Journey Planning and Scheduling for Driving at Work
Good journey planning is one of the most effective ways to reduce risk when driving for work. Preparing properly before you set off helps prevent fatigue, rushing, poor decision-making, and unnecessary exposure to danger on the road.
Well-planned journeys also ensure that drivers are not placed under pressure to meet unrealistic deadlines or drive in unsafe conditions.
Plan the Route in Advance
The first step in safe journey planning is to choose an appropriate route. Routes should be suitable for the type of vehicle being driven and the nature of the journey.
When planning a route, aim to:
- Use safe and appropriate roads for the vehicle
- Avoid known congestion hotspots and major roadworks
- Reduce exposure to high-risk routes where possible
Satnav systems can be helpful, but they should be used as a guide rather than followed blindly. Drivers must remain aware of their surroundings and be prepared to adjust if conditions change.
Check Weather and Road Conditions
Weather conditions have a major impact on driving risk. Always check the weather forecast before setting off, particularly during winter months.
Conditions such as:
- Heavy rain
- Snow or ice
- Fog or high winds
may require you to adjust your route, reduce your speed, or delay the journey altogether. If conditions are unsafe, the journey should not go ahead.
Ensure the Schedule Is Realistic
Journeys must be planned with realistic time allowances. Employers must not expect drivers to rush, speed, or skip breaks to meet deadlines.
Journey schedules should include extra time for:
- Traffic delays
- Roadworks or diversions
- Loading and unloading
- Finding unfamiliar locations
Drivers should never feel pressured to take risks because of poor scheduling.
Plan Rest Breaks to Manage Fatigue
Fatigue is a major cause of road collisions. Rest breaks must be built into the journey plan.
As a general rule:
- Plan a break at least every two hours on longer journeys
- Stop immediately if you begin to feel tired
Even short periods of reduced concentration can have serious consequences.
Communication and Contingency Planning
Drivers should always know who to contact if something goes wrong.
This includes:
- Delays or changes to the schedule
- Breakdowns or vehicle issues
- Emergencies or incidents
Drivers should carry relevant information such as emergency contact numbers, insurance details, and breakdown cover information.
Allow Time for Safe Loading
If equipment, tools, or goods are being transported, time must be allowed for safe loading and securing.
Rushing this stage increases the risk of:
- Load movement during the journey
- Vehicle instability
- Damage or injury
Reduce Unnecessary Driving
Finally, consider whether the journey is actually necessary. Reducing driving reduces risk.
Alternatives may include:
- Video or phone meetings
- Rearranging meeting locations
- Adjusting schedules to combine journeys
The safest journey is the one you do not need to make.
