Proper work planning ensures that drivers, passengers, or customers have a safe, efficient, and timely journey while allowing for scheduled vehicle maintenance, rest stops, and compliance with legal requirements.
Trip preparation: Before starting any journey, the driver must prepare thoroughly:
Documentation: Gather all necessary papers for goods transport, including:
Sender and receiver information
Appointment times
Load securing requirements
Legal approvals for hazardous materials (if applicable)
Vehicle inspection
Conduct a pre-trip inspection to ensure the vehicle is roadworthy.
Check: tyres, brakes, lights, mirrors, fluids, and emergency equipment.
Route planning
Review routes, including alternative paths to avoid traffic or road closures.
Consider GPS navigation and maps for efficient travel.
Plan refueling points and rest stops.
TRIP MANAGEMENT FACTORS
Distance: Plan for long journeys; arrange co-drivers for extended trips to avoid fatigue.
Time & Traffic:
Schedule trips to avoid peak traffic hours.
Plan for reduced visibility times (early morning, evening, night).
Meals & Rest:
Include planned meal and rest breaks to maintain alertness.
Avoid driving while tired; fatigue increases accident risk.
Weather:
Check weather forecasts in advance.
Avoid driving in hazardous conditions or take proper precautions in rain, fog, snow, or high winds.
Passenger/Customer Consideration:
Ensure comfort and safety of passengers.
Communicate expected arrival times and any changes clearly.
TIME MANAGEMENT
Use GPS, maps, and alternative routes to reach destinations efficiently.
Estimate realistic travel times, accounting for traffic, weather, and breaks.
Adhere to legal driving limits (e.g., max 8 hours of driving in 24 hours for commercial/public service drivers).
Start early to reduce stress and avoid rushing.
SAFETY MANAGEMENT
Always follow road and company safety rules.
Maintain a safe following distance and reduce speed for adverse conditions.
Avoid distractions (phones, eating, etc.) while driving.
Take scheduled breaks to avoid fatigue and maintain alertness.
Communicate hazards or unsafe conditions to supervisors.
RECORD KEEPING
Maintain duty records, trip tickets, or logbooks.
Track hours, journey details, fuel usage, and cargo information.
Report incidents, delays, or faults immediately.
Ensure paperwork is complete: driving licence, vehicle registration, insurance, and roadworthiness documentation.
POST-TRIP PROCEDURES
Park the vehicle safely and securely.
Conduct a post-trip inspection to detect new issues.
Report faults or damages (tyres, brakes, lights, fluids, etc.).
Refuel and prepare the vehicle for the next journey.
Hand over documents, keys, and logbooks according to company policy.
KEY TAKEAWAYS
Proper work planning ensures:
Safe, timely, and efficient travel
Reduced risk of fatigue and accidents
Compliance with legal and company requirements
Smooth operation and customer satisfaction
Early detection and reporting of vehicle issues