Managing Vehicle Risks: A Guide for Florida Business Owners

Employees who drive as part of their job (whether for deliveries, service calls, or transporting equipment) face real risks on Florida's roads. Vehicle accidents are one of the leading causes of workplace injuries, making fleet safety a crucial part of any business's risk management strategy.

Building a Safe Driving Team

The first step in reducing vehicle-related risk starts with your drivers. A well-vetted, well-trained team helps protect both your employees and your business. Consider the following practices:

• Thorough background checks: Review driving history, past motor vehicle violations, and any relevant criminal records. Always obtain written consent before accessing Motor Vehicle Records, as this information is protected.
• License verification: Ensure each driver has a valid license appropriate for the vehicles they operate, including specialized endorsements for larger commercial trucks.
• Driving assessments: Evaluate skills through road tests or by reviewing records from prior employers.
• Reference checks: Speak with previous employers to confirm safe driving practices and overall reliability.
• Ongoing monitoring: Implement regular performance evaluations to identify areas for improvement and reinforce safe driving habits.

For drivers operating larger vehicles, such as semi-trucks, it's essential to confirm their medical fitness through Department of Transportation (DOT) physical exams. Additionally, verify that the driver holds the appropriate commercial license class. Drivers under 21 are restricted to intrastate operation only, meaning they can only drive within Florida state lines.

Maintaining a Safe Fleet

Equally important is keeping vehicles in top condition. Routine inspections help prevent accidents caused by mechanical failure and keep your fleet compliant with state and federal regulations. Key areas to review include:

• Tires: Check tread depth, pressure, and overall condition.
• Brakes: Inspect pads, rotors, and fluid levels.
• Lights: Ensure headlights, brake lights, and turn signals are fully operational.
• Steering and suspension: Look for leaks, wear, or damage.
• Engine and transmission: Monitor fluid levels and inspect belts and hoses for signs of wear.
• Body and frame: Check for rust, corrosion, or structural damage that could affect safety.

Schedule comprehensive safety inspections at least quarterly, or more often for high-mileage or frequently used vehicles.

Policies and Compliance

Developing clear policies and procedures is essential. Drivers should be trained in defensive driving techniques, understand speed limits, and adhere to other company-specific safety rules. We recommend having a formal policy regarding communications while driving. Employees should never be expected to answer texts, calls, or emails while operating a vehicle. Encourage staff to either wait until they have safely stopped before responding and ensure they understand ahead of time that responding is not required while driving. This approach reduces distractions and reinforces a culture of safety.

Additionally, staying current with federal and Florida-specific safety regulations ensures both compliance and a safer workplace.

By focusing on both your drivers and your vehicles, you create a safer environment for employees while protecting your business from potential losses.

For guidance on fleet safety programs or to review your commercial auto insurance coverage, contact one of our experienced agents today.