The following are recommended best practices to consider for inclusion in your Vehicle Policy:
1. Current policies should be reviewed and reevaluated as they may have been written before the introduction of smart phones or Bill 118. Your existing policy may simply address talking while driving and it should be updated to include, talking, texting, instant messaging, web surfing or other activities today’s devices may offer.
2. Your policy should be short, simple, concise and easy to understand. Consider an outright ban on using any device while driving and avoid including conditions under which a device may be used while driving. Your policy could state the vehicle must be parked before the driver is allowed to touch a device.
3. It may be best to have a standalone policy related to the use of hand held devices rather than including it in other company vehicle policies where it may get overlooked.
4. The policy should be communicated and documentation should be maintained for each company driver, confirming they have read, understand and agree to abide by the policy. All drivers should be held accountable for upholding the policy, regardless of position. Where necessary, all policy violations should be documented and disciplinary actions carried out as appropriate.
5. Consider investigating technologies that may help limit or track the wireless devices used by employees while operating a company vehicle. Technologies to consider may include smart phones that automatically send calls to voice messaging; or in-cab electronic devices that can sense wireless devices in operation. Track use and warn staff they could be in violation of your company policy.
6. Conduct ongoing training to remind your staff of your company policy. Document training and keep records to ensure your policy is being enforced.
7. Senior management buy-in is most important. If executive management is seen as not thinking the policy is important or that it does not apply to them, how can you expect others to follow?
Wireless devices can make your staff more productive during times which were formerly seen as unproductive. However this increase in productivity may create a liability exposure for your company. Review your company policies to ensure they are up to date and are being followed and enforced. The best policy and procedure is only as good as when it is used.
