Preparing for and Responding to Weather-Related Fleet Challenges

From weather risk assessments to emergency response planning, there are important steps fleet managers should take in preparation for adverse conditions.

According to National Highways, winter breakdowns have soared 22% over the last five years, a figure that will focus the minds of fleet operators nationwide.

Vehicle are more likely to lose traction on icy or snow-covered surfaces. Additionally, engines have to work harder in cold weather, increasing wear and tear on components. So while good engine care is always necessary, this is especially the case in winter.

Congestion, delays and collisions

Congestion and delays are also a key challenge for fleet managers, not least because they have safety implications for drivers. They also mean that deliveries take longer to arrive, which has knock-on effects for customers.

Collisions also rise in winter months, which again puts your employees and other road users at risk.

Emergency response planning

There are many steps fleet managers can take to mitigate these risks, but there are bound to be problems in any winter season. As such, it's important to have solid response processes in place beforehand, including those involving emergencies.

Hot weather

While wintry conditions tend to cause a lot of problems for fleets, high temperatures can also bring challenges. Engine overheating, increased risk of battery failure and tyre blow outs due to hot road surfaces are potential issues.

Windy weather

Strong winds are a particular problem for high-sided vehicles, which can be blown off course or even crash due to crosswinds.

Downed power cables and trees can also pose risks.

Fog and mist

Fleet managers should also be alert to any areas of fog or mist that may affect their drivers, conditions which are more common in autumn and winter.

If visibility falls to 100 metres (328 feet), fog lights should be used (but not on full beam as the light will reflect back).

Rain

Like ice and snow, rain reduces traction, posing the risk of loss of control, and meaning braking distances are extended. Good tyre and brake care are chief considerations in mitigating these issues.

Heavy rain can also reduce visibility.

In this article we’ll discuss how to mitigate the risks, and deal with incidents in the most effective way.

Mitigate risks with thorough preparation

As a fleet manager, chances are you already have processes in place for checking the health of your vehicles, whichever season it is. These checks are doubly important in winter, as a matter of routine, but particularly before journeys commence.

Before the season changes, it’s valuable to carry out an adverse weather risk assessment on your fleet. Think about the following:

• How have past weather patterns impacted your fleet, your activities, your drivers and customers?
• Are there any weaknesses that should be addressed?
• As part of your adverse weather risk assessment, think about how severe weather might impact the safety of drivers, customers and the public, as well as operations and logistics.
  
  

Carry out fleet maintenance checks:

• Check that all fleet vehicles have working wipers, defrosters and climate control systems.
• Ensure all lights are working (and clean), including headlamps, tail lights, indicators and fog lights.
• Check brakes are working well.
• Ensure windscreens and mirrors are clean.
• Top up coolant, engine oil, hydraulic oil, transmission fluids and other lubricants in line with the manufacturer’s guidelines.
• Test and replace batteries as required, since extreme cold can make batteries less efficient. Also check batteries after hot periods, as they can be damaged by high temperatures.
• Inspect vehicle tyres for sufficient tread depth (1mm for HGVs, 1.6mm for vans and cars) and ensure they are properly inflated so they can handle wet or icy roads.
  
  

Ensure vehicles are equipped for the season

• Whether you operate lorries, vans, buses, or cars, winter tyres are not a legal requirement in the UK. Heavier vehicles would be less likely to benefit from them, but smaller delivery vehicles might.
• Ensure all drivers are stocked with emergency kits containing blankets, torches, and first aid supplies. Regarding first aid kits and driving in France: until 2020 it was a legal requirement to carry two breathalysers in driver first aid kits. While this is no longer required, it is still something to consider - so that drivers can double check they are not over the lower French limit, which is 0.05 BAC compared to the UK’s 0.08 BAC. Drivers should also ensure they have water and non-perishable food available - ideally enough to last at least 24 hours.
  
  

Establish driver training and protocols

• Provide training to drivers on how to handle adverse weather conditions, including issues such as low visibility and aquaplaning - although the latter is less likely with larger vehicles like lorries due to their weight and larger contact area.
• If drivers encounter adverse weather or unsafe conditions, they must report back to fleet management; ensure there are protocols for this to happen.
  
  

Undertake proactive route planning

• GPS maps really come into their own during winter. Harness real-time weather data and GPS information to re-route fleet traffic away from congested or hazardous areas.
• Develop contingency plans for routes impacted by severe weather.
  
  

Double-check fleet insurance and breakdown cover

• Good, comprehensive fleet insurance is non-negotiable - double check that policies cover weather-related damage and incidents.
• Having comprehensive breakdown service policies in place is also critical, so your drivers get the help they need to get back on the road - or to have their vehicle recovered for repairs. Breakdown policies are available for all fleet types, including non-hire and reward, self-drive hire, public and private hire, and courier / goods delivery.

Be ready to respond: Emergency response planning

Establish emergency communication plans

• As part of your emergency planning, it’s a good idea to implement a centralised communication system for real-time updates to drivers. A suitable solution may be provided as part of your fleet telematics package. Social media might also be used to augment this, alongside WhatsApp groups and plain-old phone calls (all of which must be used safely - i.e. not while driving).
• Clear instructions should be provided during an emergency, with information such as alternative routes and safety measures.
  
  

Provide incident response kits

• Supply your drivers with kits that include road cones, reflective triangles, and hi-viz clothing for breakdown scenarios. Tools, shovels, maps, jumper cables, portable chargers, and a fire extinguisher can also prove invaluable.
  
  

Make the most of fleet tracking and monitoring

• Fleet telematics really comes into its own as regards weather risk management. Use your telematics system to monitor vehicle performance and location during adverse weather. You’ll probably be doing this in any case, but it is especially important in higher-risk periods. By keeping on top of this, you may be able to avoid certain issues - such as congested areas or stretches of road impacted by bad weather.
• Keep an eye on incoming data so you can identify areas where conditions are deteriorating, and then take appropriate action.
  
  

Stay connected to Local Authorities/Police information streams

• Maintain contact with local authorities for updates on road closures or extreme conditions. TV/internet, radio, and authority social media (e.g. police X/Twitter accounts) can be monitored by you as a fleet manager and relayed to drivers, while drivers may listen to local radio for updates while driving - as well as monitoring any telematics-based updates.
• To maintain the safety of your fleet drivers, adhere to government/local authority guidelines or requirements as soon as they are made public.
  
  

Carry out post-event evaluations/reviews:

• Following an incident or situation, it’s a good idea to carry out a review in order to improve future protocols and equipment readiness. This can be a very useful part of weather risk management.
• When there’s time, conduct debriefings with drivers with a view to gathering insights on handling similar challenges.