject to periods of long inactivity.
  • Ensure emergency procedures remain appropriate and can be fulfilled through your supply chain, including vehicle breakdown and recovery services, tyre and glass replacement services and maintenance and servicing provision, for example.
  • Consult your insurance broker where you are considering alterations to any vehicles in an attempt to comply with regulations and guidance relevant to social distancing.

    You can find specific guidance related to vehicle approvals provided by the Driving and Vehicle Standards Agency.
deep cleaning car

Whilst not an exhaustive list, in addition to requirements for maintenance and servicing and MOTs, in-house checks and inspections should include:

  • Tyres (including spare wheel and / or space saver for example) – including visual checks for damage, tread depths and checks on tyre pressures;
  • Brakes / braking systems;
  • Oil and coolant levels;
  • Evidence of rodent / other damage within the engine compartment / to wiring;
  • Windscreen and other glass (including wiper operation);
  • Dashboard warning lights;
  • External lights and indicators;
  • Sounders / horns / alarms;
  • Seat restraints and seat belts;
  • Door and steering lock systems;
  • General body work;
  • Load restraints, guards, internal racking systems and other equipment, accessories and attachments;
  • Other safety features (reversing cameras, autonomous emergency braking, lane departure technology, telematics etc.);
  • Emergency equipment and personal protective equipment (warning triangles, first aid kits, fire extinguisher, torches and high visibility clothing for example). Subject to the regulations and guidance provided by the government and others (see below), other personal protective equipment including gloves and masks or other face coverings may also need to be considered.
cleaning car with gloves on
  • Ensure suitable arrangements are in place for vehicle cleaning, disinfection and sanitisation, recognising the extensive use of plastics within most vehicles and the numerous touchpoints provided.
  • Review the need for suitable personal protective equipment for anyone completing such cleaning, disinfection and sanitisation procedures.

The risk management information and guidance provided herein is not intended to be advice for any specific requirements.

Readers should seek further advice when dealing with their individual and particular situations. Allianz Insurance plc shall have no liability for any action taken as a result of and in reliance on the information contained in this document. The information contained in this document is correct at date of going to print and may be subject to change at any time.  All rights reserved