fleet management

A company's grey fleet refers to the assortment of employees'personal vehicles been used for the company's business journeys. Fleet management involves putting together steps, procedures and policies to control and regulate the usage of employees'vehicles for work related travels.

vehicle tracking systems

Most of the Companies that create this sort of fleet are those whose employees do not need to take plenty of business related trips. Grey fleet is viewed by most as a price saving alternative to buying or renting cars only for the company's business related trips particularly when the mileage travelled by employees for business every month or year is quite low. For a few of these companies, here is the approach to take but also for some it isn't. There are several factors that is highly recommended before deciding to select the grey fleet option instead of purchasing or leasing a couple of cars for business related trips. If the grey fleet is properly create and managed it really can cost the organization much less than other options.


Most folks are of the opinion that managing a grey fleet only costs a company the mileage expense claims made by drivers for each and every journey they make and that employers are not responsible for the employees when they're utilizing their private cars for business. They are huge misconceptions as the organization generally is not merely responsible for the employees when they're utilizing their personal cars but generally have to position these employees'cars on the company's insurance and manage them like the organization owns them.


A grey fleet manager or management software might be necessary depending on the size of the fleet. If it is a small-sized fleet, a fleet manager who'll lead to managing everything related to the fleet might be enough as generally good utilization of Microsoft excel is sufficient for managing all grey fleet related data. Where the fleet is really a large one, a fleet management software is going to be required to control most of data related to employees'vehicles. There are a few major factors that should be consider when deciding whether your company should create this sort of fleet.

fleet management

Very first thing you will need to consider is how your company intends to control the grey fleet, Policies need to be put in position to make certain both the driver and the company's safety and compliance to road rules. This can be carried out by ensuring license checks, vision checks, driver risk assessment, online driver training, vehicle safety inspections, MOT checks and insurance checks are regularly carried out on all drivers and their vehicles.


Carry out research about what alternatives your company has asides creating a grey fleet by comparing the fee, risks and great things about creating a grey fleet instead of purchasing, hiring or leasing vehicles solely for company use. Also there is a need certainly to determine if employees'vehicles are suited for the kind of journey that they will be properly used for.


Find out if there is an alternative solution way for your employee to close that deal or have that extremely important meeting without going on a company trip. Discouraging needless business trips can help your company save some money. Plenty of organizations now use video conferencing applications to own meetings with their business partners rather than travelling.


The business will have to consider Health and safety risks to its employees who are also the grey fleet drivers. Duty of care compliance rules which all fleet drivers will have to conform to should really be set up. Also the organization will have to be monitoring and managing the CO2 emission of the vehicles in their grey fleet.


In summary, grey fleet has its benefits if policies and rules have been in area for it to be properly managed. If your company is considering one, weigh your alternatives and if it seems to be the best one then select it.