TOOLBOX TALKS Introduce yourself and the talk Let the audience know that the talk will take approximately twenty minutes Before you start Make sure you have a copy of: The FORS standard Accompanying notes of the presentation Slide packs to hand to drivers at the end of the talk TOOLBOX TALKS O1 – Routing and scheduling

Fleet Operator Recognition Scheme (FORS) FORS is important to our company because it helps us: Demonstrate the quality of our operation Improve our road safety record To win / maintain work Remain legally compliant Become more efficient Reduce our environmental impacts - Explain what FORS is: ‘FORS aims to raise the level of quality within fleet operations, and demonstrate which operators are achieving the standard’ You should explain to driver what you want to achieve by giving this talk Explain the importance of FORS to the company and to the drivers Not all the images or examples used in the talk may be relevant to how you work.  Where this is the case, use examples from your own workforce.  Requirement: Fleet operators shall ensure that the most safe, efficient and appropriate vehicles are used and that any vehicle routes to sites or premises are carefully selected and adhered to unless directed otherwise by a relevant authority

Aim of toolbox talk The aim of this toolbox talk is to ensure that you (including sub-contracted and agency drivers) know the most efficient, safe and appropriate vehicles and routes to use and that any vehicle routes to sites or premises are adhered to unless directed otherwise. This slide introduces the tool box talk and what we aim to achieve by presenting this talk. The aim of this toolbox talk is to ensure that you (including sub-contracted and agency drivers) know the most efficient, safe and appropriate vehicles and routes to use and that any vehicle routes to sites or premises are adhered to unless directed otherwise. This means understanding which vehicle to use and why, which roads will be used to and from premises or sites in order to ensure that customer requirements are met and that vulnerable road user safety is optimised. Note: not all the images or examples used in the talk may be relevant to how you work.  Where this is the case, use examples from your own workforce.  There may also be some risks that apply at your workplace that aren't included in the talk.  Before you use the talk, check its contents against your own risk assessment and add any information that you think is necessary

How this toolbox talk will help you This talk will help you to understand: Why the company plans routes The rationale for the types of roads and routes you select when planning your journey, eg whether it is the shortest distance or means staying on main roads That the shortest route is not necessarily the quickest route The time needed to complete the journey and that it can be realistically completed in that time How to identify hazards along a particular route and how to deal with them The consequences of route deviation This talk will also help you to understand: The rationale for the types of roads and routes you select when planning your journey, eg whether it is the shortest distance or means staying on main roads That the shortest route is not necessarily the quickest route The time needed to complete the journey and that it can be realistically completed in that time How to identify hazards along a particular route and how to deal with them The consequences of route deviation The talk will end with some questions, so listen up!

Why does the talk need to be given? The company goal is to route and schedule journeys effectively so that: Maximum efficiencies are achieved Your jobs are less stressful Costs can be controlled which makes the business more profitable and your jobs easier The risk of coming into contact with vulnerable road users is reduced The right vehicle is used for the right job The company goal is to route and schedule journeys effectively so that: Maximum efficiencies are achieved Your jobs are less stressful Costs can be controlled which makes the business more profitable and your jobs easier Customer satisfaction is maintained, which means more business, fewer complaints and increased job security The risk of coming into contact with vulnerable road users is reduced The right vehicle is used for the right job   It’s also of paramount importance that you understand: The correct procedure to follow if you need to deviate from a route The consequences of deviating from a route unnecessarily

Why it is important to plan routes Routing and scheduling should be done so that operations run as smoothly and efficiently as possible. This can mean: You don’t get lost Inappropriate routes are avoided Routes are efficiently aligned to deliveries and collections The probability of collisions is lowered Fuel savings are achieved Environmental impacts are reduced The company goal is to route and schedule journeys effectively so that: Maximum efficiencies are achieved Your jobs are less stressful Costs can be controlled which makes the business more profitable and your jobs easier Customer satisfaction is maintained, which means more business, fewer complaints and increased job security The risk of coming into contact with vulnerable road users is reduced The right vehicle is used for the right job   It’s also of paramount importance that you understand: The correct procedure to follow if you need to deviate from a route The consequences of deviating from a route unnecessarily

Who needs to plan the journey? The responsibility of planning journeys can lie with: The transport office (if the company has one) Otherwise, another role within the company or this could lie with you, the drivers The transport office (if the company has one) will be responsible for planning routes. Otherwise another role within the company will have the responsibility or this could lie with you, the drivers. If you operate regularly in an area, your local knowledge is invaluable and should be factored in. If planned by a manager or supervisor, time should be made available to brief you on the plan before the journey is started.

How should routing and scheduling be done? The journey should be planned before it is started. If you haven’t planned the journey yourself make sure you’re briefed on the route and take into account: Road restrictions, e.g. time, constraints on vehicle size, ‘banned’ routes etc. Preferred route options and alternatives in the event of an unforeseen event An evaluation of existing routes to check they are still the most efficient Journey length in order to reduce the risk of fatigue The need for rest breaks and access to toilets, washing facilities and refreshments Fees and tolls The journey should be planned before it is started. If you haven’t planned the journey yourself make sure you’re briefed on the route and take into account: Road restrictions, e.g. time, constraints on vehicle size, ‘banned’ routes etc Preferred route options and alternatives in the event of an unforeseen event An evaluation of existing routes to check they are still the most efficient Journey length in order to reduce the risk of fatigue The need for rest breaks and access to toilets, washing facilities and refreshments Fees and tolls   Your operation may not involve deliveries but may be a service function, e.g. related to gas or electrics. In many cases it is just as useful to schedule the day allowing time for the ‘on-site’ work to be completed particularly if multi-site work is involved. Confirmation that each task has been completed can be confirmed ‘live’.

How should routing and scheduling be done? Other things to take into account: Safer routes which are more appropriate for the type of vehicle doing the journey Avoiding periods of peak traffic flow (where possible) Any delivery time windows Routes which you should avoid Arranging the drops so that deliveries and collections are in the right order and efficient Safer routes which are more appropriate for the type of vehicle doing the journey Avoiding periods of peak traffic flow (where possible) Any delivery time windows Routes which you should avoid Arranging the drops so that deliveries and collections are in the right order and efficient

Understanding the toolbox talk 1. Who needs to do the routing and scheduling? 2. When should routing and scheduling take place? 3. Why should you plan journeys? 4. What does effective routing and scheduling achieve? 5. What procedure should you follow if you need to deviate from a route? 6. What are the consequences of deviating from a route unnecessarily? 1. Who needs to do the routing and scheduling? 2. When should routing and scheduling take place? 3. Why should you plan journeys? 4. What does effective routing and scheduling achieve? 5. What procedure should you follow if you need to deviate from a route? 6. What are the consequences of deviating from a route unnecessarily? 7. Does the route provided take account of overhead restrictions eg bridges, tunnels and other hazards which may present danger for your vehicle? 8. Does your planned route take account of road types and conditions ensuring you allow for rest breaks? 9. Does your route take into account bad weather conditions and is your vehicle equipped to operate in such weather conditions?

Routing and scheduling summary: We need to make sure: Journeys are planned so that operations run as smoothly and efficiently as possible Drivers know the most efficient, safe and appropriate vehicles and routes to use Vehicle routes to sites or premises are adhered to unless directed otherwise Its understood that effective planning can help to reduce stress and control costs You appreciate that good journey planning will help ensure customer satisfaction To sum up, we need to make sure journeys are planned so that operations run as smoothly and efficiently as possible. This is done to ensure that you (including sub-contracted and agency drivers) know the most efficient, safe and appropriate vehicles and routes to use and that any vehicle routes to sites or premises are adhered to unless directed otherwise. It is important to understand that effective planning can help to reduce stress and control costs - making the business more profitable and your job easier. You should also appreciate that good journey planning will help ensure customer satisfaction - which means more business and fewer complaints. Thank you for your time – and now I would like your feedback.

Ask drivers if they have any questions Ask drivers if they have any questions. If you have difficulty with any questions, seek further advice from your manager. Encourage discussion at the end of the presentation so drivers can interact with one another. Follow up any points that are raised at the presentation, eg by holding a further, perhaps more specific session on issues in relation to working at height and the prevention of fall from vehicles which may have been raised in the presentation Issue out a toolbox talk register and remind drivers to complete this, as their attendance record will be important. Thank them for their time and ask for feedback. Any questions?