Employers with mobile employees should take a proactive approach to make sure those workers use cell phones safely and do not put themselves or bystanders at risk. Any employer with mobile staff should have a clear cell phone safety policy that defines whether and how phones may be used while driving and what the repercussions are for breaking the policy.
To help ensure the policy is enforceable, fair, and realistic, employers may want input from mobile employees and managers when creating it. For related information on mobile-device safety and worker issues, see Mobile devices, workers' compensation, older-driver safety, mobile home remodeling, and mobile security.
Safety Training For Drivers.
Require that any mobile employee who will drive a company vehicle has a valid driver's license and completes a driver safety or defensive driving course before using the vehicle. These courses often include demonstrations of how phone distraction affects driving and can be an eye-opener for workers who have not witnessed crash consequences firsthand.
Post Warnings in All Company Vehicles.
Post a concise notice in every company vehicle stating that cell phones should not be used while driving. The notice should explain that if a call is an emergency, the operator should let a passenger make the call or the driver should pull over before using the phone.
Hands-Free Device Option.
If feasible, allow mobile employees to use only hands-free devices while driving. Providing hands-free kits does not eliminate distraction, but research shows hands-free devices can reduce some risks associated with handheld phone use.
Answering Services or Call Forwarding Options.
Consider using an answering service or call-forwarding option so mobile workers do not feel compelled to answer calls while driving. Workers can check messages and return calls after arriving at their destination.
Turn the Cell Phone Off.
The policy could require mobile employees to turn their cell phones off while driving company vehicles, turning them on again only after they reach a safe stop. If this approach is used, the policy should address passengers' phone use as well.
Let Employees Take Responsibility.
Include enforcement measures such as making employees responsible for fines or additional vehicle costs from traffic violations related to illegal cell phone use. The policy can also specify escalating disciplinary action for repeated infractions.
Banning Cell Phones from Company Vehicles.
A total ban on phone use in company vehicles should be a last resort because it might prevent contacting emergency services after a crash. A full ban may be appropriate if employees repeatedly ignore other policy elements or accumulate multiple violations.
For information on insurance options for vehicles used to sell or deliver goods, see Fashion Truck Insurance. If you want to review your policy choices with a professional, consider asking your agent or talk to an agent.
Frequently Asked Questions
Can an employer ban personal cell phones in a company vehicle?
Yes, employers can set policies restricting personal phone use in company vehicles, but they should consider emergency access and clearly communicate enforcement rules.
Are hands-free devices completely safe for drivers?
Hands-free devices reduce manual and visual distraction but do not eliminate cognitive distraction from phone conversations.
What should be included in a cell phone safety policy?
A policy should define permitted phone use, required training, enforcement measures, and guidance for emergencies and passengers.
How can employers enforce a cell phone policy?
Enforcement options include disciplinary rules, requiring employees to pay fines related to violations, and escalating consequences for repeated offenses.