Each year in the UK, the ‘Grey Fleet’ travel more than the distance to Pluto and back

It is estimated that the UK Grey Fleet is up to 14 times the size of the Company Fleet of the UK*. Additionally, up to 1.5 billion miles per annum are driven by the Public Sector Grey Fleet and an incredible 11 billion miles by the Private Sector Grey Fleet*. That’s more than travelling to Pluto and back. These figures relate to a huge number of non-company vehicle drivers. However, with many time-intensive inspections, maintenance, and training tasks to perform on company vehicles, this grey fleet element can be overlooked.

Why is the Grey Fleet the ‘Forgotten Fleet’?

A plausible direct argument is that vehicles used by employees for their work activities belong to or are hired by the employee, and as such, do not come under the jurisdiction of the Fleet Manager. The vehicles are not company assets or have a lease agreement that is contracted to the employer. This is not to say that there is any negligence involved by Fleet Managers, simply that individuals manage their own vehicles in different ways. Tyre checking, routine maintenance and inspection schedules cannot easily be monitored. In most cases, the most that can be achieved is proof of Insurance and MOT documentation. Ensuring that Business Use is allowed in the Insurance Policy and the vehicle is fit for purpose as far as the specification of that vehicle matching that of the required usage.

However, although Grey Fleet vehicles are generally not managed by the typical Fleet Manager or HR Department it is still the responsibility of employers to ensure that The Health and Safety at Work Act 1974 for driving related work activities are fulfilled. This being particularly important when one considers the Corporate Manslaughter and Corporate Homicide Act 2007.

How should you manage your grey fleet?

The Health and Safety Executive (HSE) publication ‘Driving at Work – Managing work-related road safety’ has a wealth of useful information for the management of employees who use vehicles for everyday work responsibilities. The HSE includes within this document an excellent ‘Work-related road safety checklist’. For those of us who are cognitive of the need for corporate duty of care, it is a resource that should be used on a regular basis.

The Work-related road safety checklist in the ‘Safe vehicle’ section asks the question ‘Are vehicles fit for purpose for which they are used?’. It states that it should be ensured that privately owned vehicles are not used for work activities unless they are serviced correctly, insured for business use and carry a valid MOT if the age of the vehicle requires one. The ‘Safe Driver’ section asks the question ‘Are your drivers competent and capable of doing their work in a way that is safe for them and other people?’. It lists skill levels and experience, awareness of company policy and procedures, training and communication. It states the importance of licence checking on recruitment and periodically afterwards.

An organisation is advised to have a robust policy in place to ensure the health and safety of all of their employees and of anyone that could be involved in any work related activity. This means other road users and pedestrians where an employee is expected to carry out driving activities – be it in a company vehicle or a non-company vehicle. The Grey Fleet drivers and their vehicles, should not be absent or forgotten in this process; the same duty of care applies.

*Source: http://www.bvrla.co.uk/sites/default/files/documents/research/bvrla_grey_fleet_final_0.pdf