How organisations can help safeguard employees driving to work in wintery conditions
11/28/2021
Disruption to the travel network could be one of the biggest challenges an organisation will face, and many employees may opt to drive during hazardous conditions.
Adverse weather and longer periods of darkness makes driving more hazardous during winter. It is important that organisations consider any additional challenges this presents for their employees and respond to these. To address the risks of slippery conditions, some organisations choose to provide employee-drivers with more appropriate vehicles (such as 4x4s) or special winter tyres. Whilst this is not an option for all employers - a ‘severe weather travel plan’ should be.
What is a severe weather travel plan?
A severe weather plan should include guidance on when it is safe or unsafe to travel, who to contact in an emergency, and contingency measures in the event of disruption to the local travel network (e.g. home working, alternative routes etc).
Employers also have a statutory duty, rising from various legislation and regulations to maintain access to their work premises in a safe condition; in winter, this could mean clearing snow and ice from paths or car parks.
Care needs to be taken when deciding who should be responsible for clearing ice and snow and gritting paths and car parks. You should undertake a comprehensive risk assessment and provide appropriate training and protective equipment. In order to defend public liability and employers’ liability claims, organisations must be able to demonstrate they have appropriate winter weather management plans in place and have followed these wherever possible. Evidence of decision-making processes is key. Evidence of their inspection records and gritting operations will need to be produced, along with other material plans.
Winter Driving Policy
As a minimum, it is advisable to create a formal ‘winter driving policy’. Central to this policy will be the question of whether journeys need to be taken at all during adverse conditions, and if they do, to alter schedules and give employees extra time to make appointments so they can drive at a safe speed.
Policies can also include guidance on preparing vehicles before journeys, including any additional equipment that might be needed, and explaining any actions to take in an emergency or breakdown situation.
The responsibility of the organisation
Organisations have additional responsibilities to ensure the safety of employees who are required to drive as part of their role.
Ensuring compliance with road traffic law is not enough – you must also comply with health and safety law, as this applies equally to on-the-road work activities as to all other work activities.
Proper consideration needs to be given to managing the risks of accidents and injuries caused by driving in adverse weather conditions.
The following considerations are particularly important:
• You should provide employees with guidelines for driving in different weather conditions, or a separate winter driving policy.
• Risk assessments should be conducted for any work-related driving activity.
• These assessments should be vehicle and driver-specific where practicable.
• Consider providing emergency kits which could include high-visibility jackets, torches, bottled water and blankets.
Zurich Risk Engineering has produced a Severe Weather Driving Tips guide.
Whatever the size of your organisation, good guidance, clearly communicated to all stakeholders, is key to ensuring your emergency and contingency planning for severe weather events functions effectively.
To discuss any aspect of this article further, speak with your local Zurich contact.
