Robison & Co

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Distracted driving: Protecting your people and your business

Distracted driving: Protecting 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.

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.