As September arrives, the roads become noticeably busier. Schools and colleges return, commuter traffic increases after the relative quiet of the summer holiday period and congestion around residential areas, school gates and town centres rises significantly. Businesses whose employees drive as part of their role should pay close attention to the heightened risks that this seasonal change presents.
Whether your organisation operates a fleet of vehicles or relies on employees using company cars or their own vehicles for business travel, now is the ideal time to review your driving-for-work arrangements and ensure you have the policies and procedures in place to effectively manage the risks.
Where the risks come from
The start of the academic year creates a unique combination of road safety challenges:
- Increased traffic volumes during morning and afternoon peak periods
- More child pedestrians and cyclists travelling to and from school
- Greater congestion around schools and residential areas
- More inexperienced road users, including new student drivers and cyclists
- Increased pressure on employees who may already be dealing with tighter schedules and longer journey times
The Highway Code identifies children as among the most vulnerable road users and emphasises that drivers should adjust their speed and driving behaviour accordingly. It specifically warns that children may step unexpectedly into the road and that extra care is required in residential areas, near bus stops and around schools.
For employees driving for work, these risks are compounded by business pressures such as meeting appointments, completing deliveries and adhering to schedules.
Driving for work is a workplace health and safety issue
Many organisations still view road safety primarily as a driver responsibility. However, health and safety law makes it clear that employers also have duties when employees drive as part of their work.
The Health and Safety Executive (HSE) states that driving for work is one of the most dangerous activities many workers undertake, and that health and safety law applies to work-related driving in the same way it applies to other workplace activities.
Employers must manage the risks associated with work-related driving, including those involving company vehicles, leased vehicles and so-called “grey fleet” vehicles, where employees use their own cars for business purposes.
Importantly, the requirement extends beyond simply ensuring that a vehicle has a valid MOT or that a driver holds a licence. Employers are expected to take a broader approach to managing occupational road risk.
What does the law say?
Several pieces of UK legislation have relevance to driving for work.
The Health and Safety at Work etc. Act 1974 places a duty on employers to ensure, so far as is reasonably practicable, the health, safety and welfare of employees and others who may be affected by their work activities. Work-related driving falls within these obligations.
The Management of Health and Safety at Work Regulations 1999 require employers to conduct suitable and sufficient risk assessments and implement appropriate health and safety arrangements. Regulation 3 specifically requires employers to assess workplace risks, including those arising from driving activities.
The HSE advises employers to focus their risk assessments on three key areas:
1. The journey
2. The driver
3. The vehicle
This structured approach provides a practical framework for managing driving-at-work risks.
Key areas to look at
1. Journey planning
As traffic volumes increase, setting unrealistic schedules can unintentionally encourage risky driving behaviours.
Employers should look at their delivery schedules, appointment booking systems and travel expectations to ensure employees have sufficient time to complete journeys safely. The HSE identifies traffic, congestion, roadworks and time pressures as significant driving-at-work hazards.
It is worth considering:
- Allowing additional travel time during school-run periods
- Scheduling appointments outside known peak traffic times where possible
- Encouraging route planning before journeys begin
- Monitoring workloads that could contribute to fatigue or rushing
2. Driver awareness
This time of year presents an excellent opportunity for employers to refresh driver awareness through training programmes and use internal communication channels to reinforce the expectations around safe driving practice for all employees.
Many incidents occur because drivers fail to anticipate the behaviour of vulnerable road users. Children in particular can be unpredictable around roads, crossings and parked vehicles. The Highway Code specifically highlights the possibility of children running into the road unexpectedly and reminds drivers to adjust their speed for conditions.
To prepare for the change in road conditions at this time of year, employers may wish to send out reminders about aspects of driving including:
- Speed awareness near schools and residential areas
- Increased vigilance at pedestrian crossings
- Avoiding distractions while driving
- Safe following distances in congested traffic
- Awareness of cyclists and pedestrians
3. Fatigue and wellbeing
Traffic congestion can lead to longer journey times and that can increase driver frustration, stress and fatigue.
The HSE identifies fatigue as a major risk factor in work-related driving and recommends that employers consider worker wellbeing as part of their road safety arrangements.
Businesses should encourage employees to:
- Take appropriate breaks on longer journeys
- Avoid driving when excessively tired
- Report concerns about workload or travel schedules
- Plan journeys to avoid unnecessary stress
Encouraging a supportive reporting culture can help identify risks before they result in incidents.
4. Vehicle safety
Increased stop-start traffic places additional demands on vehicles.
Employers have legal responsibilities to ensure vehicles used for work are safe and properly maintained. The HSE notes that vehicle condition is a key element of driving-at-work risk management.
September is a good time to remind drivers about:
- Tyre condition and pressures
- Lights and indicators
- Windscreen visibility
- Brake performance
- Routine maintenance inspections
Organisations should also ensure that ‘grey fleet’ users maintain their vehicles appropriately and hold the necessary licence, insurance and MOT documentation.
The consequences of getting it wrong
The consequences of a work-related road collision can be severe. Beyond the obvious and significant human effect, incidents may result in damage to vehicles, insurance claims, lost productivity, operational disruption and (often underestimated) reputational harm.
In serious cases, employers may face enforcement action where management failures have contributed to an incident. The HSE notes that organisations could face prosecution under health and safety legislation, and in the most serious circumstances the Corporate Manslaughter and Corporate Homicide Act 2007 may be relevant if significant management failings can be linked to a fatality.
For that reason, driving-at-work policies should be treated as an integral part of an organisation’s overall health and safety management system rather than just being put into the silo of transport issues.
