To avoid friction when dismissing a driver, ensure that you implement these techniques to create a streamlined dismissal procedure.
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You will lose drivers, it’s inevitable. What you don’t want to lose are vehicles along with those drivers. Although Erik Rasmussen, director of strategic operations for PARS Incorporated, says that this type of situation is rare (since companies are usually anxious to get their vehicles back from exiting employees), an ex-employee can take off with your vehicles, and it’s better to be prepared than risk losing a vehicle to a disgruntled ex-worker.
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“This type of situation is rare since companies are usually anxious to get their vehicles back from exiting employees,” says Erik Rasmussen, director of strategic operations for PARS Inc., a fleet driveway company. But it still happens and you need to be prepared for it.
Here are two preventative measures you can try to ensure you don’t find yourself arguing with an ex-employee about when they will return your fleet vehicle:
1. Have a vehicle return strategy in place
If an employee can’t drop-off the fleet vehicle, your business needs to have a process in place for collection. By having the ex-driver call human resources or the company’s fleet support number, you can organise to collect the vehicle.
“With either option, the fleet department or fleet management company, will be concerned about the safe and speedy recovery of the vehicle asset and will often be able to work with the transporter to expedite the pickup of the fleet vehicle,” says Rasmussen.
Another option is to have a dedicated drop-off location that both your business and your ex-driver have agreed to. Rasmussen says that former employees can work out deals with human resources to leave a vehicle at an agreed-upon location. “Maybe they have negotiated with human resources that they’re going to leave the vehicle at a hotel or with the hotel manager. Those situations are a little rarer.”
For example, Rasmussen notes an instance where a company vehicle was abandoned in an airport parking lot. In another case, he witnessed an ex-employee leaving a fleet vehicle with a former co-worker or manager.
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2. Incorporate active reporting
Active reporting is a process where your business streamlines the process of exiting employees returning vehicles. This helps you keep track of exactly where the vehicle is at all times and how far your employee is with their final project.
“Again, communication is key, setting the expectations upfront and then proactively communicating to that separating employee. And as part of that communication, also providing them with the right contact information if they have questions,” says Rasmussen.
If you have a clear strategy in place to deal with possible eventualities of non-returned vehicles, these tips can help you. But always remember to keep your exiting driver in the loop so they know what is expected of them once they leave.
- If a separating employee can’t drop-off the fleet vehicle your business needs to have a process in place for collection.
- Another option is to have a dedicated drop-off location that both your business and your ex-driver have agreed to.
- Active reporting helps you keep track of exactly where the vehicle is at all times.