Distracted driving policy’s designed to protect your people and your business
Distracted driving is a growing threat to small businesses. It puts your staff, vehicles, and reputation at risk. In the UK, thousands of crashes each year are linked to driver distraction.
That’s why creating a distracted driving policy is crucial. It keeps your employees safe, supports compliance, and reduces claims. Most importantly, it helps protect your bottom line.
Here’s what you need to know.
Why a distracted driving policy matters
Your people are your most valuable asset. But they’re also human. It only takes one glance at a phone, one moment of drowsiness, or one loud noise to cause an accident.
Without clear guidance, drivers might assume distracted habits are acceptable. That’s when accidents happen. A good policy tackles that early. It shows staff you care and ensures expectations are clear from the start.
This approach builds trust, improves road safety, and reduces downtime from accidents. It also shows insurers your business takes risk seriously.
Types of distracted driving to address
To prevent distracted driving, your policy should explain what counts as a distraction. Staff need to understand the risks before they can avoid them.
Some of the most common types include:
Manual distractions
Taking hands off the wheel. This includes eating, adjusting the radio, or using a phone.
Visual distractions
Looking away from the road. Checking a text, staring at the GPS, or talking to passengers.
Cognitive distractions
Losing focus. Daydreaming, fatigue, or being deep in conversation all reduce attention.
Auditory distractions
Loud sounds. Noisy passengers or blasting music can affect concentration.
Physical distractions
Shifting in the seat, grooming, or dressing while driving.
Each of these can have serious consequences. That’s why your policy should be specific, clear, and easy to follow.
Distracted driving and mobile phones
Phones are one of the biggest culprits. Even hands-free calls distract the brain. In the UK, it’s illegal to use handheld devices while driving.
Your policy must make this clear.
Many businesses now require drivers to set phones to silent before driving. Others go further, banning phone use altogether. This reduces the chance of incidents and removes any grey areas.
If you do allow hands-free use, keep it short. Encourage staff to pull over safely for longer conversations.
Using technology to reduce risk
Technology can help monitor and reduce distracted driving. Your policy should include guidance on how and when it’s used.
Common systems include:
Telematics for tracking driving behaviour
Mobile blockers to prevent phone use
Dashcams to review incidents
Hands-free tools that keep attention on the road
Used well, these tools reduce risk and improve training. But be transparent. Let staff know what is being monitored and why. That builds trust and increases buy-in.
Encouraging safe habits before every journey
Good habits start before the engine does.
Make sure staff know to:
Adjust mirrors and seats first
Set the GPS and temperature
Secure loose items
Avoid multitasking during the drive
Simple steps like these help drivers stay focused from the moment they leave.
Breaks matter too
Eating while driving is unsafe. So is driving when tired. Your policy should allow time for rest and refreshment.
Encourage staff to:
Pull over to eat
Take breaks on long journeys
Speak up if they feel drowsy or distracted
This helps prevent accidents and shows that staff wellbeing matters.
Passenger awareness
When staff are transporting others, remind them to stay focused. Conversations should be minimal in busy traffic or unfamiliar areas. A clear policy here ensures everyone knows what’s expected.
Training brings it to life
A written policy is only the start. You also need training.
Cover:
The risks of distracted driving
What counts as a distraction
What the policy says
How tech is used and why
Training should include real-life examples. Encourage questions. Help staff understand how the policy protects them.
Don’t forget to enforce it
Make it clear what happens if the policy is ignored. Set fair consequences and apply them consistently. This keeps everyone accountable.
Driving for better business
Robison & Co have recently partnered with National Highways free programme, Driving for Better Business. The programme provides free resources for all businesses who have an element of driving involved to ensure that your business and your drivers are safe at all times. For more information on Driving for Better Business, click HERE and access their free resource hub!
How motor fleet insurance supports safer driving
A distracted driving policy is a smart step. But it works even better alongside the right insurance.
If you manage multiple vehicles, motor fleet insurance offers more than just cover. It brings all your vehicles under one policy, helps reduce admin, and makes it easier to manage driver behaviour across your business.
At Robison & Co, we support this with personalised risk guidance to reduce claims and keep your people safer.
Learn more about how we protect businesses like yours on our Motor Fleet Insurance page.
Policies need regular updates
What works today might not tomorrow. Review your policy often. Add new tools or respond to changes in the law. A flexible policy stays relevant and effective.
Final thoughts
Preventing distracted driving protects people, property, and profits. With a clear, enforced policy, you reduce accidents and keep your business moving.
At Robison & Co, we help businesses like yours manage risk with confidence. We’ll help tailor a policy that fits your team, supports safety, and keeps you covered.
Contact us today for a motor fleet insurance policy quote
Want to protect your drivers and your business? We can help.
Our tailored motor fleet insurance policies come with expert advice and ongoing support.
