Tag Archives: transport management

How to become a Driver CPC Trainer

How to become a Driver CPC trainer

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In this post under Driver CPC training, we’ll look at how to become a Driver CPC trainer, analysing the different routes you can take to become a Driver CPC trainer. If you’re already working in the transport industry then it might be easier than you think!

Step 1. Get Qualified

The first thing you need to do is assess your current status, essentially are you qualified and what is your experience?

To become a Driver CPC training instructor, you will need to be suitably qualified within the subject matter you would like to teach and have the relevant skills and experience. So, if you’re a qualified Transport Manager or an experienced HGV driver for example, then it’s likely you already possess most of those skills and experience needed.

The other skill/experience/qualification you’ll need is for the teaching itself. If you don’t have any (or limited) teaching experience, then you should consider taking a ‘train the trainer course’. This is usually a 5-day course which will provide you with all the information and training you’ll need to teach Driver CPC training. There are plenty of train-the-trainer courses out there, just Google it or have a butcher’s at the RHA’s course here. It’s worth noting the RHA is ridiculously expensive but it is a very comprehensive course, I took it myself!

Once you’re qualified then you’re ready to go to the next stage.

Route 1. Apply for a Driver CPC Trainer job

Most training centres will only employ you on a part-time on an ad hoc basis. So essentially you’ll be a freelancer, but you never know there may be some full-time positions out there. I’m not going to teach you to suck eggs when it comes to applying for a job as I’m sure you’re well versed in this area. Just make sure your CV is up-to-date and well-written. I might write a ‘how to write a winning CV and cover letter’ at some point but we’ll save that for another time. A great way to earn a decent living from Driver CPC training is to tout yourself to various centres AND join a Driver CPC Consortium. This brings us to route 2.

Route 2. Join a Driver CPC Consortium

Joining a Driver CPC Consortium is a great way to become a Driver CPC trainer, and run your own business at the same time! It’s a good alternative to setting up a centre in your own right.

A Consortium is a fully-fledged Driver CPC training centre, but they also have the authority to provide trainers with the opportunity to deliver Driver CPC under their umbrella. It’s essentially a cost-effective and hassle-free way to set up your own Driver CPC training business. Many freelancers, in-house transport managers and existing training centres do it this way.

There are a few Driver CPC Consortiums out there but of course, I’m going to promote my own Driver CPC training consortium! The remaining route is to set up your own Driver CPC training centre.

Route 3. Set up a Driver CPC training Centre

DVSA oversee all Driver CPC Training centres. They manage applications and quality assure centres and courses that deliver periodic training in the UK.

First, go to the .gov website. Download and complete the application form. One for the centre and one when applying to register your courses.

As part of the application, you will need to write a scheme of control or SoC. This document should include all the policies and procedures you’ll need to run your centre.

If you need help with this, then feel free to get in touch as I can supply a template Scheme of Control. I can also provide course materials, tools, stationery and support to help you get your training centre approval as quickly and efficiently as possible.

I hope you found my How to Become a Driver CPC Trainer post useful. If you need any advice or further information please do get in touch. We’re here to share the knowledge!

Driver CPC Brighton Sussex

 

 

 

Transport Manager Costs

Simple & Transparent Pricing

We keep our External Transport Manager costs simple and transparent so you know exactly what you will be paying per month. Prices start at just £189.00 for Restricted Operators and £450.00 for Standard Operators.

GREEN OPERATORS (or new operators)
£450.00 for the first vehicle per month
Plus £100.00 per additional vehicle on the licence
Get Started
AMBER OPERATORS
£550.00 for the first vehicle per month
Plus £100.00 per additional vehicle on the licence
Get Started
RED OPERATORS
£650.00 for the first vehicle per month
Plus £100.00 per additional vehicle on the licence
Get Started

How can TMconsultant help?

Our ETM Finder Service connects Operators with External Transport Managers. The quick and simple service involves completing a simple form, making a payment, and then carrying out a search to find a suitable ETM near you. Once a suitable match is found, an introduction is made between you and the ETM.

External Transport Manager Finder Service

Connecting Operators with External Transport Managers

Get started

How many hours should an External Transport Manager work?

Below is the statutory guidance as to what might be expected in terms of hours worked by an external transport manager, relative to the maximum number of vehicles authorised for a licence. Remote working is acceptable, however, at least one monthly visit is necessary for an external transport manager to carry out their duties efficiently. For more information regarding the Senior Traffic Commissioner’s revised Statutory Guidance and Directions 3, go here.

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external transport manager

The External Transport Manager and What You Need to Know

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The External Transport Manager and What You Need to Know

The External Transport Manager, also known as ETM and often abbreviated as ETM, is an indispensable figure when it comes to ensuring compliance with legal obligations and upholding safety standards in the transportation industry. In this comprehensive blog post, we will delve into everything you need to know about the role of an ETM and the essential factors to consider before employing one.

What is an External Transport Manager?

An External Transport Manager is a designated contracted competent qualified professional who works part-time, usually for small to mid-sized operators. They ensure that your vehicles are roadworthy and your drivers comply with traffic and drivers’ hours rules. They must hold a Transport Manager Certificate of Professional Competence (CPC). The Transport Manager CPC is a Level 3 Qualification and is the minimum qualification required for holding an Operator’s Licence. This qualification requires the ETM to pass examinations and can cover both National and International operations.

ETMs are responsible to the wider public, through the Traffic Commissioner, to ensure that an operator is compliant. That is to say, if the Operator is not doing what the External Transport Manager is asking of them, they have a responsibility to inform the Office of the Traffic Commissioner (OtC).

What are the requirements for an External Transport Manager?

Let’s have a look at what the Senior Traffic Commissioner has to say in Statutory document no. 3: Transport Managers. “A designated transport manager must meet the requirements of Article 4 i.e; be of good repute, be professionally competent, and is not prohibited from acting as a transport manager by a traffic commissioner.

An ETM of ‘good repute’ is someone who is with a good reputation and is known to be honest, true, and forthright. The Goods Vehicles (Licensing of Operators) Act 1995, Schedule 3, states that “before an individual can be nominated as a transport manager on an operator’s licence they* themselves must be of good repute”. Traffic Commissioners have the power to remove an individual’s repute, so they can no longer fulfil the role of an ETM. Under paragraph 17B(2) of Schedule 3 (as amended by the Road Transport Operator Regulations 2011), “where a traffic commissioner determines that a transport manager has lost their good repute, the traffic commissioner must order the person to be disqualified from acting as a transport manager”. However, under certain circumstances, a traffic commissioner can also reinvoke a transport manager’s good repute.

Always check, when employing the services of an ETM their ‘good repute’ is still intact!

How many operators can an ETM work for?

The Senior Traffic Commissioner in Statutory document no. 3: Transport Managers states that “an individual is not designated to act in that capacity for more than 4 operators or be responsible for more than 50 vehicles or such smaller number as the traffic commissioner considers appropriate”.

Always check with your prospective ETM that they have enough margin to manage your operator licence. Further, the Traffic Commissioner will need to be satisfied the ETM can carry out their duties

Availability

The guidelines refer to starting points only and give indicative weekly hours of work which might be specified by a transport manager, but the traffic commissioner will consider all relevant factors in determining whether the starting points should be departed from. The level of hours required for any other employment, self-employment, or activities in which the proposed transport manager is engaged must also be taken into account as they may restrict their ability to devote sufficient time to the duties of a transport manager on any operator’s licence. The suggested amounts of time are a starting point as to what traffic commissioners might expect in terms of hours worked. They are intended as a prompt to operators/applicants and the nominated CPC holder to discuss what time is actually required.

TM1G statutory guidelines for the number of hours transport managers should work

Further, the Traffic Commissioner may also require information about the location of the operating centres for which a Transport Manager has responsibility, and whether travelling time will have an impact on thier ability to provide effective management. External Transport Managers should therefore include a breakdown of their working week at the point of application, including details of visits to the operating centres and of travelling time, as this may be requested.

How does employment work?

The operator and the ETM will have an initial meeting to discuss each other’s requirements. Once they reach an agreement, the operator will fill out a form on the online application. Subsequently, an email containing a link to the operator’s application will be sent to the ETM. The ETM must then complete the TM1 form, upload their TMCPC qualification, and, if required, provide evidence of their two-day refresher course. Additionally, at this point, the ETM must upload a cover letter explaining their other employment commitments and travel time to the operating centre.

TMs typically operate as independent contractors, and their services are billed on a monthly basis. Once both parties sign the agreement contract, their employment will commence.

Your ETM is expected to conduct site visits at least once a month to fulfil their responsibilities, especially during the initial stages of employment or if your Operator Compliance Risk Score is unfavourable. It is essential to maintain regular communication to ensure smooth operations, so keep the lines of communication open at all times. Additionally, you should have someone designated to handle day-to-day transport-related tasks.

Can an ETM be a volunteer?

No. Richard Turfitt (TC) pointed to a ruling made by the Upper Tribunal in 2015, stating that “a transport manager cannot be a volunteer as they often cannot establish a genuine link to the operator.

Beware of name-only ETMs

This is an ETM that offers their services without doing any of the work.

The Upper Tribunal has emphasised the “need for a proper, active transport manager is not a mere formality but a serious requirement.” 8 It follows that a transport manager should not be one in name only but should actively discharge their duty to exercise continuous and effective management.

If you find an ETM who offers their services in name only, then I would politely decline. Services in name compromise road safety and can also put your Operator’s Licence in jeopardy.

What should you be looking for when employing an ETM?

When selecting an External Transport Manager, several key factors should be considered:

  1. Qualifications: Ensure the ETM holds the appropriate TM CPC qualification, and if operating abroad, verify if they possess the International CPC qualification
  2. Good Repute: Confirm that the ETM maintains good repute, as it is a critical element of their credibility and trustworthiness
  3. Work Ethics and Experience: Consider the ETM’s work ethics and assess the additional value they can bring to your operations.
  4. Robust Policies and Procedures: Check if the ETM can provide pre-compiled, robust policies and procedures that can be immediately implemented. If they don’t you can purchase our compliance pack from our shop.
  5. Experience with FORS: If relevant, determine if the ETM has experience with the Fleet Operator Recognition Scheme (FORS)
  6. Frequency of Visits: Ensure the ETM commits to regular site visits to fulfil their responsibilities
  7. Cost: While cost is a factor, prioritise quality and expertise over the cheapest option

The Senior Traffic Commissioner has also identified some general indicators of effective transport management including:

Knowledge and skills – As indicated this requires more than just the formal qualification

Impact – Where the individual CPC holder is recognised as a key person within the organisation so that s/he can influence decisions relevant to compliance and authority to deal with external contractors. Their position should reflect the professional and personal responsibility vested in the individual

Decision making – Where the individual CPC holder is sufficiently close to drivers to be able to influence their behaviours and senior enough to influence the deployment of resources and to inform the decisions of the owner/directors/partners.

How experienced will the ETM need to be?

If you are a new Operator, a new ETM might be just the ticket as you can both grow together. A newly qualified ETM is always really enthusiastic and raring to go. If you are an orange or red operator, however, you will need a more experienced ETM who can offer a tried and tested more robust service.

Will I need someone in place to look after day-to-day duties?

Yes, you will. As your ETM won’t be with you full time you will need to have someone in place for running day-to-day duties on behalf of the External Transport Manager. You will need to work as a team to ensure you are compliant 100% of the time.

What are an External Transport Manager’s responsibilities?

The five key responsibilities include:

  1. Compliance: The primary responsibility of an ETM is to ensure that the Operator complies with all relevant laws and regulations. This includes keeping abreast of changes in legislation and implementing necessary adjustments to maintain compliance
  2. Driver Training and Management: ETMs are responsible for driver training and ensuring that all drivers are appropriately licensed and qualified. They also monitor driver performance and implement corrective actions when needed
  3. Fleet Maintenance and Safety: ETMs ensure that the Operator’s fleet is well-maintained and meets all safety standards
  4. Record Keeping: Accurate record-keeping is crucial in transport operations. ETMs maintain records of drivers’ working hours, vehicle inspections, maintenance logs, and other essential documentation
  5. Incident Management: In the unfortunate event of accidents or incidents, an ETM will handle the situation promptly and appropriately. This involves conducting investigations, reporting incidents to relevant authorities, and implementing preventive measures.

What are an External Transport Manager’s tasks?

The Senior Traffic Commissioner identified the following non-exhaustive list of the types of activity which would be expected of an External Transport Manager.

General Tasks

  • Manage and review compliance systems to ensure that they are effective
  • Address any shortcomings such as prohibitions and/or annual test failures
  • Ensure that relevant changes are notified to the Traffic Commissioner in accordance with operator licence requirements
  • Keep up to date on relevant changes in standards and legislation

Driver Admin

  • Ensure that drivers hold the appropriate licence for the vehicle they are driving (including non-GB vocational drivers from EU member states who are required to register their driving licences with DVLA within 12 months of being resident)
  • Ensure that regular checks are carried out on the drivers’ licences
  • Ensure that vocational drivers hold a valid driver CPC qualification (DQC)
  • Ensure that all driver hours records are kept for a period of no less than 12 months
  • Ensure that all working time records are kept for a period of no less than 24 months

Driver Management

  • Ensure compliance with driving hours rules (EU or Domestic Hours rules)
  • Ensure that drivers are recording their duty, driving time and rest breaks on the appropriate equipment or in drivers’ hours books and their records are being handed back for inspection as required
  • Where appropriate, download and store data from the vehicle digital tachograph unit. This should be at least every 90 days and from the drivers’ tachograph smart cards, at least every 28 days
  • Ensure that driver hours records are retained and are available to be produced during the relevant period
  • Ensure that records are retained for the purposes of the Working Time Directive (WTD) and that they are available to be produced during the relevant period
  • Ensure that drivers are adequately trained and competent to operate all relevant vehicles and equipment
  • Contribute to relevant training and subsequent disciplinary processes as required.

Driver Operations

  • Ensure that drivers are completing and returning their driver defect reporting sheets and that defects are recorded correctly
  • Ensure that all drivers and mobile workers take adequate breaks and periods of daily and weekly rest (as per the relevant regulations which apply).

Vehicle Admin

  • Ensure that vehicle maintenance records are retained for a period of no less than 15 months and are made available upon request
  • Ensure that vehicles are specified as required and that operator licence discs are current and displayed correctly
  • Ensure that vehicle payloads notifications are correct, height indicators are fitted and correct, and tachograph calibrations are up to date and displayed
  • Ensure that there are up-to-date certificates of insurance indemnifying company cars, commercial vehicles, and plant
  • Ensure a suitable maintenance planner is completed and displayed appropriately, setting preventative maintenance inspection dates at least 6 months in advance. This should include the Annual Test and other testing or calibration dates.

Vehicle Management

  • Ensure that vehicles and trailers are kept in a fit and roadworthy condition
  • Ensure that reported defects are either recorded in writing or in a format that is readily accessible and repaired promptly
  • Ensure that vehicles and trailers that are not roadworthy are taken out of service
  • Ensure that vehicles and towed equipment are made available for safety inspections, service, repair, and statutory testing
  • Ensure that safety inspections and other statutory testing are carried out within the notified O-licence maintenance intervals (ISO weeks)
  • Liaise with maintenance contractors, manufacturers, hire companies, and dealers, as might be appropriate. They also make certain vehicles and trailers are serviced in accordance with manufacturer recommendations

In addition to ensuring your compliance, the External Transport manager plays a vital role in reducing your fuel costs, assessing your current drivers’ Health and Safety policy status, and assisting with implementing training programs.

Where can I find an External Transport Manager?

An internet search is a good start and social media are good resources. You could also try our ETM Finder Service. This service connects External Transport Managers with Operators. We hold a comprehensive database of ETMs across the UK, so it is likely we can find someone near you. We will also ensure your ETM meets all the criteria we have looked at previously.

How much does an External Transport Manager cost?

For most reputable ETM suppliers, the rates start at £450.00 for one vehicle on the licence, plus £100.00 per additional vehicle per month.

Will there need to be a contract in place?

Yes, you will need an External Transport Manager Contract. This is a legally binding agreement between you and the External Transport Manager. The contract outlines the terms and conditions of employment and the roles and responsibilities of the ETM. You and the ETM will need a contract in place when completing the online TM1 form.

The contract should include the following:

  • Appointment/Termination
  • Duties
  • Fees, invoicing, and expenses
  • Confidentiality
  • Delivery up documents
  • Tax liabilities and indemnity
  • No employment
  • Data protection
  • Force majeure
  • Survival of causes of action
  • Severability
  • Waiver
  • Notices
  • Law and jurisdiction
  • The five key transport manager tasks in detail

You can purchase a template External Transport Manager contract from our shop.

How will an ETM implement our systems?

Conclusion 

The External Transport Manager plays a pivotal role in ensuring compliance and safety within the transportation industry. By carefully selecting an ETM who meets the necessary qualifications and exhibits strong work ethics, you can enjoy the benefits of smooth operations and reduced fuel costs. Keep communication lines open and collaborate effectively with your ETM and the designated personnel responsible for day-to-day tasks to maintain full compliance at all times.

Are you looking for an External Transport Manager?

Here at TMconsultant, our ETM Finder Service connects transport managers with operators. Every day external transport managers from all over the country join our database who are looking for work. Our ETM Finder Service takes the hassle out of the search process, connecting you with quality qualified ETMs.

Where can I get more information?

If you have any questions regarding the External Transport Manager, please do get in touch. Here to share the knowledge!

*I have changed the wording here from ‘he or she’ to ‘they’ to reflect the current use of non-binary pronouns.

Policies and Procedures tm consultant

Why we like Policies and Procedures for Transport Managers

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Why do we like Policies and Procedures for Transport Managers? Imagine a bustling transport operation where vehicles are dispatched seamlessly, maintenance issues are promptly addressed, and drivers adhere to strict safety protocols. This smooth operation isn’t a result of chance but of meticulously crafted policies and procedures. While the topic might not seem thrilling at first glance, its importance cannot be overstated.

Policies and procedures for transport managers provide the foundational framework for how a transport department functions. They define responsibilities, streamline decision-making, and ensure consistent and transparent operations. By establishing clear guidelines, policies and procedures helps prevent misunderstandings and debates, making it easier to navigate complex situations and maintain organisational harmony.

Transport managers, in particular, rely on these frameworks to implement Operator Licence undertakings effectively. From vehicle checks and maintenance to health and safety protocols, grievance procedures, and training programs, comprehensive policies cover a wide array of operational aspects. Writing a policies and procedures manual is undoubtedly a significant and time-consuming task, but it results in a powerful document that is indispensable to any efficient transport operation.

Why Do We Have Policies and Procedures?

Ensuring Efficiency and Control

No successful operator can run efficiently without robust policies and processes in place. A business without these guidelines is like a truck without a driver—essentially an organisation without control. Personnel at all levels would lack the guidance needed to make decisions and carry out tasks effectively. Consider the scenario of returning a faulty product to a shop without a clear refund policy; the outcome would vary based on who is serving you. Similarly, the absence of policies leads to inconsistent decision-making within an organisation.

Components of a Strong Internal Control System

The purpose of creating an internal control system through defining and documenting processes with well-written procedures can be summarised into four key components:

  1. Compliance: Complying with traffic laws and regulations is the fundamental responsibility of any operator. While policies and procedures alone may not demonstrate compliance, well-documented processes, including training and record-keeping, highlight an effective internal control system and adherence to regulations and standards.
  2. Operational Needs: Policies and procedures ensure that all operations run smoothly by providing clear guidelines on how tasks should be performed. This leads to a more organised and efficient workflow.
  3. Managing Risks: Identifying and mitigating risks is crucial for any transport operation. Well-defined procedures help manage potential risks by establishing protocols for various scenarios, thereby minimising the chance of errors and accidents.
  4. Continuous Improvement through Review: Regularly reviewing the effectiveness of policies is an integral part of internal control. Are your objectives being met? Are they meaningful and reflective of the process’s importance and risk? Necessary corrections can be identified and implemented through these reviews, fostering continuous improvement. Improvement is always a question of “as compared to what?”

Enhancing Efficiency and Reducing Supervision

Efficiency is at the heart of a transport manager’s role. Since the transport manager cannot be everywhere at once, developing and communicating policies allows staff and drivers to understand and adhere to their responsibilities independently. This reduces the need for direct supervision and increases overall operational efficiency. Creating well-defined processes documented by procedures to meet legal and regulatory requirements should be a top priority.

The Benefits of Well-Defined Policies and Procedures

Supporting Effective Decision-Making

Clear policies and procedures provide a framework for decision-making and delegation. They outline what actions are permissible, what decisions can be made, and what activities are appropriate. This clarity supports effective decision-making at all levels of the organisation.

Reducing Misunderstandings and Ensuring Consistency

A clear policy framework minimises misunderstandings and debates about specific situations. It ensures transparency and consistency in organisational operations and decision-making, creating a more harmonious and efficient working environment.

Implementation and Challenges

Creating a Comprehensive Manual

Writing a policies and procedures manual is a significant undertaking for any transport manager. It requires time and effort to gather all the necessary information and format it into a coherent document. However, once completed, it becomes a valuable asset that provides clear guidance for all operational aspects.

Utilising Off-the-Shelf Templates

Off-the-shelf templates can save time and effort. They provide a good starting point, but it’s crucial to customise them to meet your specific company requirements. While templates reduce the initial workload, a thorough review and adjustments are necessary to ensure they fit your organisation’s unique needs.

It’s worth noting that if you are ever in the unfortunate position of being called to a public enquiry, the Traffic Commissioner will scrutinise your policies and processes. If you have purchased an off-the-shelf template and have not made the requisite amendments, they will notice!

Continuous Improvement and Review

Regular Reviews and Updates

Reviewing data for policy effectiveness is a critical form of internal control and should be an integral part of the process. Annual reviews help determine if objectives are being achieved and if they are meaningful and reflective of the process’s importance and risk. These reviews enable necessary corrections and improvements.

Driving Improvement

Improvement occurs when comparing the prior condition to the current condition. It’s essential to ask, “as compared to what?” This question drives continuous improvement, ensuring that policies and procedures remain effective and relevant.

Conclusion

Policies and procedures are the backbone of any successful transport operation. They provide the structure needed for efficient and compliant operations, support effective decision-making, and drive continuous improvement. While creating these documents can be time-consuming, the benefits they offer make them an indispensable part of a transport manager’s toolkit.

If you would like to purchase our comprehensive Compliance Pack or would like to know more about writing your own policies and procedures for transport managers, please do get in touch. Here to share the knowledge!

How to Become an External Transport Manager

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Perhaps you’re just starting on a new venture, you could already be working in the transport industry, or you’re already a qualified transport manager and looking to transition to an external transport manager. Wherever you are on your career journey, please read on to find out, How to Become an External Transport Manager.

Most Small/Medium Enterprise (SME) operators don’t need to employ the services of a full-time transport manager. They therefore can opt to use a part-time/freelance external transport manager. This is where you come in, but if not already, you will first need to get qualified.

Step 1. Getting Qualified

To become an external transport manager you will first need to obtain a Transport Manager Certificate of Professional Competence (CPC) otherwise known as the Transport Manager CPC or TM CPC. It’s suitable for those wishing to enter the profession of HGV or PCV transport management to demonstrate professional competence to meet Operator Licensing requirements.

The Transport Manager CPC qualification is offered on behalf of the Department for Transport and is assessed at Level 3 competence of the National Qualification Framework.

The type of Transport Manager Certificate of Professional Competence (CPC) exam you need to take depends on which sector you want to work in:

  • Road Haulage – For goods vehicle operators, HGV or van companies
  • Road Passenger Transport – For public service vehicle operators, bus or coach companies

You need to take an exam approved by one of the following organisations:

  • Chartered Institute of Logistics and Transport (CILT)
  • City & Guilds
  • Innovate Awarding
  • National Logistics Training Consortium (NLTC)
  • NOCN Group
  • Skills and Education Group (SEG) Awards

Consider whether you will be working with operators running national and/or international operations. You will need to take an extra exam for international transport management.

Pop Transport Manager CPC into a search engine and find a training provider near you. Most offer options for distance learning, online, tutor-led and classroom courses.

Step 2. Getting ETM work

It is possible to become an external transport manager when just starting. Your options may be a little limited though, if you have little or no experience. There are, however, a few things you can do that will help tip the odds in your favour.

Get help/support

If you’re signed up with a company offering an ETMs finder service, you could ask them if you can come back to them, should you need some advice or guidance. You can also ask around, the Transport Manager Community are a friendly bunch and we’re always helping each other out. There are a few web forums out there, Facebook has a number of groups you can join to connect with other TMs

Be on top of your game

With sound knowledge and comprehensive understanding you can hit the ground running. If it’s a new operator, you could have your policies and processes documents ready to implement from the outset. Demonstrate you have a plan, so the operator knows they are in safe hands.

Aim for new SME (Small/Medium Enterprise) operators, running 1 to 5 vehicles. Starting with a new operator is great because you can grow together. My first job was with an owner-operator with one vehicle, he is now running a fleet of 50 vehicles and we are still working together.

ETM Finder services

There are companies (such as ourselves) that help operators gain their O’Licence and therefore are always on the lookout for external transport managers. Feel free to join our ETM database. If work comes in your area, we’ll be in touch!

New Operators

When you get work with a new operator, you will be expected to help set up their systems including policies/processes, tachograph hardware/software, and generally, guide them during the application process. We’ll have a look at systems in another post/video. Just remember that external transport managers are expected to provide the same level of expert compliance services as a full-time transport manager.

Restricted Licence Holders

You could consider offering your services to Restricted Licence holders. Restricted licence holders don’t need to employ the services of a professionally competent person, they have to sit OLAT but that’s it! However, restricted operators are required to comply with the same legislation as Standard Licence holders. I always advise Restricted Licence holders to ensure they at the very least, have access to professional advice. This can be in the form of a retainer service.

How many operators can I work for?

You can only work for 4 operators and a maximum of 50 vehicles. However, your application (via the operator’s application) will be at the Traffic Commissioner’s discretion. The factors considered include, how far and how long it will take you to travel to the operators’ premises, how many vehicles you will be managing, what work you will be carrying out, whether you have any assistance, what tasks the assistant will be assigned, the days and hours you will be working and what other work you do.

How much can I charge as an external transport manager?

The standard rates for an external transport manager are around £450.00 for the first vehicle plus £100.00 per vehicle after that. This system is based on the amount vehicles the operator has been granted on their licence, or the ‘margin’ as it’s called. So, if an operator has a five-vehicle margin, you could charge £850.00 per month, for example.

You can also charge more depending on the operator’s OCRS score. OCRS indicates the level of risk you will be managing. Therefore, you should consider the extra work and headspace required for the task ahead. It’s also worth noting you will need to take into account personalities. Every operator is different, however, an operator with a red OCRS score could indicate a resistance to compliance in general. If this is the case, you must be firm, resolute and confident with the systems you put into place. Have a look at my rates page here to get an idea of how much extra you should be charging for amber or red operators.

When can I start to charge my fee?

I often get asked by new operators if they can start paying the ETM from the point they put their first vehicle on the road. The simple answer to this question is no. Start to charge your fee as soon as the online TM1 form has been sent for approval and the contract has been signed. Once the TM1 form is in application, it has taken up one of your four permitted operator slots. Make sure the start date on your contract reflects this.

The Contract

You will need a comprehensive contract that covers:

  • Appointment/Termination
  • Duties
  • Fees, invoicing, and expenses
  • Confidentiality
  • Delivery up documents
  • Tax liabilities and indemnity
  • No employment
  • Data protection
  • Force majeure
  • Survival of causes of action
  • Severability
  • Waiver
  • Notices
  • Law and jurisdiction

It is always advisable to seek the assistance of a solicitor with all things legal. However, you can purchase and download a template copy of an External Transport Manager’s Contract here.

Considerations

There are some important things to keep in mind before making your application to the OTC. An ETM can only work for, up to four operators, managing a total of 50 vehicles.

Also, factors like, the total amount of vehicles you’ll be managing, the distance you’ll be travelling, whether you have on-site assistance and the tasks assigned to the assistant. Number of days and hours you work, and other work commitments will influence how much you’ll be permitted to take on.

Step 3. Transport Compliance Systems

Handbooks

As an External Transport Manager, ensure you are armed with all the documentation necessary to stay compliant. Policies and processes usually come in the form of handbooks. One for the operator and one for drivers and staff. They provide a framework within which an operator operates. They define what the transport department does and how you manage it. Clear policies and procedures support effective decision-making and delegation because they provide guidelines on what operators, drivers and staff can and cannot do, what decisions they can make, and what activities are appropriate.

Management tools

You will need to have tools in place to manage and record all required data. The easiest way to do this is to grab a spreadsheet and create tabs for each area of management required to be recorded. Such as:

  • Operator information
  • Vehicle maintenance planner
  • Driver information
  • Training Matrix
  • Incidents log
  • Complaints
  • Roadside stops
  • Fuel usage for example

There are compliance management software systems you can use but in all honesty, I have found them to be a little over-complicated for the SME operator.

You can use various compliance pack templates on the market. They should include but not be limited to:

  • Policies and procedures
  • Forms and stationery
  • Risk assessments
  • Declarations
  • Management tools

Feel free to have a look at our Transport Manager’s Compliance Template Pack which is both HGV and PCV friendly.

Tachograph analysis

You must ensure you have a means to collect and analyse driver card and vehicle unit (VU) data. You can either go directly to a tachograph analysis software company or sign up to a bureau. A bureau adds a level of extra personal service to the analysis process. Hardware-wise, you will need a download tool. More about tachograph analysis here.

Step 4. Add extra value to your offering

You can add value and earn extra income by becoming a Driver CPC Trainer. There are a few options open to you

You can learn more about how to become a Driver CPC trainer here.

Other opportunities

Other opportunities you can consider to make an extra buck are:

  • Compliance auditing services
  • Tachograph analysis services
  • FORS auditing
  • Restricted licence holder retainer services
  • Public Inquiry services

If you have any thoughts on other possible opportunities, I’d like to hear them!

Keep up to date, keep learning

Becoming an external transport manager can be a challenging yet rewarding career choice. It does require a wealth of knowledge but you can strengthen your position by staying up-to-date and, with most professions, continuous professional development is a key aspect of career development.

Keep up to date by signing up to trade publications. DVSA’s online publication ‘Moving On’ is the ticket for compliance updates. Feel free to join our newsletter too!

Need Help?

If you need any advice about how to become an external transport manager, please get in touch. We’re here to share the knowledge!