Part of running your business means making sure you take care of all internal admin as well as taking care of your customers. If your business has any vehicles owned or leased by the business, you should keep accurate records and maintain them regularly. This will not only help protect your employees when they use the vehicles, it will also protect you and your company in case of accidents or legal claims.
Remember the following guidelines to keep everything in order.
Safety inspections
Ask your employees who use the vehicles to carry out regular visual inspections. Any defects should be reported and logged.
Book in regular mechanical inspections with a professional mechanic. A quarterly check can give early warning on mechanical issues and it’s better than just doing an MOT once a year, which only checks whether the vehicle is roadworthy on the day of the test.
Fix problems immediately
Make sure drivers inform you about any problems immediately. As soon as you can, get these defects fixed, and keep meticulous records of when problems were fixed. This can be as simple as holding onto the invoice from the garage who did the repair.
Diarise
Timetable any important dates for the vehicles. This includes MOTS, renewal dates for insurance and tax. Give one person overall responsibility, and ask the drivers to take personal responsibility for the car they drive. This will give a double check system, so it’s less likely to fail.
Seek value
When lease contracts come up for renewal, hunt around for any better deals – or vehicles – on the market. The same goes for any aspect of business – why keep paying more simply because you don’t want to invest the time in looking around for a better deal?
Get someone else to do it
No, this isn’t a joke. Business gurus like David Lichtenstein and Dale Carnegie follow the mantra that you should stick to what you’re good at, and delegate the rest. If you have a great administrator in the office, give them fleet control, which will free you up to concentrate on the income- generating side of the business.