How to manage your grey fleet

By 13th July 2020Tips and Blogs

With recent warnings of a ‘grey fleet battle ground’ now lockdown is easing¹, we could see an influx of drivers using their own vehicles for business purposes. Many may unknowingly be moving themselves into the grey fleet category, but how can managers effectively extend their duty of care to these drivers? Below are some of our top tips for managing grey fleets, and how IAM RoadSmart can help.

1. Identify your grey fleet

Identifying which of your drivers count as grey fleet is a vital first step. A grey fleet driver is…

“Anyone who uses a personal vehicle for business use”

Consider the needs of your drivers and whether lockdown and new ways of working have moved them in or out of this category. For example, permanent home-based staff will now be making a business journey if they drive to the office, and if this is done in their own vehicle, they need to be classified as a grey fleet driver.

At this stage it’s also worth considering if there is a genuine need for your drivers to be part of your grey fleet, so assess whether other options such as rental or pool cars would be more suitable.

2. Update your policy

Earlier this year a study by FleetWorld revealed that 56% of fleet managers hadn’t changed their policy on grey fleet in the last five years². However, if you’ve identified new grey fleet drivers it’s important to establish and update a policy document that outlines your expectations of them.

One example of a policy this document might feature could be…

“Only standard grade fuel should be used unless there is a specific requirement from the manufacturer for premium grade fuel.”

Adhering to a robust fleet policy is evidence of your commitment to minimising driver risk, achieving full legal compliance, and setting a high standard for the behaviour of your drivers and condition of their vehicles. Contact us today and we can work with you to create a robust policy that covers all the key areas of responsibility to UK-based fleets including grey fleet.

3. Manage your vehicles

Employers have a legal obligation to ensure grey fleet vehicles are lawfully on the road, fit for purpose and reasonably safe to use. This can be achieved through a fleet management portal that captures driver and vehicle information, allowing employers to quickly see if grey fleet vehicles are safe and legal regarding key areas such as MOT status and insurance validity.

4. Train your drivers

As we’ve established, ensuring your grey fleet drivers are safe on the roads is a vital part of fleet management. E-learning and on-road training can help boost your driver’s skills in areas that are relevant to the driving they undertake, and custom training modules mean key areas of your fleet policy and business operations can be learnt. Again this can be achieved cost-effectively through a fleet management and e-learning portal.

CHOICES – IAM RoadSmart’s own risk management and e-learning portal can help, offering employers the chance to provide the training options best suited to their teams, whether they be a van, car or grey fleet driver. Find out more here.

So if you’re faced with managing a new or existing grey fleet post-lockdown, find out more about how CHOICES can help with all of the areas covered in these tips. Click here to learn more.


Peter Williams

Author Peter Williams

Marketing Executive at IAM RoadSmart

More posts by Peter Williams

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