Driver training
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Do not assume drivers know the regulations merely because they have HGV authorisation. A driver should be tested on his appointment and given the ministry Blue Book or a similar guide. Traffic office staff must be trained on the regulations so they understand the importance of compliance.
Traffic office staff should be required to organise the work so that the drivers can comply. The words "do your best'' should be banned from the vocabulary of any traffic office manager Drivers should never be asked or encouraged to drive over the hours, either directly or by implication.
There must be a system of periodic checks of drivers' records. The extent of those checks will depend upon the result of the previous check. If they are revealing offences, specific steps must be taken to make sure they do not recur.
Great care should be taken with automatic computer analysis of records. There are numerous highly reputable firms which analyse records but such analysis does not remove the need for senior managers to look at the results. In one case a computer analysis system showed a driver had been given no fewer than 700 written warnings in the previous 12 months for driver's records and hours offences. He had had no other reprimand from the employer.
The employer must respond to evidence that offences are being committed. Offences usually occur because drivers deliberately offend for their own personal reasons or because they are pushed to do so by the traffic office staff; because they misunderstand the regulations or some part of them; or because journeys are too tight.
The employer should analyse why offences are being committed, interview drivers and try to persuade and educate them before disciplining. But in the last analysis he should not be afraid to discipline drivers up to and including dismissal in the case of serious or repeated misconduct.
Remember in particular that all systems are far better if they are written and presented in a clear form, so that the employer's requirements are obvious.