Nearly every driver on the road today has access to a cell phone, mobile device or other in-vehicle technology that can distract them from driving. As a result, distraction has become one of the most serious road safety issues of our time.

Many governments now ban or substantially restrict the use of cell phones or mobile devices for talking or texting while driving. But do they guarantee that drivers will refrain from using these devices while driving? No.

That is why it is important for businesses to make a concerted effort to control distracted driving among its employees and others who drive on behalf of the organization.

Controlling Mobile Device Distractions

Here are four steps you can take to establish an effective mobile device policy to help reduce the risk of distraction-related crashes:

• Create—If your policy is informal, put it in writing. State your organization’s position on mobile device use and other distractions while driving.  A formal policy is the foundation of your distracted driving prevention program. It should apply to everyone in your organization who drives a vehicle for your business, including employees who drive their own or rented vehicles. (See sample policy below)
• Communicate—Communicate your safety policies continuously. One of the best ways to communicate your policy is to ask every employee who drives on company business to acknowledge in writing that they have read, understand and will follow your policy. Use emails, newsletters, bulletin boards, defensive driving training and signage in vehicles to reinforce your policy.
• Follow—Every employee who drives and every employee who communicates with your drivers plays a role in ensuring that your policy works. When office personnel contact employees while they are driving, or expect an instant response to emails or texts, it can convey to drivers that business is more important than safety. Make sure all employees understand their roles in making your policy successful. Have them defer conversations with drivers until they are safely parked and not expect instant responses to messages.
• Reinforce—Managers should define the safe driving practices and expected behaviors of those who drive for business purposes. They should also take the appropriate steps to understand who is following these policies and actively promote the desired behavior. You can also reinforce your policy in a positive manner by thanking employees for making safe, responsible decisions about their use of communications technology while driving.

Sample Mobile Device Policy

Accident statistics show that using mobile devices, such as cellular phones, laptops, personal digital assistants, navigation systems, and portable digital audio and video players, while operating a motor vehicle, is distracting and can substantially increase the risk of being involved in a crash. To help reduce the possibility of vehicle crashes, our company has adopted the following mobile device policy, applicable to all employees while driving a company vehicle at any time, or while driving any other vehicle (rented, leased, borrowed or their own vehicle) while conducting company business.

Our company’s policy is as follows:

• Employees must comply with all applicable laws and regulations regarding the use of mobile technology while driving.
• Use of hand held cellular phones while driving is prohibited.
• Cellular phone calls using hands-free technology while driving is discouraged. To minimize the impact of distraction, calls, if any, should be brief.  Extended conversations should be made while not driving.
• Sending or reading text messages or e-mails, dialing cellular phones, viewing television, videos or DVDs and inputting data into laptop computers, personal digital assistants or navigation systems is prohibited while driving.
• Accidents incurred while the employee is using a mobile device may be considered preventable, and subject to disciplinary action.

I have read the above policy and will abide by it.

________________________________________

(Employee signature)