Do You Have Line of Sight to Your Grey Fleet?

Many organisations have a good understanding of their company-owned fleet but far less visibility of the vehicles employees use for work purposes. This often overlooked group of vehicles is commonly known as the grey fleet.

Grey fleet vehicles are privately-owned vehicles driven by employees for work-related activities. While these vehicles may not appear on a fleet register, they are still being used to undertake organisational business and therefore expose both drivers and organisations to risk.

Out of sight, out of mind

The challenge with grey fleet is that it is often out of sight and therefore out of mind. Yet for many organisations, grey fleet travel can exceed company fleet travel by a considerable margin. As a result, a significant portion of workplace driving activity may be occurring with limited visibility, oversight or management.

Importantly, workplace health and safety responsibilities do not stop at the office door or company car park. A vehicle used for work is considered a workplace, and organisations have a responsibility to provide a safe working environment for employees undertaking work-related driving activities. This responsibility can extend to privately-owned vehicles used for work purposes, not just company-owned vehicles.

The added risks grey fleet carries

Grey fleet vehicles often present additional risks because they tend to be older than company fleet vehicles and may lack modern safety technologies such as autonomous emergency braking, electronic stability control and other advanced safety features. They are also often less fuel efficient and can contribute disproportionately to organisational emissions.

Applying company standards to grey fleet

Organisations can improve grey fleet safety and governance by applying similar standards to those used for company-owned vehicles. This may include:

• Requiring drivers to acknowledge and comply with fleet policies.
• Verifying licence, registration and insurance details.
• Establishing minimum vehicle safety standards.
• Setting maximum vehicle age limits.
• Introducing emissions or environmental criteria.
• Providing driver safety education and awareness programs.

Start with visibility

Effective management starts with visibility. Organisations cannot manage risks they cannot see.

The first step is to understand the size and nature of the grey fleet, engage stakeholders and establish appropriate governance arrangements. Once visibility is achieved, organisations can progressively improve safety, sustainability and compliance outcomes.

Grey fleet may be difficult to see, but it should never be overlooked. A vehicle used for work is a workplace, regardless of who owns it.