The term grey fleet might sound a bit mysterious, but for many businesses, it’s an often unmanaged part of their operations.
Simply put, a grey fleet refers to any vehicle used for business purposes that is owned by an employee, rather than by the company.
Think of your sales team using their personal cars for client visits or engineers driving their own vans to job sites.
While convenient, grey fleets introduce a unique set of challenges, particularly when it comes to compliance, safety, and maintenance.
How can you ensure these vehicles are roadworthy and regularly inspected, just like your company-owned assets?
This is where robust walkaround checks and, more specifically, custom walkaround check types become invaluable.
In this article we will be covering the importance of safety and compliance when it comes to managing a grey fleet, the role walkaround checks play in this process, how to easily set up custom check types in Stream and the benefits of doing so.
The importance of grey fleet safety and compliance
The primary concern with grey fleets (and any other fleet for that matter) is accountability.
Unlike company vehicles, which typically fall under strict maintenance schedules and inspection regimes with specialised personnel and drivers involved in the operation, employee-owned vehicles might not receive the same level of attention.
This can lead to a number of complexities:
- It can lead to an increased safety risk, as issues such as undiscovered defects can lead to breakdowns or, worse, accidents.
- Compliance issues can arise, as businesses have a duty of care to ensure all vehicles used for work are safe and legal, regardless of ownership, and failing to do so can result in hefty fines.
- And finally, it can lead to a distinct lack of operational visibility – without proper checks, operations have no clear picture of the condition of these vehicles, making it difficult to assess risk or plan for potential issues.
The role of vehicle walkaround checks
A consistent walkaround check performed by the driver before each journey is a fundamental step in mitigating these risks.
If that walk around check is carried out on a mobile app and stored centrally for auditing and compliance purposes – all the better.
It’s an opportunity for employees to identify any immediate defects, from a flat tyre to a faulty light, and report them before the vehicle even leaves the driveway.
However, a one-size-fits-all approach to walkaround checks rarely works, especially with the diverse nature of grey fleets.
A compact car used by an office worker will have different inspection requirements than a large van used by a tradesperson.
This is where the ability to create custom walkaround check types becomes highly beneficial.
Streamlining your grey fleet management with custom checks
Stream’s walkaround checks application allows you to tailor your walkaround checks to the specific needs of each grey fleet vehicle or customise them to suit different employee roles.
So, let’s break down how custom check types and individual checks empower drivers to take control:
Creating a custom check type
Think of a check type as a specific checklist for a particular vehicle or scenario. For your grey fleet, this means you can:
- Define specific requirements: Create a ‘Sales Team Car Check’ or an ‘Engineer’s Van Check,’ each with its own unique set of inspection points.
- Ensure relevance: Only include checks that are pertinent to that vehicle type, avoiding unnecessary steps and saving your drivers time.
- Prioritise safety: Focus on critical safety components that might differ between vehicle types.
How custom check types work in Stream:
The process is straightforward.
Within Stream, users navigate to ‘Vehicle Type Management’, where they can add a new ‘check type’ with a descriptive name (e.g. ‘Personal Car – Business Use’).
You can even disable it initially while you’re building it out.
Then, users can associate this new check type with the relevant ‘vehicle’ (or, in the context of grey fleets, the ‘vehicle type’ that represents your employees’ personal vehicle.
Adding custom checks (individual checklist items)
Beyond custom checklists, you can create individual, specific checks. This is incredibly powerful for addressing unique grey fleet challenges:
- Address specific hazards: If your employees regularly transport certain equipment or objects in their personal vehicles, you could create a custom check for ‘Secure Load – Cargo Area.’
- Reinforce company policies: Users have the ability to include checks for ‘Personal Protective Equipment (PPE) Present’ if certain roles require it, even when using a personal vehicle.
- Track non-vehicle related items: Want to ensure a driver has their fuel card or specific documents? You can create a check for it, even if it doesn’t relate directly to the vehicle’s mechanics.
How custom checks works in Stream:
Within ‘Vehicle Types’ in Stream, you can add new ‘checks’. You give it a clear name and description (e.g., ‘Tyre Tread Depth Check,’ ‘Warning Triangle Present’).
Crucially, you can define whether a photo or additional notes are required and if the check is used to record defects.
You can also specify defect severity, determining if a reported issue renders the vehicle unusable, requires an engineer or roadside repair.
If there is an issue with the vehicle, Stream also offers a vehicle inspection scheduling feature, allowing users to access a complete overview of any bookings that may have been scheduled as a result of the custom checks.
The benefits of customisation for grey fleets
By leveraging custom walkaround check types and individual checks, you gain:
- Enhanced safety: Proactive identification of defects, tailored to each vehicle.
- Improved compliance: A clear audit trail of inspections, demonstrating your duty of care.
- Greater visibility: Real-time insights into the condition of your grey fleet.
- Increased efficiency: Drivers perform relevant checks, saving time and reducing frustration.
- Empowered drivers: Clear, specific instructions for inspections, reducing ambiguity.
Conclusion
Managing a grey fleet doesn’t have to be a grey area.
By understanding the unique challenges employee-owned vehicles present and leveraging the power of custom walkaround checks, businesses can transform a potential liability into a well-managed and compliant asset.
Transport Management Systems like Stream empower employees to create tailored inspection processes, ensuring every vehicle, regardless of ownership, meets the highest standards of safety and roadworthiness.
This proactive approach not only safeguards your employees and your business but also provides invaluable visibility and peace of mind.
For further information on creating custom check types in Stream, read our Knowledge Base article.
