Do you need to update your road safety policy? A guide for employers

A strong road safety policy for employers is the best tool for protecting your team and staying on top of all the risks of workplace driving. But with new vehicle technologies and changing regulatory expectations, your policy can quickly become outdated. Here’s how to assess whether it’s time to update your fleet safety policy and how to strengthen your approach.

Signs it’s time to refresh your road safety policy

If your policy hasn’t been looked over in the past 12 months, it’s time to book in another review session. Some of the biggest indicators that an update is overdue include things like:

• New vehicle technologies: Modern vehicles now come with advanced driver-assistance systems (ADAS), telematics, fatigue monitoring and much more – all of which should be included in your safety procedures.
• Legislation changes: New requirements around rest breaks, drug and alcohol testing and electronic work diaries.
• Incidents and near misses: A rise in road incidents or insurance claims is a clear warning sign that your existing workplace driving safety policy isn’t covering all the risks.
• New fleet acquisitions: If you’ve introduced EVs, plug-in hybrids or larger vehicles into your fleet, your safe driving procedures must account for these acquisitions.
• Changing work patterns: Remote work, flexible schedules and gig economy drivers have all had a part in changing existing risk models. Your policy must address these new realities.

If any of these factors apply to your business, it’s time to update your fleet safety policy.

Creating a modern road safety policy for the workplace

A safe driving policy for employees should feel protective and proactive. It starts with the basics: making certain that your fleet is made up of vehicles with strong ANCAP safety ratings, keeping regular service schedules and recording everything. But it’s just as important to focus on the people behind the wheel.

Driver training is no longer a one-time event. Your policy should mandate induction programs for new employees and refresher training for existing drivers – especially as vehicles degrade and new road risks emerge. Telematics and in-vehicle monitoring technology can help track behaviours like speeding, harsh braking and distracted driving. The result is real-time data to support safer practices at work.

Rest and fatigue management are also important. Whether you oversee long-haul logistics or city-based deliveries, setting hard limits on driving hours and enforcing break time is the only way to improve both safety and compliance.

Incident-reporting procedures should also be simple and supportive. Rather than just assigning blame, the focus should be on learning from these incidents and near-misses to continuously improve safety standards.

Finally, think about the wellbeing of your drivers. Stress factors and the physical demands of driving should be factored into your workplace safety program. A culture that supports wellbeing is a culture that supports safe driving.

Compliance tips: Staying ahead of road safety obligations

Meeting road safety compliance for businesses is non-negotiable. Here’s how to stay proactive:

• Audit regularly: Book in a formal review of your policy and procedures every 12 months.
• Stay informed: Keep an eye on ANCAP updates and changes to the road rules, as well as workplace health and safety legislation.
• Engage your team: Involve drivers and managers in policy development to create a continuous feedback loop.
• Record everything: Document all training, maintenance and incident investigations to protect your business.

Your employer responsibilities for road safety go well beyond simply providing a car. It’s about creating a system that protects your drivers and the public, that continuously adapts to new technologies and best practices.

Our roads are constantly changing – and so are the risks to your drivers. Regularly reviewing and updating your road safety policy will help you meet your legal obligations and protect your people for years to come.

A good policy isn’t something you set and forget. It changes with your fleet and the world in which they drive.

_Disclaimer
^{Viva Energy Australia Pty Ltd (“Viva Energy”) has compiled the above article for your general information and to use as a general reference. Whilst all reasonable care has been taken by Viva Energy in compiling this article, Viva Energy does not warrant or represent that the information in the article is free from errors or omissions or is suitable for your intended use.}