Grey fleets are vehicles that are owned, leased or hired by staff for work purposes but are not part of the company’s official vehicle fleet. This can include employees driving their personal vehicles for work-related travel or using a hired or leased vehicle for specific work-related trips. While the use of grey fleet vehicles can offer advantages such as cost savings and increased flexibility, it also brings with it a number of challenges and responsibilities that must be managed.
One of the key challenges of grey fleet vehicles is vehicle maintenance. As the vehicles are not owned by the company, it can be difficult to ensure that they are being properly maintained and that they meet the necessary safety and legal requirements. The following are some steps that companies can take to manage grey fleet vehicle maintenance:
- Establishing a vehicle maintenance policy: Companies should establish a clear policy on vehicle maintenance, setting out the standards and expectations for grey fleet vehicles. This should include details on what types of vehicles are acceptable and the standards they must meet in terms of safety and maintenance.
- Regular checks: Companies should carry out regular checks on grey fleet vehicles to ensure that they are being maintained to the required standard. This can include visual inspections, checking for wear and tear and verifying that all necessary repairs have been carried out.
- Employee education: Companies should educate employees on the importance of proper vehicle maintenance and provide them with guidance on what is expected of them. This can include information on the types of vehicles that are acceptable for use, and the standards they must meet in terms of maintenance and safety.
- Record keeping: Companies should keep records of all grey fleet vehicles and their maintenance history, to help ensure that they are being properly maintained. This can include details on the make and model of the vehicle, the date of purchase and a record of all maintenance work carried out.
- Encouraging regular servicing: Companies should encourage employees to have their grey fleet vehicles serviced regularly, and to keep records of all work carried out. This will help to ensure that vehicles are being properly maintained and will also provide evidence of the work carried out in the event of a problem or accident.
Advantages of using a fleet management system
Using a fleet management and maintenance solution, such as AssetGo, can enable you to automate and manage these processes. AssetGo allows you to standardise checks and centrally record evidence and documentation for easy online access. Its messaging feature means you can easily communicate vehicle maintenance guidance with staff and encourage regular servicing. Giving drivers, who run their own vehicles, access to AssetGo can help improve vehicle maintenance levels and driver safety. Providing this service also sends out a strong message that your business cares for its staff.
So, in conclusion, grey fleets can be a cost-effective and flexible way for companies to manage their vehicle requirements, but it is important to manage the associated challenges and responsibilities. By taking steps to manage vehicle maintenance properly, companies can help to ensure that grey fleet vehicles are safe and reliable, and are being properly maintained to meet legal and safety requirements.
If you’d like to find out more about how AssetGo can help you to improve Grey Fleet management or would like to book a demo or free trial click here.