Under the Occupational Safety and Health Act, employers must provide employees with a safe workplace. If driving is a required part of the job, the vehicle is considered part of that workplace. Employers should limit distractions and help employees stay as safe as possible. Vehicle-related accidents are among the most serious workplace incidents and can result in fatalities. The Occupational Safety and Health Administration (OSHA) is likely to identify violations when unsafe driving habits are connected to employer expectations or practices.
Step 1: Create a Safe Driving Policy
Employers that require employees to drive should have a safe driving policy. The policy should be clear, easy to understand and state the consequences for violations. Once written, it should be explained to the workforce and consistently enforced. Clarity, training and follow-through are essential when implementing a driving policy.
To be effective, the following sample rules should be incorporated into an employee driving policy, among others:
Employees shall:
- Refrain from texting while at the wheel;
- Use only speakers or Bluetooth when on the phone (though a policy of no phone use or pulling to the side of the road to take work-related calls is preferable);
- Not drink or use drugs prior to or while driving;
- Keep from driving while sick or overly tired;
- Use a seatbelt at all times;
- Follow all speed limits and rules of the road;
- Not tailgate;
- Before driving, make sure the vehicle is safe and working properly to the best of his or her ability, such as noticing warning lights or overdue maintenance; and
- Report any accidents or tickets to his or her manager immediately.
Step 2: Create a Limited Cell Phone Use Environment
Employees who need to use cell phones while on the road, such as salespeople, may be required to pull over for calls. A driving policy can support this practice. Many states have restrictions on cell phone use while driving.
Texting while driving is also banned in many states and should be completely avoided by employees operating company vehicles. OSHA may fine employers that require, allow or encourage unsafe driving habits. A violation is likely if OSHA finds that an employee must text while driving to perform the job.
The Federal Motor Carrier Safety Administration (FMSCA) restricts commercial drivers' use of hand-held cell phones while driving commercial vehicles. Commercial drivers may not hold or reach for a phone while driving. Hands-free devices are required and may be purchased by employers or drivers. Violations may result in corrective action.
To encourage compliance with federal, state and employer rules, employers should actively enforce policies and demonstrate commitment to them. Employees are more likely to avoid phone use behind the wheel when they believe the employer takes driving safety seriously and consistently addresses violations.
Step 3: Create Schedules that Allow Drivers to Form Regular Sleep Habits
When a driver is overly tired, the risk can be similar to intoxication. Reflexes slow and accidents become more likely when drivers are sleep deprived. Employers can reduce this risk by creating schedules that support healthy sleep patterns.
Employees who work overtime or inconsistent hours, such as overnight or split shifts, may struggle to maintain regular sleep routines and may be less alert while driving. Employers should avoid making split or inconsistent shifts a daily practice when trying to reduce driver fatigue.
While overnight driving may not always be avoidable, employers can rotate these shifts among drivers while maintaining overall schedule consistency. Consistency is an important first step toward better sleep.
Step 4: Allow Adequate Sick Leave
Employers should also address driving while ill. A sick driver can be as dangerous as one who is tired or impaired. A sick leave policy should allow employees to stay home for minor illnesses, such as a cold, rather than saving limited time off for more serious conditions. This helps keep drivers off the road when they cannot give driving the attention it requires.
Step 5: Perform Adequate Drug and Alcohol Testing of Drivers
The Omnibus Testing Act of 1991 requires commercial drivers to be tested for drug and alcohol use at various times throughout their careers. Results are kept confidential. Testing should occur preemployment, post-accident and randomly.
Employers may also consider drug and alcohol testing for all employees who drive as part of their duties. Before implementing testing, employers should review state laws that may limit employer testing.
Step 6: Educate Employees on Safe Driving
Along with policies and scheduling, employers can help prevent vehicle accidents by educating workers on safe driving practices. Training may include topics such as:
- Recognizing the signs of being too tired or too sick to drive;
- Why texting/using the phone while driving is dangerous;
- Learn how to spot minor car problems; and
- Defensive driving.
Teaching employees why safe driving matters and how to practice it makes them more likely to use safe techniques behind the wheel.