GREY FLEET MONTH: The importance of Grey Fleet Management

By Zurich Resilience Solutions 

“Grey fleet” refers to employee-owned vehicles used for business purposes, such as attending meetings, visiting clients, or making deliveries. These vehicles, despite not being part of an organisation’s official fleet, are vital for daily operations. In the UK alone, approximately 14 million grey fleet vehicles cover 12 billion miles annually, highlighting their significant role in business activities. Chances are, you have grey fleet vehicles operating in your organisation.

The use of private vehicles by employees for business purposes does not exempt your organisation from its duty of care responsibilities. Legally, an organisation has a duty of care to its employees regardless of who owns the vehicle. Therefore, the grey fleet should be managed as diligently as owned or leased vehicles. While the duty of care is the same, implementation varies due to ownership and control differences. Employers should tailor policies to ensure all business-use vehicles are safe, legal, and compliant.

Top 10 Tips for Effective Grey Fleet Management

1. Assign Responsibility: Designate a person or team to manage the grey fleet
2. Policies and Procedures: Develop clear guidelines for grey fleet use
3. Vehicle Standards: Ensure grey fleet vehicles meet safety and maintenance standards
4. Driving Licence Checks: Regularly verify drivers’ licenses
5. Driver Assessment and Training: Assess drivers and provide ongoing training
6. ‘Permit to Drive’ System: Implement a formal approval process for vehicle use
7. Manager Training: Train line managers and supervisors in grey fleet oversight
8. Collision and Incident Reporting: Establish protocols for reporting and investigating incidents
9. Record Checks: Regularly check driver and vehicle records
10. Continuous Monitoring: Monitor operations and review policies to ensure compliance and safety

By taking these steps, you can help to minimise risks, ensure compliance with legal obligations, and promote a culture of safety within your organisation. Effective grey fleet management not only protects your employees but also enhances the overall efficiency and reputation of your business.

Don’t leave the safety and compliance of your grey fleet to chance. Contact Zurich Resilience Solutions for more information and to schedule a consultation.

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