Top-line Transport Manager Duties

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This list of Top-line Transport Manager Duties is not exhaustive and is intended to be used as a guide only. I have broken the jobs by daily, weekly, monthly, quarterly, and annually. Many of the jobs are interlinked and will need to be repeated where necessary. For a more detailed breakdown of the TMs duties, we have compiled the definitive transport manager’s compliance pack that contains all the requisite policies and procedures, risk assessments, declarations, and helpful tools, essential in helping you to effectively and continuously manage all transport activities.

Transport Manager Duties

Daily

Ensure all drivers have a daily defect report book
Ensure 3.5t drivers have a daily working time book. Including drivers who are swapping from EU to GB regs
Ensure VU has paper roll inserted and drivers carry a spare
Enter all defects are entered into a master defect book or the MS for cross-referencing
Ensure all defects are rectified immediately, information has been recorded accurately and signed off – No rolling defects
Collect any completed defect report books and working time record books
Record any of the below on the Master Spreadsheet (MS)
- Fines
- Accidents
- Incidents
- Insurance claims
- Breakdowns
- Roadside stops
- Complaints
- Driver info changes
- Training
Check planner schedule for any vehicle maintenance due dates
Ensure any vehicles due for maintenance are booked in with suppliers
Carry out pre-employment assessments for new drivers
Carry out induction training for any new drivers
File any relevant documentation

Weekly

Review/cross-reference all defects
Check whether part-time or agency drivers have or have not driven for any other company. If yes, they must complete the Agency or part-time driver activity record
Check planner for vehicle maintenance
Book in vehicles for PMIs, MOTs, Servicing, Brake Tests, Tyre changes
Enter fuel and tyre usage on the MS

Monthly

Collect Tachograph data and charts from drivers and VUs for analysis
Send off data for analysis
Make a record of the date sent and when reports are returned using the MS
Complete the Tachograph analysis discussion with drivers
- Cross-reference charts with reports
- Drivers must justify any infringements in writing on the report
- Drivers must sign off any infringements and TM countersign
- Check:
  - Digital Over Speeding – Instances whereby a vehicle has been recorded exceeding the predefined maximum speed limit for HGV/PCV’s. Small instances may indicate a steep descent. Review of any instances that exceed 3 minutes in duration.
  - Events and Faults – Lists all error messages and diagnostic events that the digital tachograph unit within a given vehicle has recorded, such as tampering with the unit, removal of power supply, or mechanical/electrical failure. Review this section in detail.
  - Driving without an Appropriate Card – This error occurs when the VU registers that the vehicle has been moved without a driver, enforcement, or workshop card being in place. In all likelihood, this error is brought about by small movements or shunts. However, they need to be explained where possible
  - Unknown Driver – Indicates in detail every instance whereby a vehicle has recorded itself in motion, without a driver, workshop or enforcement card being inserted. Although most instances will constitute a small shift or shunt, a review of this section in detail and paying close attention to any instance which exceeds 5 minutes in duration is recommended.
- Record driver infringements on MS. Analyse trends to determine whether a driver needs any further training, reprimands (warning letter)
Cross-reference PMI sheets with defect reports and carry out investigations for any discrepancies – Sign off PMI sheets
Complete a spot check daily walk round check with drivers to ensure they are doing this properly – provide training where necessary
Check with publications and online recourses for new legislation and general information relating to operating vehicles/training
Review planner and make any necessary adjustments
Book in vehicles for PMIs, MOTs, Servicing, Brake Tests, Tyre changes
Carry out monthly driver meetings including a toolbox talk – record each toolbox talk using the training record sheet
Carry out relevant driver licence checks
Carry out relevant eyesight checks
Carry out a monthly review/status meeting all staff involved with transport and with all connected departments

Quarterly

Processes review and update policies and processes where necessary

Annually

Ensure all vehicles are booked in for Pre MOT and MOT
Book drivers in for annual Driver CPC training and or any other required training
Carry out an annual review meeting with Directors and connected departments to include policies and processes according to Operator and Driver Handbooks
Review and update policies and processes where necessary
Directors to sign off updates
Communicate policy changes to drivers – Carry out annual review meeting with drivers including any policy updates – drivers to be given new updates with training and driver declaration sign off

For more information regarding the documentation and services we offer and Top-line Transport Manager Duties, please visit the TMconsultant shop or alternatively please just get in touch. If you are looking to become a Transport Manager, have a look at the National Careers Service page for Transport Managers and also a blog I wrote, Looking for an External Transport Manager?

Here to share the knowledge!

DVSA aims to stop violence against its staff

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Forward post from DVSA….

The Driver and Vehicle Standards Agency (DVSA) is taking a zero tolerance approach to physical and verbal assaults against its staff.

Between April 2016 and March 2017, more than 300 driving examiners, vehicle testers and roadside enforcement staff suffered physical or verbal abuse while doing their jobs. This was an increase of more than 50% on the previous year.

Attacks on staffs have included:

verbal abuse and death threats
damaging staff cars and offices
serious physical assaults
lorry drivers trying to run DVSA enforcement cars off the road
failed driving test candidates driving off with their examiner still in the car against their will

DVSA’s campaign aims to put a stop to this completely unacceptable abuse against its staff.

Don’t take it out on our staff

Around 4,600 people work for DVSA. They help you to stay safe on Great Britain’s roads by:

testing learners to make sure they can drive safely
helping keep vehicles safe through MOTs and annual tests
taking unsafe drivers and vehicles off the roads

They all have a right to come to work without being abused, threatened or assaulted.

The campaign will:

warn people what will happen if they do abuse, threaten or assault staff
show how being assaulted at work affects members of staff
encourage staff to report any instance of abuse so offenders can be dealt with

At driving test centres

Learner drivers who swear at or verbally abuse staff will be forced to:

use a different test centre the next time they take a test
take future tests with an extra supervisor present

Anyone who threatens or assault examiners, drives off with an examiner still in the car, or damages DVSA property will:

be reported to the police
face the strongest possible penalties

Although it’s extremely rare, driving instructors sometimes try to influence the results of a driving test by harassing or threatening examiners. They face being:

banned from specific driving test centres
removed from the approved driving instructor register

At the roadside, at operator sites or authorised testing centres

DVSA will:

record any abuse from commercial drivers and vehicle operators as evidence for any investigation by the traffic commissioners – they have the power to suspend or take away driving licences and operator licences
report serious incidents to the police

In some busy sites, enforcement staff are starting to trial body-worn cameras to capture evidence of abuse.

Body-worn cameras will be trialled by DVSA
Abuse will not be tolerated

Gareth Llewellyn, DVSA Chief Executive, said:

I am immensely proud of my colleagues at DVSA, all of whom work incredibly hard to help you stay safe on Britain’s roads. We do not tolerate anyone abusing, threatening or assaulting them.

Our message is clear – whatever has happened, don’t take it out on our staff. If you do, we’ll press for the strongest possible penalties.

The Traffic Commissioner for Wales, Nick Jones, said: “My fellow traffic commissioners and I welcome the agency’s campaign to tackle the unacceptable abuse which staff may face whilst carrying out their professional duties.”

Micronclean join the TMconsultant Driver CPC Consortium

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We are very pleased to announce Micronclean Limited have joined the TMconsultant Driver CPC consortium who will be delivering Driver CPC training in-house.

A little about Micronclean…

Micronclean are the Skegness Steam Laundry company established in 1883, shortly after the railhead reached the town. Originally it provided a service to the local landed gentry, the general population and particularly to the hotels and boarding houses which were rapidly being built in the area.

During the 1970s, the Company changed from being generalist suppliers of laundry services to specialist suppliers of clean garments to the food processing and manufacturing industries as well as suppliers of linen to the region’s restaurants and hotels.

The TMconsultant Driver CPC training consortium is a Driver CPC consortium and we provide the opportunity for anyone who would like to deliver Driver CPC training but would prefer not to set a training centre in their own right. By becoming one of our affiliate members you can teach Periodic Driver CPC training with all the benefits of being a fully registered training centre with JAUPT, operating under the umbrella of TMconsultant.

If you would like to know more about our consortium, please contact us for more information or alternatively have a look at our website where you can apply. Here to share the knowledge!

Welcome Micronclean, we very much look forward to working with you!

JK Transport win the Talent in Logistics Driver CPC Training Provider of the Year Award 2017

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We are very proud and pleased to announce that our very own Consortium member JK Transport win the Talent in Logistics Driver CPC Training Provider of the Year Award 2017! “The Driver CPC Training Provider of the Year Award, sponsored by Women in Logistics, went to JK Transport Training Services Ltd who has exceeded customer expectations and improved driver engagement.” They beat off competition from big boys Tesco Distribution and other very worthy competitors.

Managing Director James Kirwin says “we won the Driver CPC Training Provider of the Year at the Talent in Logistics Awards last night in Telford. It’s great to be recognised by our industry as a quality training provider, or THE quality training provider, in a very competitive market. Congratulations to the runners-up including Tesco! Thanks to the award sponsors, Women in Logistics Group. We also met Michael & Katrina Ferran of Transport Consulting Company and discussed our experiences of CPC delivery. Many of these were common to both businesses.”

JK Transport Training Services have been a member of the TMconsultant driver CPC training consortium right from our humble beginnings and have now grown into a leading driver CPC provider in the North of England. Although they are based in Middlesborough, JK Transport have recently expended delivery of Driver CPC nationally. Not only do JK Transport supply Driver CPC, they also offer top class HGV training services, compliance audits, external transport management consultancy and driver assessments. Congratulations again JK Transport Training Services!

If you would like to book your Driver CPC training with JK Transport Training Services you can contact them here.

If you would like to become a member of the TMconsultant Driver CPC consortium just get in touch. Here to share the knowledge!

Driving in hot weather – useful advice for lorry and van drivers

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Driving in hot weather

Unless you live in a freezer, you’ll know about the heat wave we’re experiencing in the UK at the moment. So I thought I’d write a little about driving in hot weather, the possible issues and how to stay cool!

Tyres

Air expands in heat! Our safety – and that of other road users – is wholly reliant on the ability and condition of our tyres to perform. Driving in hot weather means high ambient temperatures, hot road surfaces and higher speeds result in higher tyre pressures

Check the tyre mounting and air pressure. Inspect the tires every two hours or every 100 miles when driving in very hot weather.

Don’t let air out or the pressure will be too low when the tyres cool off. If a tyre is too hot to touch, don’t drive until the tyre cools off. Otherwise, the tire may blow out or catch fire.”

It’s always advisable for drivers to carry a tyre pressure gauge anyway. Use this if you are ever unsure.

Ventilation and sun burn

Rule 237 Highway code

“Keep your vehicle well ventilated to avoid drowsiness. Be aware that the road surface may become soft or if it rains after a dry spell it may become slippery. These conditions could affect your steering and braking. If you are dazzled by bright sunlight, slow down and if necessary, stop.”

Driving while you are hot will cause you to become dehydrated more quickly. Make sure you take on fluids regularly because dehydration reduces your ability to think and react, and therefore increases the risk you’ll have an accident.

Most vehicles now (fortunately) come with air conditioning. However, some older vehicles (unfortunately) don’t. This means it’s a case of windows open and the ventilation on full blast. Obviously drivers (sunburn) arm is likely to occur here, so either wear a long sleeve top, wear suncream or use your top to just cover your right arm. If it’s any conciliation I have been there and suffered the torment of traffic jams on the M25 for long periods of time in a lorry with no air con!

Hay Fever

Hay fever can lead to potential safety issues on roads if not controlled. If you sneeze at 70mph you lose your vision for as much as 100 metres this can be very dangerous. Here’s a few tips for you if you are prone to hay fever to help keep safe on the roads this summer:

Only take medication which doesn’t cause drowsiness
Consider getting someone else to drive if you are having a particularly bad hayfever day
Consider cabin pollen filters for your make of vehicle
Keep tissues close to hand
Slow down and drop back if you’re about to sneeze
Wear sunglasses to block out bright sunlight
Close windows and air vents to reduce pollen grains getting into the vehicle
Vacuum car mats and carpets regularly during summer, to get rid of dust

Stay cool, stay calm, drink water, rest when tired and stay safe on the roads this summer. Happy solstice!

If you need any advice regarding driving in hot weather or any other advice then just get in touch. Here to share the knowledge!

Link2London Grab Hire pass FORS Bronze standard audit

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Congratulations! Link2London Grab Hire pass their FORS Bronze standard audit

Link2London Grab Hire pass FORS Bronze standard audit! This was a re-audit for Link2London Grab Hire and what a fantastic achievement and is testament to their commitment to compliance and helping to make London's roads safer.

I have worked with Link2London Grab Hire for a number of years now so it was not a problem to ensure they were ready for the audit. I provided my support in the form of the TMconsultant Operator and Driver Handbooks, all the requisite documentation and advice.

A few words from the MD.....

"I would like to thank Nick from TMconsultant very much for all the hard work and dedication to Link2London Ltd. We just couldn't do this without him!"

Thank you Lucian, as always it is a pleasure to work with you.

If you need any advice or FORS help, then just get in touch. TMconsultant, here to share the knowledge!

Richard Turfitt is the new Senior Traffic Commissioner

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Richard Turfitt will succeed Beverly Bell as the new Senior Traffic Commissioner

Richard Turfitt will be taking up his new role as the new Traffic Commissioner on 1 June 2017. Turfitt, previously Traffic Commissioner for the East of England, has worked as a government prosecutor for more than a decade.

Transport Minister John Hayes said, “I’m delighted that Richard will be the new Senior Traffic Commissioner , following his tenure asTraffic Commissioner for the East of England. His knowledge and vast experience means he is well-placed to regulate services appropriately, and I wish him all the best in this important role.”

Traffic Commissioner are responsible for the regulation of bus, coach and goods vehicle operators, and registration of local bus services. They exercise power to call operators to a public inquiry to examine concerns about vehicle and driver safety. They also deal with professional drivers at conduct hearings.

Biography

Richard Turfitt joined the Health and Safety Executive in 1999 and helped establish their Litigation and Enforcement Advisory team. Richard helped to found the Health and Safety Lawyers’ Association and is a serving Justice of the Peace.

Career

Richard left independent practice in 1997 to prosecute on behalf of the Departments of Social Security and Health. In 1998 he moved to the Treasury Solicitor’s Department to undertake personal injury litigation. He was also responsible for managing the representation of the Prison Service at inquests throughout England and Wales.

DVSA publishes new load securing guide for vehicle operators

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DVSA publishes new load securing guide for vehicle operators. New guidance has been published by the Driver and Vehicle Standards Agency (DVSA) to help vehicle operators transport loads securely. This is a very comprehensive new guide which is easy to read and very useful. It also contains great new DVSA films posted in youtube.

The guide, developed with the transport industry, sets out important information like:

who’s responsible for load securing
the consequences of poor load securing
how DVSA enforces the rules on load securing

It gives practical advice about:

loading on different types of vehicles
carrying different types of loads

The guide includes videos so operators can find out things like:

what DVSA looks for when it stops a vehicle at the roadside
how different load securing systems can be used

The new load securing guide can be used by fleet operators to help meet requirement V6 Safe loading in the FORS standard which states “Fleet operators shall ensure that vehicles are safely loaded and that appropriate load restraints are used.”

To view the full article, please click here

DVSA’s 5-year strategy – helping you stay safe on Britain’s roads

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Forward post from DVSA and their 5-year strategy. A very interesting read, point to note relating to operators –

companies who prove they have excellent safety standards will see lower costs and other commercial advantages

DVSA’s purpose is to help you stay safe on Britain’s roads.

Today (Thursday 30 March 2017) we’ve published our 5-year strategy and business plan which set out a range of commitments we’ve made to improve road safety, user experience and value for money.

Our strategy explains what we’ll do between 2017 and 2022 to help you stay safe on Britain’s roads.

Our business plan sets out which parts of the strategy we’ll be taking forward in 2017 to 2018.

Read our 5-year strategy and business plan.

Reis Grab Hire pass FORS Bronze standard audit

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Congratulations Reis Grab Hire who pass their FORS Bronze standard audit

Reis Grab Hire pass FORS Bronze standard audit with ease! A great achievement and is testament to their commitment to compliance and helping to make London’s roads safer.

Reis Grab Hire purchased the FORS help documents package with TMconsultant’s assistance passed their FORS Bronze standard audit with no advisories or major action points. We created a to do list based on the information gathered and carried out a catch up once a week to ensure Reis Grab were on track. We were also present during the audit, to further assist our client on the day. We started work on 6th February and the audit took place on 24th March 2017.

A few words from the MD…..

“REIS GRAB HIRE LTD, would like to thank TMconsultant represented by Nick for the amazing work he’s done in guiding us and helping us to obtain the FORS BRONZE accreditation..”

Many thanks to Sebi, a pleasure to work with you.

If you need any advice or FORS help, then just get in touch. TMconsultant, here to share the knowledge!