Road safety is a shared responsibility that extends beyond the driver's seat. As organizations strive to meet more strict road safety regulations, and international standards such as ISO39001 (Road Traffic Safety Management Systems) and ISO9001 (Quality Management Systems), the significance of thorough journey planning becomes paramount. In this blog, we will delve into the intricacies of journey planning, exploring when and how to create a plan, the essential components of the process, and methods to measure its effectiveness.

The journey plan as per ISO39001:2012 is part of the Operations planning. It optimizes resources like vehicles, drivers, roads, and the environment in order to get an outcome of safe journeys, and on-time arrivals, and achieve drivers’ and passengers’ satisfaction.

Section 1: When to Make a Journey Plan

The Pre-emptive Approach:

Every moment the road situation changes and lack of journey planning means hurrying and driving rashly to reach Place B from Place A so as to avoid delays and unpleasant situations. One may follow a planning approach and truly embody the spirit of ISO39001. Journey planning means adopting the PDCA (Plan-Do-Check-Act) strategy of ISO9001  should be ingrained in the organizational culture. Every trip, whether short or long, routine or exceptional, warrants a journey plan. Begin by identifying situations that necessitate a plan:

Routine Trips: Daily commutes and recurring routes should not be exempt from planning. Familiarity can breed complacency, making routine trips susceptible to oversight. A short trip of 10 minutes may take 1 hour due to road accidents, lack of fuel in the vehicle, or sudden traffic buildup. It is always advisable to track the conditions of the roads 30 minutes before the start of the journey.

Special Events or Projects: Any deviation from the ordinary, such as events or projects, demands meticulous planning to accommodate potential changes in traffic patterns, road closures, parking situations, or increased congestion.

Weather or Seasonal Changes: Adverse weather conditions can significantly impact road safety. Journey planning becomes crucial during seasons prone to hazards such as water puddles due to rain, or fog.

Long-Distance Travel: Trips beyond the usual territory require comprehensive planning. Factors like rest breaks, Fuel station locations, vehicle conditions, Vehicle repair shops on the way, alternative routes, and overnight stays should be considered.

Section 2: How to Make a Journey Plan: Best Practices from Road Traffic Management System

Step-by-Step Guide:

Creating a journey plan involves a systematic approach. Follow these steps to ensure a robust plan:

Identify the Purpose and Scope: Clearly define the purpose of the trip and its scope. Consider whether the journey involves transporting goods, employees, or clients.

Route Planning: Leverage technology and mapping tools to identify the optimal route. Account for potential traffic disruptions, construction zones, and alternative routes.

Vehicle Inspection: Ensure the vehicle is roadworthy by conducting pre-trip inspections. Check tires, brakes, lights, and fluid levels to minimize the risk of breakdowns.

Driver Training and Awareness: Equip drivers with the necessary skills and knowledge for defensive driving. Emphasize adherence to traffic laws and encourage defensive driving techniques. This can be done through a toolbox talk.

Communication Plan: Establish a communication protocol to keep all stakeholders informed. This includes notifying relevant parties of the departure and arrival times, any delays, or emergencies.

Emergency Preparedness: Include contingency plans for unforeseen circumstances. Provide drivers with emergency contact information, and equip vehicles with necessary safety equipment.

Section 3: Important Components of the Journey Planning Process: Go the Road Traffic Safety Management way

Elements for Success:

An effective journey plan comprises several crucial components:

Risk Assessment: Evaluate potential risks associated with the trip, considering factors such as weather, traffic conditions, and the nature of the journey.

Driver Competency: Ensure drivers possess the necessary skills and qualifications for the specific trip. Regular training programs contribute to ongoing driver competency.

Vehicle Maintenance: Implement a rigorous maintenance schedule to keep vehicles in optimal condition. Regular inspections prevent breakdowns and enhance overall safety.

Legal Compliance: Adhere to local and international traffic laws. Compliance with ISO39001:2012 standards ensures a commitment to legal requirements and continuous improvement in road safety.

Communication Protocols: Establish clear lines of communication between drivers, dispatchers, and relevant stakeholders. Real-time updates contribute to efficient journey management.

Section 4: Measuring Effectiveness and KPIs for Success

Metrics for Success:

Measuring the effectiveness of a journey plan is essential for continual improvement. Key Performance Indicators (KPIs) include:

The trip planning measurements would include;

1. Frequency of Trip Planning
2. Components of trip plan that are taken into consideration
3. Trip planning tools available for the organization
4. Monitoring & approval of trip plans where the risks are rated “High”
5. Incident Rate: Track the frequency of incidents and accidents during trips. A declining incident rate indicates the plan's effectiveness in mitigating risks.

The results of Trip planning can be evaluated through:

1. Compliance with Regulations: Monitor adherence to ISO 39001 and local traffic regulations. Non-compliance can indicate areas for improvement in the journey planning process.
2. On-Time Performance: Evaluate the punctuality of trips against the planned schedule. Consistent on-time performance reflects the efficiency of the journey plan.
3. Driver Feedback and Evaluation: Solicit feedback from drivers regarding the journey plan. Regular evaluations help identify challenges and areas for improvement.
4. Cost Efficiency: Assess the overall cost of journey planning, including fuel, maintenance, and other associated expenses. Identify opportunities for cost reduction without compromising safety.
5. Incidences – No. of incidents that are related to vehicles (breakdown/ tire bursts/), driver fatigue, Speeding fines, delays, etc., should be also used as metrics.

Conclusion:

In conclusion, effective journey planning is not only a cornerstone of road safety but also an integral aspect of ISO39001 and ISO9001 compliance. By understanding when to make a journey plan, how to create one, and the essential components involved, organizations can safeguard their personnel, assets, and reputation.

Remember, road safety is a journey, not a destination. By continuously evaluating and refining journey plans, organizations can navigate the roads with confidence, ensuring the well-being of their drivers and contributing to a safer transportation ecosystem.

Ideally, organizations should invest in trip-planning apps and every user of the organization should be mandated to use the app. There should be an approval hierarchy for trips that are more than 50km from the company/ home location.