The Hidden Risks in Fleet Management—and How to Avoid Them

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Fleet Management: Turning Compliance into Confidence

Managing a fleet isn’t just about keeping trucks on the road—it’s about safety, compliance, and protecting your business from unnecessary risk. After attending a recent webinar on fleet management, I wanted to share key takeaways that can help contractors strengthen their programs and avoid costly mistakes.

Why Fleet Management Matters

Fleet operations are often overlooked until something goes wrong—a roadside inspection, a DOT audit, or worse, an accident. Proactive fleet management reduces downtime, lowers claims, and protects your reputation. It’s not just compliance; it’s risk management.

DOT Compliance: Know Your Numbers

If your vehicles have a combined weight of 20,001 lbs or more, you fall under DOT regulations. This means:

  • Daily, complete vehicle inspections are mandatory.
  • Take your time during inspections—if something goes wrong and you end up in court, those records will matter.
  • Inspections can be done in-house or by an outside agency, but thoroughness is non-negotiable.

CAB Scores and Roadside Stops

One of the most eye-opening points from the webinar was how CAB (Carrier/Company) scores influence roadside inspections:

  • Yellow indicator: There’s a chance you’ll be pulled over.
  • Red indicator: You will be pulled over. Keeping your score below the 49 threshold is essential. Even small issues—like an orange ABS light near the tires or a broken brake canister—can trigger inspections and lead to violations.

Tip: Monitor your CAB score regularly and address any adverse trends before they become a problem.

Telematics & Video Retention: Use Data Wisely

Telematics and video systems are powerful tools, but they come with responsibility:

  • Avoid storing every record indefinitely—stick to a 6-month snapshot.
  • Attorneys can use excessive historical data against you.
  • Focus on identifying adverse trends and correcting them proactively.

Inspection Best Practices

  • Train drivers and supervisors on what to look for during inspections.
  • Document everything—photos, notes, timestamps.
  • Consider periodic audits by an outside agency for added credibility.

Building a Safety Culture

Fleet management isn’t just about avoiding fines—it’s about creating a culture of accountability. Supervisors play a critical role in reinforcing inspection habits and ensuring drivers understand why these steps matter. A proactive approach reduces claims, improves EMR, and ultimately positions your company to win more work.

Thank You to Our Experts

A big thank you to Chuck Snyder, Jim McMillen, and Elizabeth Lowrey for sharing their expertise during this webinar. Their insights are helping contractors raise the bar on safety and performance.

Key Takeaway: Every missed inspection or ignored warning light can lead to fines, accidents, or worse. By staying ahead of these details, you protect your people, your reputation, and your bottom line.

 

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