Grey Fleet Archives - Fleet Summit
Posts Tagged :

Grey Fleet

Devising your Grey Fleet Strategy: Key considerations for Fleet Managers

 960 640 Stuart O'Brien
By:

In the UK, managing a grey fleet – where employees use their private vehicles for business purposes – presents unique challenges and opportunities for Fleet Managers. As businesses strive for efficiency and compliance, developing an effective grey fleet strategy becomes essential. Here we outline the key considerations for Fleet Managers when deciding on the best approach for your organisation…

Compliance with Legal Requirements

The paramount consideration is adherence to legal obligations. Under UK law, specifically the Health and Safety at Work etc. Act 1974, employers are responsible for the welfare of employees conducting business in their own vehicles. This means ensuring that private vehicles used for business purposes meet the same safety standards as company-owned vehicles. Fleet managers must ensure that all grey fleet vehicles are roadworthy, have valid MOT certificates, and are properly insured for business use.

Cost Management

Effective cost management is vital in grey fleet management. While using private vehicles can reduce the need for a large company-owned fleet, hidden costs such as mileage reimbursements and wear and tear can accumulate. Implementing a clear policy on mileage claims and ensuring efficient route planning can help control these costs. Additionally, adopting a telematics system can provide valuable data to analyse and optimise travel routes, thereby reducing unnecessary expenses.

Environmental Impact

With the UK’s increasing focus on reducing carbon emissions, fleet managers must consider the environmental impact of their grey fleet. Encouraging the use of lower-emission vehicles and promoting alternative modes of transport, such as public transport or cycling, can significantly reduce the carbon footprint of the grey fleet. Implementing a ‘clean car policy’, which sets a cap on CO2 emissions for vehicles used for business travel, can also be an effective strategy.

Duty of Care

The duty of care extends beyond legal compliance; it involves ensuring the safety and wellbeing of employees. Regular checks on driver licences, vehicle maintenance records, and insurance cover are essential. Providing driver training programmes can also promote safer driving habits, reducing the risk of accidents and associated costs.

Technology Integration

Leveraging technology can streamline grey fleet management. Tools like fleet management software can track vehicle usage, monitor maintenance schedules, and ensure compliance with legal requirements. These systems can also provide insights into driver behaviour and vehicle performance, enabling more informed decisions.

Employee Communication and Engagement

Clear communication with employees is crucial. A comprehensive grey fleet policy should be communicated effectively to ensure that all drivers understand their responsibilities. Regular engagement and feedback can help identify issues and improve the overall efficiency of the grey fleet.

Managing a grey fleet in the UK requires a balanced approach that considers legal compliance, cost efficiency, environmental impact, duty of care, technology integration, and employee engagement. By addressing these key areas, fleet managers can develop a strategy that not only meets the needs of the business but also ensures the safety and satisfaction of their employees. As the business landscape evolves, so too will the challenges and opportunities in grey fleet management, requiring ongoing adaptation and strategic planning.

Are you on the hunt for Grey Fleet solutions for your organisation? The Fleet Summit can help!

Photo by Art Markiv on Unsplash

GREY FLEET MONTH: How mixing business with pleasure has evolved for Fleet Managers

 150 150 Stuart O'Brien
By:

The concept of the ‘grey fleet’ — personal vehicles used for business purposes — has been a long-standing component of corporate mobility in the UK. However, over the last decade, the grey fleet sector has undergone significant transformation, influenced by factors such as technological advancements, environmental considerations, and changes in work patterns. Here as part of Grey Fleet Month, we explore these developments and their implications for Fleet Managers…

Ten years ago, grey fleets were a largely unmanaged aspect of many organizations, with employees using their cars for business trips without much oversight. The costs associated with this practice were often buried in expense claims, making it difficult for companies to fully grasp the financial implications. Additionally, duty of care was a grey area, as ensuring the roadworthiness of employee-owned vehicles presented unique challenges.

One of the primary shifts in this sector has been the increased focus on environmental impact and corporate responsibility. The UK’s commitment to reducing carbon emissions has led to tighter regulations on vehicle emissions. Fleet Managers now need to consider the environmental footprint of their grey fleet. This push for sustainability has prompted a move towards greener vehicles, such as hybrids and fully electric cars, with many businesses offering incentives for employees who choose environmentally-friendly vehicles.

Technology has also revolutionized the management of grey fleets. Telematics systems and mileage tracking apps have provided Fleet Managers with tools to monitor and analyze the use of personal vehicles for business purposes more efficiently. These technologies facilitate accurate reimbursement for business mileage, ensure compliance with HMRC rules, and provide critical data to optimize fleet utilization and reduce costs.

The past decade has also seen an increased emphasis on duty of care. Fleet Managers are now more aware of their legal responsibilities regarding grey fleet management. This heightened focus has led to the implementation of more stringent policies around the use of personal vehicles, including regular vehicle checks, mandatory insurance requirements, and driving license reviews.

Moreover, the evolution of flexible and remote working practices, especially accelerated by the COVID-19 pandemic, has reshaped the grey fleet landscape. With employees working from home more frequently, the need for business travel has diminished, leading to a reduction in grey fleet mileage. However, this trend has also raised new challenges in managing and supporting a dispersed and mobile workforce.

Implications for Fleet Managers have been manifold. Firstly, there is a need for more sophisticated fleet management strategies that encompass not just company-owned vehicles but also personal vehicles used for business purposes. Secondly, there is an increased administrative burden to ensure compliance with evolving legal, environmental, and corporate governance standards.

Fleet Managers must now balance the cost-efficiency of utilizing grey fleets against the potential risks and liabilities. This requires a comprehensive approach that includes policy development, driver education, and embracing technology to track and manage grey fleet activity effectively.

The grey fleet sector in the UK has evolved significantly, driven by environmental policies, technological advancements, and changing work habits. For Fleet Managers, this evolution brings both opportunities to improve efficiency and the imperative to navigate a more complex regulatory and operational landscape. The next decade will likely continue to see innovations in mobility and fleet management as the line between personal and business vehicle use becomes increasingly blurred.

Are you on the hunt for Grey Fleet solutions for your organisation? The Fleet Summit can help!

Photo by Olav Tvedt on Unsplash

Do you specialise in fleet Grey Fleet solutions? We want to hear from you!

 960 640 Stuart O'Brien
By:

Each month on Fleet Management Briefing we’re shining the spotlight on a different part of the fleet market – and in November we’ll be focussing on Grey Fleet solutions.

It’s all part of our ‘Recommended’ editorial feature, designed to help fleet buyers find the best products and services available today.

So, if you’re a supplier of Grey Fleet solutions and would like to be included as part of this exciting new shop window, we’d love to hear from you – for more info, contact Chris Cannon on 01992 374096 / c.cannon@forumevents.co.uk.

Here’s our features list in full:

Nov – Grey Fleet
Dec – Service, Maintenance & Repair
Jan 24 – Electric & Hybrid Vehicles
Feb 24 – Dash Cams
Mar 24 – Driver Training
Apr 24 – Accident & Risk Management
May 24 – Fleet Management Software
Jun 24 – Telematics/Tracking
Jul 24 – Contract Hire & Leasing
Aug 24 – LPG/Alternative Fuel & Fuel Management
Sept 24 – EV Infrastructure
Oct 24 – Duty of Care

Photo by Ville Kaisla on Unsplash

Do you specialise in fleet Grey Fleet? We want to hear from you!

 960 640 Stuart O'Brien
By:

Each month on Fleet Management Briefing we’re shining the spotlight on a different part of the fleet market – and in November we’ll be focussing on Grey Fleet solutions.

It’s all part of our ‘Recommended’ editorial feature, designed to help fleet buyers find the best products and services available today.

So, if you’re a supplier of Grey Fleet solutions and would like to be included as part of this exciting new shop window, we’d love to hear from you – for more info, contact Chris Cannon on 01992 374096 / c.cannon@forumevents.co.uk.

Here’s our features list in full:

Nov – Grey Fleet
Dec – Service, Maintenance & Repair

Mixing business with pleasure – a digital parking solution for grey fleets

 959 640 Guest Post
By:

By Adam Dolphin, UK Sales Director at PayByPhone

Grey fleets – where employees use personal vehicles for business purposes – have become a popular transport solution. For organisations, it’s an attractive solution as they have less capital outlay and can pay lower taxes; and for the drivers, they take better care of the car as it’s their own. They also usually opt for more fuel-efficient vehicles, which can help the environment.

One drawback of grey fleets is ensuring the drivers are adequately compensated. But when it comes to parking, that issue is moot, thanks to PayByPhone, the global leader in mobile parking payments.

No more complicated expense reports

With PayByPhone Business, a new fleet management solution from PayByPhone, a company’s parking comes under one easy-to-use, centralised system so fleet managers have visibility over all parking activity in a simple solution.

PayByPhone Business means fleet managers don’t have to reconcile large numbers of parking expense reports each month – parking is paid via the app in 15 seconds. Drivers don’t have to keep receipts every time they park for work, either.

A truly paperless solution

For grey fleet drivers, paying for parking is doubly complicated as they have to constantly distinguish between parking for work, which can be claimed on expenses, and parking at other times. With PayByPhone Business, if a grey fleet driver has a PayByPhone personal account, they can simply switch between business and personal payment cards on the PayByPhone app when they park – it is simple as that.

Simplified management

PayByPhone Business provides companies with real-time visibility of who is parking where and in what vehicle via the Reporting Suite. The interactive dashboard shows when and where grey fleet drivers have parked. There is no limit to the number of drivers that can be added.

To find out more and to sign up your fleet visit https://paybyphone.co.uk/business/paybyphone-business

Do you specialise in Grey Fleet? We want to hear from you!

 960 640 Stuart O'Brien
By:

Each month on Fleet Management Briefing we’re shining the spotlight on a different part of the fleet market – and in November we’ll be focussing on Grey Fleet solutions.

It’s all part of our ‘Recommended’ editorial feature, designed to help fleet buyers find the best products and services available today.

So, if you’re a supplier of Grey Fleet solutions and would like to be included as part of this exciting new shop window, we’d love to hear from you – for more info, contact Chris Cannon on 01992 374096 / c.cannon@forumevents.co.uk.

Here’s our features list in full:

Nov – Grey Fleet
Dec – Service, Maintenance & Repair
Jan – Electric & Hybrid Vehicles
Feb – Dash Cams
Mar – Driver Training
Apr – Accident & Risk Management
May – Fleet Management Software
Jun – Telematics/Tracking
Jul – Contract Hire & Leasing
Aug – LPG/Alternative Fuel & Fuel Management
Sept – EV Infrastructure
Oct – Duty of Care
Nov – Grey Fleet
Dec – Service, Maintenance & Repair

Do you specialise in Grey Fleet? We want to hear from you!

 960 640 Stuart O'Brien
By:

Each month on Fleet Management Briefing we’re shining the spotlight on a different part of the fleet market – and in November we’ll be focussing on Grey Fleet solutions.

It’s all part of our ‘Recommended’ editorial feature, designed to help fleet buyers find the best products and services available today.

So, if you’re a supplier of Grey Fleet solutions and would like to be included as part of this exciting new shop window, we’d love to hear from you – for more info, contact Chris Cannon on 01992 374096 / c.cannon@forumevents.co.uk.

Here’s our features list in full:

Nov – Grey Fleet
Dec – Service, Maintenance & Repair
Jan – Electric & Hybrid Vehicles
Feb – Dash Cams
Mar – Driver Training
Apr – Accident & Risk Management
May – Fleet Management Software
Jun – Telematics/Tracking
Jul – Contract Hire & Leasing
Aug – LPG/Alternative Fuel & Fuel Management
Sep – EV Infrastructure
Oct – Duty of Care
Nov – Grey Fleet
Dec – Service, Maintenance & Repair

Do you specialise in Grey Fleet solutions? We want to hear from you!

 960 640 Stuart O'Brien
By:

Each month on Fleet Management Briefing we’re shining the spotlight on a different part of the fleet & logistics market – and in November we’ll be focussing on the Grey Fleet sector.

It’s all part of our ‘Recommended’ editorial feature, designed to help fleet buyers find the best products and services available today.

So, if you’re a supplier of Grey Fleet solutions and would like to be included as part of this exciting new shop window, we’d love to hear from you – for more info, contact Chris Cannon on 01992 374096 / c.cannon@forumevents.co.uk.

Here are the areas we’ll be covering in 2019, month by month:

November – Grey Fleet
December – Service, Maintenance & Repair

For more information on any of the above, contact Chris Cannon on 01992 374096 / c.cannon@forumevents.co.uk.