This article focuses on what Duty of Care means for a Fleet Manager in relation to both assigned fleet and shared fleet and plant.

Duty of Care has long been a part of the Australian health and safety lexicon, and with the introduction of the Health and Safety at Work Act 2015 to New Zealand, more emphasis is being placed on the issue there.

While there are some nuances in the legal interpretation of duty of care between the two countries we are going to focus on their common obligations.

NOTE: this article shouldn't be considered legal advice

Common obligations

While this list isn’t exhaustive, these are some key obligations Fleet Managers should consider:

• Maintain a safe work environment: Make sure all work areas are free from health and safety risks.
• Maintain safe vehicles and equipment: Ensure fleet assets are safe, properly structured, and well-maintained.
• Establish safe systems of work: Create processes that support safe working conditions.
• Ensure safe use, handling, and storage of equipment: Manage assets carefully to prevent accidents.
• Provide facilities for worker welfare: Make sure workers have access to facilities that support their well-being.
• Provide essential training and supervision: Give employees the information, training, and supervision necessary to protect their health and safety.
• Monitor worker health and workplace conditions: Regularly check on workplace conditions to help prevent injuries and illnesses.

Safe plant and structure

This article looks particularly at the second item in this list 'Providing and maintaining safe plant and structure', which covers all the usual 'suspects', such as:

• Regular servicing: Scheduling maintenance checks regularly.
• First aid readiness: Ensuring kits are accessible and fully stocked.
• Compliance certifications: Keeping Certificates or Warrants of Fitness (COF/WOF) up-to-date.

Leveraging Smartrak's servicing module

Smartrak’s Servicing Module helps organisations manage these safety standards efficiently. For instance, you can schedule and track maintenance tasks, such as checking fire extinguishers or ensuring insulation compliance for specialised vehicles like Elevated Work Platforms (EWPs). However, these checks are generally time-based and many months apart.

Consider these potential risks:

• Undetected vehicle damage: A driver might unknowingly return a vehicle with a damaged tire.
• Missing brake lights: An unreported issue could increase the risk of a collision.
• Unreported vehicle damage: Loose panels or other defects could endanger others on the road.
• Breakdowns in remote areas: A breakdown in an isolated location could place the driver at risk.

Any of these issues could lead to an incident, potentially exposing your organisation to liability for failing to meet its Duty of Caree for their employees or the general public.

Establishing effective systems of management

Fleet Managers need effective systems to prevent these risks. Here are some options to consider:

• Infrequent inspections: Relying solely on scheduled services could mean unreported issues go unnoticed.
• Frequent inspections: Conducting weekly or on-return inspections for each vehicle may be impractical due to time or budget constraints.

Many organisations have implemented paper-based checklists to address these issues, but these often come with challenges, such as:

• Administrative burden: Paper checklists create a large volume of paperwork.
• Delayed response: Paper processes slow down action and communication.
• Inconsistent checks: Drivers may skip checks for “short trips.”
• Lack of reporting and lost forms: Paper forms can get lost or may not be available when needed.

Time to move to digital solutions

Ensuring safe vehicles for your employees requires frequent, digitally enabled inspections that support real-time reporting and auditing. Digital checklists can help reduce risk, streamline processes, and ensure compliance.

Contact Smartrak to see how digital solutions can support your health and safety obligations.