By Randy Shadley, CAFM
In my previous column I talked about the importance of documenting actions taken in implementing or enforcing fleet safety policy (see “Does a Fleet Safety Policy that is not well-documented really exist?”). This month, I would like to discuss Fleet Policies versus Fleet Procedures.
One of the services I offer is a review of fleet and driver safety policies. An issue I sometimes see is a fleet policy that includes fleet procedures. I’d like to point out the differences between the two, and suggest an idea that may save you a big headache in the future.
Policies usually contain general, comprehensive statements that describe the “what” and the “why” of, in this case, fleet or driver safety programs. Fleet procedures spell out how the policy will be accomplished. Let me provide an example to illustrate the difference:
• A fleet policy might state something like “Company vehicles are provided to qualified employees to safely deliver the Company’s good and services”.
• A fleet procedure might state “Company vehicles must be acquired through our fleet management company, ABC Leasing. Contact our Account Representative at ‘1(800) For Cars’ to begin the ordering process
While it may seem logical to combine the two closely related documents, I recommend that they be separated. That way, changes to procedures (or contacts, vendors, etc.) do not automatically make your policy out of date. Policies, which are usually approved by Senior Management, are generally much harder and slower to change than are procedures.
It’s a good idea to have your policy contain references or links to your procedures, thereby allowing you to make changes to process or procedures quickly, without having to re-issue the whole policy.
So, do yourself and your organization a favor: Keep procedural information out of your policy documents. Instead, include them in a separate document that is referenced in your policy (e.g. “See Appendix A for the Company’s Driver Qualification Standard”).
About the author:
Randy Shadley, CAFM, has an extensive background in fleet safety management, both as a corporate fleet safety manager and a manager for a fleet accident and safety provider. He leads his own company, ProFleet Solutions, LLC, where he uses his “big fleet” expertise to help smaller companies improve their fleet and fleet safety programs. Contact him at [email protected] or (303) 472 – 2227 if you would like a free, no obligation review of your current programs.
