The Car and Truck Fleet and Leasing Management Magazine

How to Deal With Driver 'Amnesia'

You hear it more often than you’d like; looking at a fuel card record, you note a driver is buying premium fuel. You remind him that fleet policy prohibits that, and the response is “I forgot.” Here’s how you can deal with it.

October 2011, by Staff

As the old saying goes, “ignorance is no excuse,” but drivers fall back on that excuse for any number of policy violations and lack of response. Balancing the need to see to it that fleet policy is followed with the sometimes delicate relationship you have with your drivers isn’t easy, but it can be done.

Whether it’s “I forgot,” “I never saw the e-mail/memo,” or “nobody told me,” drivers can “forget” things very conveniently when it suits their purposes.

The buying of premium fuel is one example, but the issue can be any number of things — getting expense reports done on time, having preventive maintenance completed on schedule, or submitting vehicle condition reports on time. Whatever your communication is, you’ll have drivers who conveniently “forget” what they’ve been told. Sounds like an easy fix, but think things through carefully before taking action.

How Do You Communicate?

Not all that long ago, the only means of communication available to fleet managers were written (hard copy, letters, memos, etc.) and verbal via land line telephone. Confirming a message or instruction conveyed either way could be difficult, and driver amnesia was fairly common.

Today, this is hardly the case. Messages can be sent electronically, via e-mail, and directly to a driver via cell phone or other personal communications device (BlackBerry or iPhone). They can be targeted to an individual, group, or a mass audience, and can be easily tailored to any of them. Telephones have become free of cables and wires, as cell phones and smart phones keep business people connected and available nearly 24/7. Conference calls via bridge lines combined with live webcast meetings provide an excellent training tool, and the ability to get a message or instruction out to an audience that can run anywhere from local to global saves tens of thousands of dollars in travel expense.

The primary point is that while a simple telephone call or a written memo is very difficult to duplicate, it was difficult to provide evidence that the call took place or that the suddenly forgetful driver ever actually received the memo.

Today? Suffice it to say that anything and everything that is said, broadcast, or written electronically never goes away — much detail on the circumstances of the missive remains after it is sent. Understanding and using these and other permanent pieces of communication evidence can go a long way toward helping drivers with “suppressed memories.”

Avoid Confrontation

As with any other interaction with drivers and other stakeholders in the fleet process, it does the fleet manager little good to be confrontational. Playing “gotcha” by confronting a driver with one of the previously mentioned electronic records may prove your case, but it won’t do your relationship with them (or other drivers) any good going forward.

There are subtle ways to ensure that drivers know beforehand that a record of their receipt of an e-mail, a telephone call, or perhaps their participation in a conference call/webcast will be maintained. Conference call bridge lines, for example, often have a feature where participants state their names for the record. E-mails have options for “return receipt” and senders can check the status after they’re sent (who received it and who has opened it). Prepare recipients and participants by noting during every conference call and on every e-mail that such a record is kept, and that the sender will review who has received the message, and who has opened it.

A simple signature at the bottom of every e-mail can say something such as, “All recipients’ receipts and views of this message will be recorded.”

Cell phone records contain dates, times, locations, and numbers both called and received; they do not, however, note anything about content and thus are of limited use in helping cure driver amnesia.

The overall point here is that modern technology in communications provides the fleet manager with tools that didn’t exist when only land line telephones and paper memos were available. Learn them, and use them to both convey the message itself as well as notify recipients that the record is being kept, and will be reviewed. The goal is not to confront the amnesiac driver with evidence that he or she is being less than truthful, rather to prevent amnesia from occurring in the first place.

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