How Can We Create Fair and Effective Policies for Our Company Car Usage?

Dear Friends,

I have a live case study for you. Our company owns a five-member capacity car. We would like to utilize it as a cab for three of our senior managers for company purposes only. As it is difficult to manage the senior managers' demand for using the car for various reasons of their own, I would like to frame detailed policies or rules for the usage of our company car. The rules should also include the cab driver's responsibilities like maintenance, careful driving, etc. Please help me out with this.

Scenario Overview

Here is a brief idea of our scenario:

- The purpose of this facility is to reduce costs and ensure the effective utilization of the car.
- The driver will always drive the car, not any employee.
- Employees must club together their travel to avoid multiple trips.
- The car should not be utilized for personal purposes.
- The car should be used for regular pick-ups and drop-offs of officials and for official work.
- The car can make four to five trips a day.

I welcome any suggestions you may have on this matter. I hope this exercise will provide valuable input for me.

Regards,
Gaury

Just a thought... imagine a scenario when any two of these three officials require the car at the same time for some meeting or official purpose. You have to draft the policy keeping in mind such scenarios.

Also, point 3 is a little dicey. Again, I don't know what functions these three seniors handle, but clubbing together all the travel may not be feasible. Give it a thought.

Create a logbook that can be filled by the driver. It should include the destination to and from, date, kilometers, timings, and then whoever travels should sign the logbook in front of the entry.

This logbook should be maintained by the driver and checked by the Admin head or whoever is managing such things.

For the usage of petrol, diesel, or CNG, you can either tie up with a petrol pump and they provide slips that can be filled and submitted, or any other such contract.

You can mention the timings of pick up and drop as well. For example, the company car will not wait for the officials for more than 5 minutes at their residence.

These are the points I can think of at this point... hope it will be of help.

This is a really interesting topic. The idea of sharing trips looks colorful, but if one among the two gets delayed in completing the task, then the other two have to wait and get back to the office. In this case, don't you think that you are wasting your manager's time? Convert the time into money; then it looks better to hire a taxi. What do you have to say?

Also, I am interested in developing a strong policy on this subject.

Objective:

a. Help employees use the facility and help in reducing the transport cost - against booking taxis.
b. To ensure that by clubbing employees, they should not waste their time and affect productivity.

Request you all to join me in this and contribute your valuable inputs. Looking forward to your support.

Regards