Managing your motor fleet after lockdown

Authored by QBE Director of Motor Underwriting Jon Dye

With lockdown measures easing, albeit in different stages for England, Scotland, Wales and Northern Ireland, many businesses are starting to think about the steps involved in getting back to work. For businesses who manage fleets of vehicles, it’s important for owners and managers to ensure that all vehicles are safe and legal, and that drivers are prepared for the return to the road.

Vehicle safety

During the lockdown some businesses have chosen to declare their vehicles as off the road and/or to reduce or cancel their insurance cover. Before putting vehicles back on the road you should check that you have appropriate road tax and insurance in place. We would also advise fleet managers to check that all vehicle details held on the Motor Insurance Database (MID) are up to date, as unrecorded vehicles can be seized by the Police.

If vehicles have been parked up for some time the following checklist may help.

Visual inspection

Conduct a full walkaround check, looking for any leaks or signs of anything out of the ordinary. Before starting the engine, check for any rodents, birds or other animals that may have taken up home under the bonnet and look for any chewed belts, hoses or wires.

Vehicle battery

If the battery cable has been disconnected, reconnect it and make sure that the battery terminals are clean. Start the engine and warm it up, looking out for any warning lights.

Fluid levels

Check all fluid levels before starting the engine to make sure there have been no leaks and that they are at the recommended levels – oil, coolant, brake fluid, screen wash, fuel etc. If the fuel tank wasn’t topped up prior to lockdown, ensure enough fuel for any journey being undertaken.

Tyres

Inspect the tyres and check that they are inflated to the manufacturer’s recommended PSI. If the vehicle has been left stationary for a long time the tyres may have developed flat spots due to the weight of the vehicle pressing down. Flat spots usually disappear after a few miles of driving once the tyres have warmed up and regained their shape.

Brakes

Check that the brakes and handbrake are working. Drive forward slowly and check for any unusual noises or jolts. Rust may have accumulated, but in most cases it should go away after you drive the vehicle for a short time.

Air conditioning

Run the air-con system and other features to ensure everything is in working order.

Windscreen wipers

Check that the rubber isn’t cracked or brittle.

Cleaning

To reduce the risk of infection, clean vehicle interiors according to your company policy and Government guidelines for cleaning in non-healthcare settings. Wash the bodywork to remove any dirt, tree sap and bird droppings which may have accumulated and can damage the paintwork.

Driver wellbeing

The Covid-19 outbreak has affected peoples’ physical and mental health and wellbeing in many different ways. It is essential that businesses understand how stress and anxiety can affect driver behaviour, in order to manage the risks

Stress

Stress is a known factor leading to increased distraction and accidents. Coming out of lockdown, workers may experience mixed feelings, such as fear (of catching the virus), frustration, anger and sadness. This can lead to poor concentration, sleep problems and generally poor health.

Such human responses to current events are quite normal, however, research has shown that trauma can be linked to increased accidents, so managers need to be aware of how changes in mental health can affect the risk of a crash.

Workloads and fatigue

Large numbers of delivery drivers have been recruited to deal with increases in online shopping. At the same time. some passenger transport drivers may have been dealing with an increased exposure to the virus from passengers.

Increasing workloads when drivers are already stressed may be counterproductive. Continued and cumulative stress can lead to lack of sleep and exhaustion, so there’s a need to be mindful of the effects of fatigue behind the wheel.

Alcohol

Alcohol sales have reportedly leapt up during lockdown, though some of the increase could no doubt be due to stockpiling. Yet, alcohol may have been used by some people as a coping mechanism during lockdown. Businesses need to be vigilant to ensure that drivers are not under the influence of alcohol when they report for work and should continue with random drug and alcohol testing programmes.

Speeding

Fewer vehicles on the roads may be a trigger for some drivers to drive at a higher speed, especially if they’re feeling under pressure to complete deliveries.

Wellbeing

Now is a good time to increase communications with employees to let them know that their wellbeing matters. Make sure there is a two-way communication process so that people believe in their ability to create change if necessary. It can be a relief for people to talk openly about how they’ve been affected by the pandemic, so offering support can be extremely helpful for reducing stress. Bottling up feelings can make things worse.

Training

Having been out of action for a while, this may be a good time to introduce refresher driver training to reinstate good habits behind the wheel.

Increasing traffic volumes and vulnerable road users

The Government advice for now is to avoid public transport if at all possible and instead to travel by car, on foot or by bicycle. With an increase in pedestrians and cyclists, being alert whilst driving has never been so important.

Bikes bring obvious benefits, such as reducing the risk of catching/spreading the virus, improved air quality through reduced pollution, and the wellbeing and health benefits from exercising whilst adhering to social distancing measures. However, an uplift in traffic could pose a significant risk for cyclists, pedestrians and other vulnerable road users, so drivers need to be mindful and drive to the prevailing conditions.

Report claims early

Hopefully you won’t need to make a claim on your insurance but if you do it’s important that you report it as soon as possible, ideally the same day.

Late reporting of claims is an issue that can affect claims costs. Helping to drive down costs is good for the motor industry and for you. Reporting claims early can reduce the time dealing with the claim and can help you to receive any claim payments faster.

Supporting our customers and broker partners

A thorough understanding of the motor market combined with a proactive approach to helping customers manage risk and reduce claims have established QBE as a name to trust in commercial motor insurance. We’re highly regarded for our expertise in insuring fleets of vehicles including business cars and vans, commercial vehicles, bus and coach fleets and we are the UK leader in minibus insurance.

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