Recent Traffic Commissioner decisions demonstrate the real-world consequences when compliance goes wrong. In some cases, failures have resulted in Transport Managers suffering damage to their professional reputation, being disqualified or being required to demonstrate their professional competence again before returning to the role.
John Keelan-Edwards, Transport Manager CPC expert and Managing Director at Driver Hire Training, shares four common compliance mistakes that Transport Managers must stay on top of.
Mr Keelan-Edwards said:
“It is the Transport Manager’s daily responsibility to ensure that all operations are running smoothly, effectively and in line with compliance regulations. This isn’t something that stops after training, it needs to be upheld every day. It is vitally important that standards are upheld, even during busy periods for the logistics industry.
“To avoid regulatory action, Transport Managers and UK haulage operators must have the right systems in place and check that they are working effectively.”
1. Being a Transport Manager in name only
John explains, “Failing to provide effective and continuous management of the operation can lead to a range of issues affecting safety and productivity. As a Transport Manager, it’s important to monitor all areas of the operation and ensure procedures are being followed.
“Maintaining an open line of communication within the team can ensure that issues or blockers are identified as they arise. It also helps to create an open and transparent environment so that colleagues feel comfortable asking questions and raising any concerns.”
2. Failing to properly monitor drivers’ hours and tachographs
Transport Managers are responsible for correctly monitoring drivers’ hours and tachograph records so that drivers take the required breaks and do not exceed their permitted driving hours.
John comments, “For the safety of the operational team, and other road users, it’s crucial to monitor tachographs correctly. There are very specific rules around drivers’ hours, rest and breaks, for example. It is also the Transport Manager’s responsibility to take appropriate action if these rules aren’t followed.
“This may involve having regular conversations with drivers to highlight the importance of following the guidelines and taking the necessary steps if someone repeatedly breaks these rules. Transport Managers should also keep records of tachograph data, discussions and corrective actions, so that they have the necessary information if the DVSA requests it.”
3. Losing oversight of vehicle maintenance and roadworthiness
John shares, “It is a Transport Manager’s responsibility to oversee regular vehicle maintenance. As part of their role, they need to ensure that appropriate systems are in place to keep vehicles roadworthy. This includes making sure all required vehicle checks cover key safety items such as tyres, lights and brakes before setting off. Any issues should be correctly reported and flagged, and all safety-critical faults must be rectified before the vehicle departs. This is vital not only to meet regulatory requirements but also to keep all drivers on the road safe.
“This is something that is covered extensively during the Social Law module of Transport Manager training, so it’s important to apply these health and safety learnings and continue to monitor all aspects of vehicle safety.”
4. Delegating compliance without checking it is actually happening
John says, “During busy periods, it may be necessary for managers to delegate some compliance tasks to manage their workload. However, it’s important that they remain ‘in the loop’ with both compliance systems and day-to-day activity.
“Transport Managers must ensure that appropriate compliance records are maintained, and it’s crucial to stay up to date with all DVSA rules and regulations. Maintaining oversight of delegated tasks and day-to-day activity will help ensure that all drivers are operating safely and efficiently.”
(Picture: Yay Images)
