Cleanliness and tidiness both play a significant role in workplace safety. Company vehicles are essentially mobile workplaces. This means that they need to be kept just as clean and tidy as your regular workplace.
As a bonus, keeping your vehicles clean and tidy creates a positive image of your company. It can also help your vehicles’ resale value. With that in mind, Tracy Hill, Marketing Manager at Car Mats UK shares her top tips on how to keep your company vehicles like brand new.
Use covers wherever you can
Try to cover all floors (and the base of car boots) and seats. This makes for much easier cleaning. It also protects the vehicle itself.
Assess what you store in your vehicles
The less you store in your company vehicles, the easier it will be to find a place for each item. You will also be less exposed if the vehicle is targeted by criminals. As a bonus, you’ll lighten your fuel consumption (or go longer between charges).
Think about how often you actually use each item in your vehicles. If you’re not sure, try keeping track of usage for a month or so. If you realise that items are hardly used, ask yourself if you’re likely to need them at short notice. If the answer is no, then consider storing them elsewhere. Drivers can pick them up from storage when they need them.
If you’re concerned about drivers forgetting, then use inventories and checklists to help them. Have them keep an inventory of what is in their vehicle. This is a good idea in any case. When they get their daily schedule, they can use checklists to see what they need for each job. They can then cross-reference this with their inventory.
This may sound like a lot of work. In reality, however, it should only take a little time at the start and/or end of each shift. In fact, it will probably save time overall compared to keeping items you don’t regularly need in your vehicles.
Organise your storage effectively
This is probably the single most important step you can take to keep your work vehicle clean and tidy. If you organise your storage effectively, you’ll be able both to find things easily and to put them away easily.
It, therefore, stops rummaging and eliminates the temptation just to put items back wherever you can find a space. This keeps your vehicle’s interior tidy and hence makes it much easier to clean.
The key to organising any storage effectively is to use zones. Most vehicles have two key zones. There is the cargo zone and the driver zone. Some vehicles also have storage in a passenger zone. This is, however, somewhat less likely with company vehicles. These zones can (and generally should) be further subdivided.
The cargo zone
The cargo zone is your default storage area. In other words, all items go in here unless there is a specific reason to put them somewhere else. Ideally, you should aim to have your least-used items in the least accessible parts of your cargo storage area. In a vehicle, however, you need to think about weight distribution.
You may also need to think about the practicalities of storing long items safely. Never have them extend into the driving area. If you must have them extend past the vehicle’s tailgate or rear bumper, make sure they are properly flagged. Likewise, make sure that you keep any piles of items low enough for the driver to maintain a clear view to the rear.
If you frequently have to carry items that are bulky but light, then a roof-rack may be a good option. There are, however, some potential downsides to consider. Firstly, items will be more exposed to the weather. Secondly, they will be more accessible to thieves.
Thirdly, just having a roof-rack will make your vehicle less aerodynamic. Loading it with items will compound this. You will therefore need to expect higher fuel consumption. You should also think about the implications for challenging driving conditions e.g.,high winds.
Secure your cargo appropriately
This is part of cargo organisation. It is, however, important enough to be worth highlighting on its own. Ideally, all items should be in containers, preferably with lids. The lids should be kept on at all times. All containers should then be secured in the vehicle.
If this is not practical, then items should be bundled and tied together (if possible). They should then be secured to the vehicle. At a minimum, items should be secured to the vehicle.
The driver’s zone
Most vehicles have three main storage areas in the driver’s zone. These are the glove compartment, the doors and the central panel. Neither the passenger seat nor the space underneath the seats should be used for storage, not even temporarily. This is not safe.
The glove compartment is generally the place to store items you need but don’t access frequently. For example, this would be the place to put a small first-aid kit. The driver’s door is the place to put items you need to grab on your way out. For example, if you need to handle paperwork, use the driver’s door to hold a clipboard.
The central panel is the best place to hold food and drink, plus a rubbish bag. In theory, drivers shouldn’t eat or drink in company vehicles. In practice, it’s going to happen. In fact, it’s going to be unavoidable, at least some of the time. It, therefore, makes sense to recognise this and work with it.
The issue of paperwork
Paperwork is largely migrating onto tablets. It is therefore becoming less of an issue. With that said, it will probably be quite some time before it disappears completely. Generally, the best way to manage it is to have some sort of filing system in the cargo area. Drivers can then transfer what they need to a clipboard or ring binder that they keep in the front.
Scheduling regular cleaning
All vehicles should be given a basic cleaning at the end of each shift. Drivers should remove all rubbish and wipe down/vacuum the interior. If necessary, they should clean surface dirt off the exterior, particularly the glass and mirrors. Make sure drivers have time to do this during working hours.
Vehicles should be given periodic deep cleans both internally and externally. These may be done by professionals rather than regular drivers.
