Construction Fleet Safety: How to Reduce Risk and Protect Drivers Year-Round

Summer is the busiest and riskiest season on the road for construction crews. With more vehicles in transit and added distractions on the jobsite, even the safest drivers can face unexpected situations.

Transportation-related incidents accounted for 36.8% of the more than 5,000 fatal work injuries in the U.S. in 2023. The average crash costs an employer $16,500, but if it’s an on-the-job crash that results in an injury, that number skyrockets to $74,000. These consequences are serious — for construction workers and employers.

Yet while many companies have rules about smartphones, seatbelts, and speed limits, few look at fleet safety across the entire driving lifecycle — from hiring and fleet management software to policy setting and post-accident protocols. Doing so can help you develop smarter and safer management for your fleet of vehicles — including for post-crash protocols — and the employees who use them.

Without proper training and procedures in place, a driver could panic or overshare — inadvertently placing blame on themselves — or forget to notify the right people after an accident. Even small missteps can lead to unnecessary liability, delayed claims and costly disputes.

Ultimately, it all comes down to hiring the right drivers and using fleet management software, preparing and training drivers, and documenting and enforcing your policies. Let’s take a closer look at some key ways to protect your fleet and get drivers road-ready.

Step 1: Start With the Right Drivers and Fleet Management Software

Preparation begins with selection. Your drivers represent your brand, operate expensive equipment and make split-second decisions that could have major consequences. Screening Motor Vehicle Records (MVRs) helps flag patterns of unsafe behavior, but beyond the paperwork, it’s just as important to frame safety as a core value in job descriptions, during interviews and onboarding. You want drivers who take safety and responsibility seriously, not just those with technical expertise. And you want to demonstrate your business is serious about safety.

The right fleet management software is important, too, because it supports not only safe driving, but also helps identify certain maintenance issues that can be managed before they create costly issues that leave drivers idle and take vehicles off the road. A good fleet management software system:

• Centralizes data on vehicle performance, maintenance, driver behavior, and fuel consumption
• Uses real-time tracking and reporting tools for proactive decision-making
• Tracks metrics such as harsh braking, rapid acceleration, idling, speeding etc.
• Uses data to reward safe driving and correct unsafe practices
• Analyzes historical and real-time data to identify trends and inefficiencies
• Uses insights to optimize routes, reduce fuel costs, and prevent accidents
• Encourages open communication about risks, near-misses, and improvement opportunities
• Quickly addresses any motor vehicle crash infractions

The right drivers and fleet management software help your business practice and implement proper safety, monitor equipment and driver behaviors for risks you may be able to mitigate and help protect your business from costly claims that do arise if an accident or crash occurs.

Step 2: Set Expectations Early and Revisit Them Often

To prepare drivers for the job, you need clearly defined rules that are communicated and enforced consistently. This begins with a written fleet safety policy that outlines who is authorized to drive, which company vehicles can be used for what purposes and when, and which behaviors — such as using a phone while driving — are strictly prohibited.

It’s easy to run into problems because of what isn’t explicitly stated. For example, if your policy doesn’t say that workers aren’t allowed to use a work vehicle to tow their boat on the weekend, they may assume it’s allowed.

During onboarding, don’t just hand over a policy document — review policies together with the driver and have them sign it. At a minimum, conduct annual training for everyone, and more frequently for those involved in accidents or who have received tickets. You could even consider incorporating a ride-along to observe actual driving habits and identify what needs to be reviewed or reinforced. Make sure you hold everyone accountable — like nearly all surveyed executives (95%) who have taken corrective action when an employee fails to follow safe-driving practices. Accountability may be the most important lesson your fleet can learn.

Step 3: Prepare Drivers for Accidents

Even the best drivers can find themselves involved in an accident. Your role as a fleet manager is to make sure they know exactly what to do — and what not to do — when under pressure. That means providing them with tools, guidance and trusted partners they can rely upon in the moment.

This practice is especially important in today’s environment, where crashes come with a high risk of lawsuits and many that come with punishing verdicts that put businesses at risk of even surviving. When I speak with contractors and construction businesses, we always discuss this risk and the steps their business can take to prevent crushing verdicts. These recommendations are a starting place. It’s important to speak with your insurer and legal counsel to understand your risk, and how you can best implement these recommendations to keep your employees — and your business — safe.

Every vehicle should include a laminated accident kit with step-by-step instructions, a list of who to call, and space to record key details like insurance information, vehicle damage, and witness names. Just as importantly, it should outline what not to do, such as admitting fault, speculating or engaging in blame.

Drivers need to understand what they’re transporting, especially if it involves leased or third-party equipment. If the vehicle needs to be towed, they need to know what to remove, what to secure, and how to prevent secondary damage.

Finally, partnering with tow and repair vendors prevents your drivers from having to track down vehicles, navigate storage fees, or guess where to send damaged trucks. Drivers may be rattled after a crash. Handling logistics ahead of time can help them focus on the facts and adhere to protocols.

Best Practices for Crash Site Response

One of the best protections for your business is a well-prepared driver, and a well-documented and enforced policy. These are some best practices every construction driver should know in case of an accident:

• Prioritize safety – Move the vehicle out of traffic if possible.
• Call 911 – Report the incident and wait for emergency responders. Only provide first aid if trained.
• Contact the company – Call the designated person responsible for initiating the internal claims process. Drivers must speak directly to someone. Make sure the drivers know who the backup person on call is in case the primary contact is unreachable.
• Contact your insurer – Call your insurance representative immediately — doing so is critical to helping control your company’s claims costs.
• Notify the police – The more people that report the accident, the faster someone will respond. Make sure to obtain the police report.
• Document the scene – Take wide shots of the vehicles and surroundings, close-ups of any damage and images of signage or road conditions.
• Gather witness information – Get the names and contact information of anyone who saw the accident.
• Protect cargo – If transporting leased or high-value equipment, document it and remove it when it’s safe to do so before towing.
• Don’t admit fault – Stick to the facts and avoid speculation or blame.

Even the most experienced drivers need clear guidance, support, and structure to mitigate risk on the road. A strong fleet safety policy — with the right insurance coverage behind it — can help protect your crew, your equipment and your business. Talk to your insurance provider about developing a comprehensive safety plan that goes beyond the basics and fits your operation’s real-world needs.