The number one work-related cause of fatalities is motor vehicle accidents. Having a pro-active fleet safety program is essential for workplaces that use company vehicles. According to the U.S. Bureau of Labor Statistics, and the National Census of Fatal Occupational Injuries, a total of 5,147 fatal work injuries occurred in the United States in 2017, down slightly from the 5,190 fatal injuries in 2016.
Pre-Employment and Hiring Practices
An effective and proactive fleet and truck safety program starts at the application and screening stage. Before a person is actually hired to operate a motor vehicle or a vehicle requiring a commercial driver’s license, a candidate should first go through the following driver selection process:
Application Process
Complete a thorough employment application. This includes obtaining the following information: work history and experience, personal references, previous places of residence, Department of Motor Vehicle records, criminal history, driver’s license and identification, and a medical evaluation card (Commercial Driver License).
Consent to Screening Tools
As part of the pre-screening process, each and every applicant must sign a consent form allowing for the following screening to be conducted: Pre-hire drug and alcohol test, review of driving records and accident information from previous employers, and access to criminal history and Department of Motor Vehicle records. This process should be conducted in accordance with the Fair Credit Reporting Act.
Deeper Personal Review
After obtaining the applicants information, a thorough screening should be completed before the next interview.
This screening process will include:
• Contacting previous employers to substantiate work history, reliability, safety record, and to verify experience
• Contacting personal references to gain information regarding honesty, places of residence, and other personal traits
• Contracting services to complete a thorough criminal and Department of Motor Vehicles records check.
Be aware that all personal information obtained must be kept confidential, and used only for employment purposes.
Drug and Alcohol Screening
To assure a drug and alcohol-free workplace, and to provide a safe working environment for all employees, all applicants should be subject to drug and alcohol screening. All applicants and employees should be subject to the following drug and alcohol screenings: pre-hire, post-accident, random and for cause.
Drug and alcohol screening is particularly important for a worker who will be operating trucks or vehicles owned by the company.
Interview Process
Those employees that make it through the screening process and meet the requirements and attributes of the position will qualify for a second interview. This interview should consist of an oral review of the following: employment history, work experience, criminal history and DMV records, individual’s personal traits, company expectations, job requirements and description, safety program policies and procedures, and safety rules.
Applicant Road Tests
All persons applying for a vehicle or commercial driving position should undergo a documented test drive with a qualified and experienced representative of the company. This test drive should consist of the applicant operating the same type of equipment they would be assigned to, if they were to be selected for the position. Those applicants that fail to show capable driving practices, depending on the outcome of the test, may not be considered eligible to operate a vehicle for your company.
Driver Safety Training
To assure a safe working environment and to meet OSHA standards, employers must offer and certify completion of safety training relevant to each position.
Safety training for vehicle and fleet drivers should consist of the following training topics, and each of these topics should be addressed annually as a refresher:
• Safety program policies and procedures
• Hazard & incident reporting procedures
• Vehicle accident reporting procedures
• Pre-trip inspections
• Maintenance and repair procedures
• Requirements of abiding by state, federal and local laws
• State, federal, DOT, and company drug & alcohol screening requirements
• Safe driving and operational practices
• Driving in adverse weather conditions
• Periodic driver evaluations
• Fire emergencies and fire extinguishers
• First aid kits and emergencies
Maintenance & Regular Inspections
All vehicle fleets require scheduled maintenance and repairs in order to operate efficiently and safely. In the event of a serious workplace accident, your records may be requested. An insufficient maintenance and repair schedule, or poor recordkeeping may result in fines or even a costly lawsuit. Having a reliable repair facility maintain the vehicle and records is an important component of a pro-active safety program.
This should include a regular vehicle inspection program. Federal law requires that all commercial vehicles have documented inspections. It surprises me to find that businesses allow their drivers to be lax in anyway regarding vehicle inspections.
As part of a quarterly safety inspection, safety committee members, and or management personnel need to inspect their fleet. For commercial vehicles, you should inspect the commercial driver files and review the last quarter’s commercial vehicle inspections. Non-commercial fleets need to be inspected, as well as the last quarter’s inspections.
All too often there are only partially completed reports. These records frequently are missing required information, such as driver names, mileage, dates, and other critical data. Oh, and never allow your drivers to draw a line through the inspection checklist components. When inspection forms state to check off each item individually, that is what must take place.
Commercial vehicle inspections are in-depth and must be in accordance to the Department of Transportation rules (both federal and state guidelines). Inspection forms for commercial vehicles can be easily obtained from the Internet.
Rear-End Collisions, Following Distances and Reaction Times
According to the National Highway Traffic Safety Administration (NHTSA), rear-end collisions account for approximately 23% of all motor vehicle crashes. Many rear-end collisions are caused by tailgating. It is estimated that the average driver brakes 50,000 times a year to avoid a rear-end collision.
Reaction time and braking distances must be considered in order to reduce rear-end collisions.
When drivers follow too closely, or tailgate, they significantly reduce their stopping distance needed in which to make a safe stop. It takes approximately 2 ½ seconds for a person to react to a situation while driving. A new model vehicle that is equipped with onboard computers that assist the driver in traction control and braking can significantly reduce stopping distances.
What many drivers don’t realize is that stopping distance is directly proportional to the size and weight of the vehicle they are operating. Then, add in adverse weather, road conditions, vehicle type and size, weight, and tires, and you change the stopping distances considerably. For example, the stopping distance is much longer for a heavy truck than it is for a passenger vehicle, such as a car. In fact, it takes about twice the distance to stop a heavy truck than it does a car.
Other critical driving elements drivers sacrifice when tailgating are perception and reaction times. Perception and reaction times are two separate intervals of time. Perception is the time needed to see and process a roadway hazard, while reaction time is the time needed for a driver’s body to physically react to their brain’s perception.
When a driver tailgates, both critical factors are reduced. According to government statistics, it takes alert drivers approximately 2 to 2- 1/2 seconds to see a roadway hazard and react to it. The more space a driver allows between their vehicle and the vehicle in front of them, the more time they have to see a hazard and react safely.
Following Distances
Two-Second Rule – The two-second rule has been a rule of thumb for many years. For obvious reasons, I do not recommend this short of a distance. Following the two-second rule allows for a two-second gap between vehicles. For many years, the two-second rule was thought to allow you to see clear of the vehicle ahead and keep a safe distance in case of emergency or unexpected traffic situation. Given the times of 2 and ½ seconds for a perception and reaction time, the two-second space is simply not far enough.
Three-Second Rule – Remember, the more room you have between your vehicle and the vehicle in front of you, the more time you have to react to a situation. The minimum three-second rule provides more time to react and to come to a safe stop when operating a car. This distance is still not safe when operating vehicles that are not equipped with the newer anti-lock systems or that require greater stopping distances, such as a truck and trailer.
To establish the three-second gap, locate a fixed point on the side of the roadway and wait until the vehicle ahead passes the fixed point at least three seconds ahead of you. This is achieved by counting “one thousand one…. one thousand two… one thousand three…” and then assessing the following distance.
When traveling in adverse conditions, which is all too frequent during winter months, it is advisable to add one second for each condition that you’re facing. Example: one second for towing a trailer, one second for a heavy load, one second for poor light, one second for fog, one second for rain, etc. Why you ask? When doing this, you create a safety buffer, leaving you more time to react to hazards such as a vehicle incident, obstructions in the road, or an animal crossing the roadway.
Eliminating Distractions
All too often there are reports of vehicle deaths from distracted driving. This has really become a serious problem with the invention of texting. The National Highway Traffic Safety Administration has estimated that driver distractions account for 25-30% of police-reported crashes. This is an estimated 1.2 million crashes per year. Distractions while driving can include: using a cellular phone, changing the radio station, inserting a tape or CD, reaching into the glove compartment, talking to a passenger, eating, reading, just to mention a few. Professional drivers should eliminate distractions from their driving habits and know how to identify other drivers who may be distracted while driving.
Driving in Adverse Weather Conditions
Driving on our busy highways and public roads is a dangerous task that requires not only an alert driver and a safe operating vehicle, it takes experience. When the roadways are adverse, other factors must be considered. The following is a list of safety tips for adverse driving conditions:
• Check the weather / road conditions prior to leaving & plan the trip to allow plenty of travel time.
• Always complete a visual pre-trip inspection on the vehicle before you leave. Walk around the vehicle to inspect tires, making certain all tires are properly inflated. Check lights and windshield wipers. Adjust mirrors and seats. Look at all gauges and take notice of any dash warning lights or error codes. Check the operating controls such as steering and brakes. Make sure you have good visibility out all windows and can properly use mirrors before driving. Allow the vehicle to warm up and the windows to defrost, prior to driving.
• In a downpour, the roads are normally slickest during the first 10-15 minutes of a rain storm. To prevent hydroplaning, and loss of control, avoid using the vehicle’s cruise control when on wet or slick road surfaces.
• When sliding on icy roads, avoid locking your brakes, let off of the throttle, and steer in the direction that you want the front of the vehicle to go.
• When the roadway looks wet, but there is no mist from vehicle tires, black ice may exist. Slow down and use caution, since black ice can cause loss of vehicle control.
• Ice and snow packed roads are often the slickest in the evening when wet roadways begin to freeze, then after the colder temperatures of the night.
• Always wear your safety restraints, and require all passengers to do the same.
• Elevated roadways, like bridges and overpasses, are normally the first roadways to freeze in winter weather. Take extra caution in these areas and slow down.
During adverse conditions, drive with your headlights on to increase visibility, and dim your dash lights when in low light conditions to reduce glare on your eyes. Remain in the vehicle when stranded in low visibility conditions, unless otherwise instructed. Only get out of the vehicle if it is life threatening to remain in the vehicle. If you must get out, make sure all personnel are a safe distance from the traffic. Always have a cell phone available for emergency communication.
This primer on vehicle safety may seem like common sense. But you would be surprised how many accidents result from poor training and failing to follow these simple best practices.
Editor’s Note: Jary Winstead is a safety consultant, author and trainer who serves a variety of industries including the forest products sector. He owns Work Safety Services LLC and can be reached at SAFEJARY@gmail.com.
