Fleet Policy Agenda
12:00-12:30 - Sign-in *lunch is not provided
12:30-1:00 - How Company Strategy Drives Policy
An organization’s size and structure, management philosophy and the nature of its business or operations all factor into its strategic plan. That plan, and the surrounding structure of regulatory compliance drive, in turn, the need for formal policies in all aspects of the business, including fleet management. The fleet policy framework, consisting of a Fleet Policy Manual, Driver’s Handbook and Service-Level Agreements, must be nested in the strategic plan and become part of the culture of the organization.
1:00 - 1:30 - The Nuts and Bolts – How to Write Policy
- - Understand how policies are nested in organizational strategy.
- - Recognize differences between several policy documents.
- - Learn how the elements of these documents work together.
One of the more difficult tasks for a fleet manager is writing the fleet policies that are necessary for effective fleet management. Who should be involved in developing fleet policies? Is a policy the best way to address an issue or would a procedure be better? Once the policy is developed, how do you “get it out there” so employees know it exists? This session will explore these issues through lecture, discussion and practical examples. We will also present some common topics that should be addressed through fleet polices.
1:30-2:30 - Steps to Policy Formation – Practical Exercise
- Know the steps to complete in order to develop a fleet policy.
- Know the components that are included in every effective policy.
- Be able to identify and address the barriers you may encounter when developing new policies.
- Have a list of policy topics that need to be addressed in your fleet.
Now that we have covered the process, attendees will work through an exercise of establishing a fleet goal, relevant tasks, barriers and finally the policies and procedures needed to support goal attainment. Attendees are encouraged to share their own goals with the group and several will be selected for further development as a group.
2:30-3:00 - Networking Break
- Establish fleet goals.
- Create tasks to achieve goals.
- Identify barriers to success.
- Develop supporting policies.
3:00 – 3:30 - The Two “Es” – Policy Education and Enforcement
A policy framework is not complete unless it is accompanied with education and enforcement. The policy must be communicated through a variety of means and new policies must be introduced in a way that they are understood and accepted by all. Understanding driver behaviour can be a key factor in determining how to best communicate and enforce fleet policies. A formal program covering the main points of a new policy can be helpful. Employees also need to fully appreciate how, when and by whom policies will be enforced and this enforcement has to be fair and consistent.
3:30 – 5:00
- Communicate effectively with stakeholders to introduce new and revised policies.
- Enforce policies to ensure compliance.
- Fleet Policy Content – Practical Exercise
The three elements of the policy framework – Fleet Policy Manual, Driver’s Handbook and Service Level Agreements are all geared to different audiences and have different purposes. The content of each is therefore distinct. Attendees will work together with the facilitators to build an outline of the topics that should be covered in each and share what their current policy says about areas such as driver reimbursement, take-home vehicles, driver demerits and loss of a company vehicle, preventative maintenance scheduling, fueling, replacement cycles and much more.
5:00-5:15 - When to Call the Lawyer
- Develop outlines for the three pieces of the policy framework.
- Share actual policies pertaining to debatable subject areas.
Policies often have legal overtones and policy creators need to be able to recognize when legal review is desirable or essential. Does a policy expose your organization to additional risk? Are you writing the policy to ensure compliance with laws? Are there Human Resource (HR) implication? A fleet manager does not have to resolve potential legal issues; they just need to know when to get the lawyer involved.
5:15-5:30 -Conclusion and Resources
- Identify policy issues that may have legal implications.
- Present controversial draft policies for legal review.
- Incorporate legal feedback in final policy.