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M5 Communication

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Evidence required

Requirement

To communicate fleet management policies and procedures to all staff involved in the fleet operation.

Purpose

To ensure that staff either directly or indirectly involved in the fleet operation are aware and have knowledge of the policies and procedures relevant to the FORS Standard.

Demonstration

FORS Operators shall communicate operational information and organisational policies and procedures through a staff or driver handbook and supporting documentation.

Communications shall include the responsibilities relevant to drivers and staff involved in the fleet operation as outlined in the following documents:

A procedure shall be in place for drivers to make an annual declaration acknowledging that they are aware of their individual responsibilities.

Any changes in the fleet operation or its policies and procedures shall be communicated using supporting documentation such as:

  • Method statements
  • Safe systems of work
  • Toolbox talks
  • Verbal briefings
  • Bulletins
  • Campaigns
  • Memos, letters and notices

All information should be communicated in a format that is readily accessible and easily understood by drivers and operational staff.

Staff and driver communication shall:

Prepare the following evidence:

Communication with drivers

Evidence showing how the latest policies, procedures and risk assessments have been shared with drivers. This could include:

  • Emails
  • System-generated distribution reports
  • Confirmation that paper copies were provided

Driver acknowledgement

Records showing that all drivers have received the latest policies, procedures and risk assessments. Records must include the driver’s details and the date and time they acknowledged them.

This can be shown using signed forms or electronic records.

Driver responsibilities

A declaration from each driver, completed within the last 12 months, confirming they understand their individual responsibilities.

Declarations must include the driver’s details and the date and time they were completed. They can be signed forms or electronic records.

Changes to the fleet operation

Provide any records used to communicate changes, such as:

  • Driver briefings
  • Toolbox talks
  • Internal communication logs
  • Emails

Using a single declaration

You can use a single annual declaration or driver handbook acknowledgement to meet these requirements, as long as it contains all the required information and you can provide evidence of this.

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