Driving for work

Introduction

For some workers, driving is part of the job, whether they drive a truck, a bus, a delivery van, a car, a motorcycle or a bike. Road accidents involving drivers at work are a serious problem and it is estimated that up to 40% of road deaths in Europe are work-related^[1].

This article focuses on the risks related to the driver, the vehicle and the journey that should be considered in a risk assessment. It also identifies possible workplace strategies to eliminate or reduce these risks.

Driving for work: definition

According to the European Transport Safety Council ‘driving for work’ includes professional transport (delivering goods and people), driving whilst at work (for example salespeople), workers on the road (for example people carrying out repairs) and commuting to work^[2][3].

Data on work-related road accidents

Data on work-related accidents are not readily available[4]. The European Statistics of Accidents at Work (ESAW)^[5] cover all accidents at work, including road traffic accidents but excluding commuting accidents^[i]. Furthermore, ESAW only collects data on occupational accidents. Work-related road accidents involving self-employed persons or injuries to third parties are not covered. In the report Tapping the potential for reducing work-related road deaths and injuries, the European Transport Safety Council (ETSC) suggests that to capture the true extent of work-related road deaths and serious injuries, data should include four categories: professional road users, commuters, third parties as well as workers on the road^[4]. 

Although there is no systematic monitoring of work-related road deaths and serious injuries for the EU as a whole, it is estimated that between 40 and 60% of all work-related fatalities are due to traffic accidents that occur while driving for work or commuting^[6][7]. Data from France^[4] show that although drivers of heavy trucks, buses and smaller vans make up the largest proportion of professional drivers, they account for a relatively small proportion of fatalities in collisions involving professional drivers. The majority of those killed in such collisions are likely to be third party victims. For example, data from the CARE database (Community database on Accidents on the Roads in Europe) suggest that in 2023, the majority of fatalities in crashes involving heavy goods vehicles will be car occupants, accounting for around 50% of deaths. Pedestrians follow with about 15%, while cyclists account for about 6% of fatalities^[8].

There are key differences between professional road user and commuter trips. While almost everyone commutes to reach a place of work, not everyone has to use the roads to complete a work-related task.

The focus of this article is on driving for work and professional transport. For more information on commuting safety, see the article Commuting accidents.

Managing the risks of driving for work

Professional driving is a high-risk activity and must be treated as a priority by organisations, not only for legal compliance, but also for social, reputational, financial and operational reasons. The consequences of a serious or fatal road accident can have a significant impact on organisations. Beyond the business impact, the toll on the driver and his or her family can be life-changing^[9].

Work-related road use is both a road safety issue and an occupational safety and health (OSH) issue. It falls within the scope of international and national road traffic regulations as well as OSH legislation.

Legislation on safety and health at work

The European Framework Directive 89/391/EEC on Safety and Health at Work^[10] obliges employers to take appropriate preventive measures to make work safer and healthier. The Directive introduces the principles of risk assessment as a key element for managing OSH. Its main elements are (1) hazard identification, (2) worker participation, (3) introduction of adequate measures with the priority of eliminating risks at the source, (4) documentation, and (5) periodical re-assessment of workplace hazards.

Vehicles are also covered by Directive 2009/104/EC on the use of work equipment^[11]. The Directive defines ‘work equipment’ as any machine, apparatus, tool or installation used at work. This means that vehicles fall within the scope of the Directive and the key principles apply, including  vehicles should be

• fit for the purpose for which they are used;
• designed for safety, by fitting them with safety systems such as electronic braking systems, overload indicators, speed-limiting devices, power steering, etc.
• maintained in a safe and fit condition^[12].

European legislation on road safety

Employers must also comply with European and national transport and road safety legislation and ensure that their employees do so. Examples of such requirements are the regular examinations for roadworthiness of the vehicles used on public roads and the fact that drivers should have a driving license.

In Europe the road transport sector is covered by various directives and regulations on driving and road transport, with requirements on topics such as:

• driving times, breaks and rest periods for drivers who transport goods or passengers by road^{[13] [14]};
• maximum authorized dimensions and maximum authorized weights in national and international traffic^[15];
• roadworthiness testing^[16];
• placing on the market and market surveillance^[17][18];
• driving licenses and qualifications ^[19] [20].

In addition to these legal requirements, insurance providers may introduce additional duties, both for those driving company owned vehicles and for those driving their own vehicle on company business. In the latter case this may include the requirement that the driver's own insurance includes such business use.

Benefits of managing road safety

In addition to complying with European and national legislation, managing the risks of driving for work has many benefits, such as

• fewer days lost due to accidents;
• reduced risk of work-related ill health;
• reduced stress and improved morale;
• fewer vehicles off the road for repair and reduced maintenance costs;
• fewer missed orders;
• less time lost to work rescheduling;
• less need for investigation and follow-up;
• less pollution and more fuel-efficiency from vehicles;
• less chance of key employees being banned from driving (e.g. as a result of drunk driving)^[12] [9]. 

Approach and policies

Effectively managing the risks associated with driving for work requires a structured, proactive approach based on a thorough risk assessment. Organisations should develop clear policies that address the risks identified and implement measures to mitigate them. It also includes consultation with workers and their representatives so that everyone is actively involved in identifying risks and developing appropriate measures. Additionally, the provision of instructions, safe work practices, information, and training ensures that workers understand the risks and the steps they can take to protect themselves and their colleagues. OSH principles should be incorporated into all aspects of fleet operations, from vehicle maintenance and route planning to driver training and management. Safe fleet management requires clear management commitment and leadership and a strong organisational culture ensuring that safety is embedded at every level of the business^[21]. Implementing frameworks such as ISO 39001 - the international standard for road safety management systems - can help organisations to establish, monitor and continuously improve their approach to road safety and setting up a safe fleet management system. This standard provides a comprehensive structure for integrating road risk management into the broader OSH strategy.

Risk assessment and prevention strategies

Work-related road safety should be part of the overall OSH approach and should be included in the different steps of risk management: identifying risks, assessing risks, taking action, monitoring results and reviewing actions. The main areas to be considered in such a risk assessment are the journey, the driver and the vehicle^[22].

The assessment of road traffic risks for workers who drive for work could include the following:

• making an inventory of all road journeys (e.g. from deliveries, customer visits to business trips);
• analysing road journeys (planning, organisation, etc.);
• identifying workers exposed to road traffic risks;
• analysing the purpose and characteristics of assignments;
• analysing near-misses and accidents;
• defining an appropriate prevention strategy.

To support organisations in conducting risk assessments, the OiRA (Online Interactive Risk Assessment)^[23] tool may be used. OiRA is a web-based platform that enables workplaces to carry out health and safety risk assessments efficiently. It is designed particularly for smaller businesses and several tools focused on the transport industry are available.

A risk assessment should also consider whether prevention measures in place are adequate and whether it would be possible to implement a measure at a higher level in the hierarchy of controls^[24]:

• Elimination (e.g. online meetings instead of in-person meetings)
• Substitution (e.g. use vehicles with advanced safety solutions to prevent accidents (e.g. lane keeping assistance) instead of vehicles with poor safety solutions)
• Engineering controls (e.g. choose vehicles with technical or physical safety barriers to reduce harm in case of an accident e.g. airbags)
• Administrative controls (e.g. train the workers and drivers to drive safely and to keep to safe driving and resting times)
• Personal protective equipment (e.g. seatbelt, helmet) and smart wearables e.g. fatigue monitoring.

Driving for work policy

A driving for work policy provides the basic rules and procedures for managing risks and protecting drivers and other road users from harm. This policy lists the responsibilities of both the employer (e.g. to provide suitable vehicles, manage work schedules, provide training, etc.) and the drivers (e.g. code of conduct (no alcohol/drugs), to respect road regulations and keep vehicles in order).

Risks related to the journey

The journey itself involves a number of risks. There could be unexpected traffic jams or dangerous crossings along the way, weather conditions could make driving more dangerous, the journey could be long and monotonous increasing the risk of fatigue, or the time schedules could be too tight, increasing the risk of speeding.

Prevention strategies

In order to prevent these risks, employers and employees should plan the journey thoroughly. The following questions should be asked 

• Is the trip necessary?
• Is it possible to use other means of transport?
• Can the journey be usefully combined with other road trips?

Travelling should be avoided, if possible. If the trip is really necessary, the exposure of workers to work-related road risks should be reduced by^[25]:

• taking account of appropriate routes;
• consideration of traffic conditions (which may be different at different times of the day) incorporating realistic work schedules (distances allow drivers sufficient time to complete their journeys including delivery stops, rest breaks and foreseeable weather and traffic conditions);
• not putting drivers at risk from fatigue;
• taking into account adverse weather conditions and seasonality (such as light and darkness).

Journey Management and Planning

Effective journey management and planning should be part of road safety management. It is important to organise work schedules effectively in consultation with drivers in order to avoid driver fatigue. Considerations include: 

• respecting national and EU regulations
• avoiding working long hours;
• avoiding night/shift work;
• providing sufficient rest periods and breaks;
• building in time for disruptions or delays;
• ensuring predictability of schedules and timely notification of changes.

This means that every journey should be planned taking into account the road type, hazards (road works, accident ‘hot spots’), traffic densities (avoid peak traffic hours) and high-risk features such as schools or busy shopping centres^[26]. The journey planning should also include stops (every two hours) so that drivers can have regular rest breaks.

In order to reduce the need for speeding or skipping rest breaks, employers could set indicative limits on maximum driving distances and allow staff to take overnight stops. Also ensure that journey scheduling allows sufficient time for drivers to take into account foreseeable weather and traffic conditions.

Effective journey management also requires cooperation with regular clients and/or suppliers to enable ^{[27] [28]}:

• better organisation of rounds (with emphasis on planning in order to better understand the time constraints specified by the client and organise rounds accordingly);
• the integration of safety considerations in defining deadlines for delivery;
• better coordination of tasks for the receipt or delivery of goods;
• integrate more buffer times in the supply chain 

Risks related to the vehicle

Poorly maintained vehicles are a leading cause of road accidents. Worn tyres, windscreen wipers or brakes have a major impact on the safety of a vehicle. In addition to being in a safe and sound condition, vehicles must be suitable for the purpose for which they are used. For instance, a delivery van should not be used to transport heavy loads.

The appropriate vehicle

Drivers must be provided with vehicles suited to the work, distances, road and traffic conditions and any goods or passengers they may be carrying (short trips, transport of persons, material or freight)^[27]. Transparent requirements for the selection of vehicles with regard to aspects such as construction, driver and vehicle safety, in-vehicle safety equipment, fuel efficiency and environmental performance standards^[28] should be integrated into the company’s policies, regardless of whether vehicles are organisation-owned, leased, hired or private vehicles used for work purposes.

When selecting vehicles, it’s important to include safety features such as seat belt use sensors, lane assist, automated emergency braking, distraction recognition system, etc. and ergonomic aspects such as comfortable, easy-adjustable seats, low vibration levels, etc. In the specific context of fleet management, these requirements should also be embedded in procurement processes to ensure that only vehicles meeting defined safety criteria are purchased or contracted. Regular, proactive maintenance programmes should be established to keep vehicles in safe operating condition and to ensure that safety technologies remain functional. 

Maintenance

Steps to ensure vehicle maintenance should be planned and organised^[12]. There should be clear procedures and arrangements about which everyone is informed.

Ensuring that vehicles are properly maintained involves:

• Implementing procedures on the maintenance of vehicles (scheduled at regular intervals, carried out by competent persons, appropriate replacement parts, etc.).
• scheduling servicing of vehicles in in accordance with the manufacturer's instructions and depending on the conditions in which the vehicles are used;
• Keeping maintenance records;
• monitoring the status of vehicles on a daily basis;
• setting up a system to report problems (e.g. report form, intervention request form);
• encouraging staff to carry out pre-start checks. Basic checks before any journey include: Are windows and mirrors clean? Are tyres, brakes, steering and lights in good condition?;
• instructing and training staff on maintenance procedures for their vehicles;
• insisting that vehicles owned by drivers themselves are also properly maintained and regularly serviced^[12].

Risks related to the driver

Even when the journey is well planned and the vehicle safe and fit for the purpose, accidents can happen. If the driver is not properly trained or too tired to drive, he/she is at risk.

Employers should ensure that drivers are:

• competent and qualified;
• properly informed and trained;
• sufficiently fit and healthy to drive safely and not put themselves and others at risk;
• aware of how to minimise distraction.

Competence

Drivers should be qualified to use their vehicle, hold the necessary driving license(s) in accordance with regulations and have the knowledge and skills to drive safely.

Employers should assess driving skills during the recruitment process e.g. asking for references from the candidate’s previous jobs, testing driving skills, etc. Driving skills should also be regularly assessed during the course of the employment. If the driver has been involved in an accident or traffic violation, this should be investigated to determine whether the driver’s attitude, skills or behaviour contributed to the incident.

Before assessing drivers, it is important to specify what standards of skills and knowledge are required for the job. To ensure that these standards are met, companies could provide training.

Training

Training needs depend on an individual's previous experience and the type of work they will be doing. There should also be a screening process to determine which drivers need specific and targeted training in addition to the health and safety training. This should be done during the induction process and again during employment^[25].

Examples of training topics^[22]:

• Road traffic regulations
• Risks, causes of road crashes
• The use of in-vehicle technology
• Company policy on driving for work
• Driving techniques, e.g. defensive driving
• Incident reporting
• How to load and unload safely
• Breaks and rest periods, how to reduce the risks of fatigue by adopting good sleep hygiene and a healthy lifestyle.
• Courtesy on the road, how to prevent road rage
• How to respond to emergencies, e.g. how to protect their own safety when their vehicle breaks down, how to use the fire extinguisher

Employers should keep training records for each employee. 

Fitness

A large number of driver related risk factors are related to health: stress, sleepiness, distraction, ageing staff, unhealthy diet, consumption of alcohol, illegal drugs or medicine, smoking, lack of exercise, etc. Fatigue, for instance, is a major contributory factor in many road accidents^[29].

Employers should ensure that all employees are mentally and physically fit to drive. A minimum ‘fitness to drive’ standard must be set, and procedures should be in place to ensure that these standards are met^[25]. It is the driver’s responsibility to refrain from driving if he or she is not fit to do so. He/she should inform his employer if he/she is temporarily on medication or otherwise unfit to drive. 

Examples of prevention measures:

• offering medical checks and eyesight tests;
• setting limits on durations and distances of journeys;
• introducing alternatives for driving e.g. videoconferencing;
• encouraging drivers to take regular breaks and emphasise that if drivers feel tired, they must stop at a safe place as soon as possible;
• managing stress by adjusting journey schedules, stops and routes;
• offering ‘overnight stays’ for longer journeys;
• informing and training workers about the risk of driving under the influence of alcohol, drugs and medicines;
• adopting a zero tolerance policy on driving under the influence of alcohol and illicit drugs;
• providing information on an ergonomic sitting posture.

Distraction

There are three basic types of distraction^[24]:

• visual distraction makes drivers look away from or at irrelevant aspects of the road/traffic
• cognitive distraction makes drivers think about something other than the driving task
• manual distraction makes drivers take their hands off the wheel or carry out tasks not related to the driving task.

All three types of distraction—visual, manual, and cognitive—often occur simultaneously, such as when a driver is talking or texting on a handheld mobile phone^[24]. A wide range of distractions—including personal digital assistants (PDAs), app notifications, mobile phones, other road users, personal issues, the radio, and passengers—can impair a driver’s ability to recognise hazards and maintain control of the vehicle.

The use of mobile phones while driving, whether hand-held or hands-free, is a particularly significant distraction. While hands-free technology may appear to be safer, it does not significantly reduce the risk because the primary danger is cognitive distraction - the mental diversion from the task of driving.

When it comes to mobile phones, drivers need to be made aware that^[22]

• it is illegal to use a handheld mobile phone while driving for calls, texting, browsing the internet, or taking photos or videos.
• using a hands-free device still significantly increases the risk of a crash.

Tips for employers^[22]:

• Implement a clear mobile phone policy, for example: "Engine on, phone off." Workers should not make or receive calls while driving.
• If communication while driving is essential, provide suitable hands-free equipment.
• Encourage drivers to use hands-free devices only when absolutely necessary and to keep conversations brief.

Specific risks for the transport sector

A risk assessment should be done for every worker (or group of workers) who drives for work regularly. In the transport sector, however, professional drivers like bus, taxi and truck drivers are exposed to even more and more specific risks. This chapter will give a brief overview of the main risks and some recommendations to manage those risks.

Violence

Workers in the transport sector often work alone most of the time. Lone work has been shown to be a risk factor for violence and aggression^[30]. Moreover, some groups in the transport sector, such as bus and taxi drivers, often have direct contact with customers. Taxi drivers may also have cash in the car and may drive through isolated and dangerous areas. Their customers may be drunk or under the influence of drugs.

Drivers at increased risk of violence should be trained on how to deal with aggressive customers. Taxi drivers should be allowed to refuse a job if they feel unsafe^[31]. Technical devices, such as  an on-board alarm should make it possible to contact colleagues or emergency services quickly. In-vehicle cameras (and a sticker informing customers that they are being filmed) could also prevent third-party violence.

Vibrations

Drivers who spend most of their time in the vehicle are often exposed to whole-body vibrations. The risks of exposure depend on the type of vehicle, the average speed and how many hours are spent driving^[31]. Vibrations can cause musculoskeletal disorders (MSD) and other physical problems (e.g. cardiovascular diseases).

It is important to provide ergonomically designed driver’s seats reducing whole-body vibrations. Vehicles and seats have to be maintained properly. It is also possible to avoid poorly maintained roads by planning the journey well in advance.

Shift work/night work

Many drivers in the transport sector work long hours and often at night. This increases the risk of fatigue. Shift work is also a risk factor for an unhealthy lifestyle. 

Drivers should at least comply with the European guidelines for driving times^[14], breaks and rest periods. Employers should organise work in such a way that drivers have the time to take regular breaks and commute home safely after their shift. In some cases, two alternating drivers might be a solution.

Manual handling of loads

As well as transporting goods from one place to another, truck drivers often have to load and unload them which can lead to musculoskeletal disorders (MSD), back problems, etc. Bus and taxi drivers also often have to perform manual handling tasks, such as lifting or holding luggage, or assisting people with disabilities.

To prevent manual handling risks, the employer should provide appropriate lifting and handling aids and train workers on the risks and prevention measures.