5 Different Strategies to Manage Your Fleet’s Violations

Did you know that one US-based carrier racked up 242 violations in just two years?

If fleet violations aren’t managed proactively, they’re bound to lead to hefty fines and safety risks—not to mention reputational damage and operational setbacks.

Want to stay ahead of the risks and keep your fleet running efficiently?

Here are five proven strategies to help you prevent, manage, and resolve violations before they become costly problems.

Implementing a Compliance Monitoring System

Ensuring fleet compliance demands a systematic approach.

Managing a fleet requires staying on top of numerous processes where even one slip-up can result in:

• Hefty fines
• Legal liabilities
• Reputational damage

The bigger the fleet, the more challenging it is to avoid non-compliance—the unaddressed issues can slowly creep up on you until they become impossible to ignore.

Sometimes, the consequences can be tragic, as seen in the case of Western Grain & Milling Inc. (WGM)’s latest safety incident, which claimed the life of a young worker.

Source: Fresno Bee

A closer look at the WGM’s fleet records revealed that the company had an abnormally high accident rate while accumulating 242 violations over just two years.

According to a trucking litigation consultant and expert witness, Richard Carr, the violations pertained to unsafe driving, driver fitness, vehicle maintenance issues, and more.

Illustration: GoCodes / Quote: Fresno Bee

Ultimately, WGM’s lax attitude to safety resulted in loss of life and public scrutiny, both of which could have been avoided by adopting a compliance monitoring system.

Active compliance monitoring is an essential part of fleet management, and it does far more than just help you avoid penalties.

Investing in a comprehensive compliance program helps you lower your compliance, safety, and accountability (CSA) score, thereby helping you lower your insurance rates, attract seasoned employees, and score preferred loads.

The main question is: How do you get to that point?

For starters, consider auditing checklists.

By grouping compliance-related tasks into more manageable lists or pre-made templates, like the one below, fleet managers ensure that no issue is overlooked.

Source: J.J. Keller Encompass

An ELD checklist helps companies tackle one of the most important Federal Motor Carrier Safety Administration (FMCSA) rules, but it’s not enough to just stick blindly to them.

It’s equally important to stay on top of regulatory changes by designating a compliance officer or team and subscribing to newsletters, websites, or official government agencies.

Podcasts and YouTube channels are also useful for staying up-to-date on the latest updates.

Source: CNS Companies on Youtube

Ultimately, building or refining your compliance monitoring is the key to avoiding the WGM scenarios and having your operations go without a hitch.

The sooner you start, the better!

Using Fleet Management Software

Fleet management software is a proven strategy for managing and preventing violations.

These advanced solutions are essential for ongoing fleet risk management, helping you detect unsafe driving habits in real-time such as speeding, harsh acceleration, and cornering.

Samba Safety’s recent report shows that the telematics technology, coupled with data-driven driver coaching, reduced the number of fleet-related offenses for 72% of surveyed companies.

Illustration: GoCodes / Data: Samba Safety

How are these systems so effective?

Fleet management solutions help reduce violations by providing precise, continuous monitoring of vehicles and drivers through real-time GPS tracking, telematics data, and sensors.

In other words, these technologies enable fleet managers to instantly pinpoint each asset’s location while continuously monitoring vehicle conditions and driving behavior.

Thanks to its robust reporting capabilities, the software turns telematics data into actionable insights that support both risk identification and continuous improvement.

Here’s a glimpse of our GoCodes’ safety analytics tab showing speeding hotspots and duration, along with harsh braking and acceleration events.

Source: GoCodes

63% of fleet managers surveyed by Teletrac Navman believe that telematics help build a safer driving culture, and the reason why is that this technology works on two levels:  

• Proactive prevention
• Continuous coaching

Moreover, automated alerts make it possible to flag risky driver habits before they lead to costly penalties while collected insights improve accountability and enable swift corrective action.

Managers who rely on telematics data can effectively decide whether to pull a driver aside for an individual conversation and recommend training, or go down a more serious route in case of repeated breaches of traffic laws or company policies.

However, using telematics isn’t without its challenges.

Over one-third of participants in Samba Safety’s research identified driver resistance as the biggest obstacle to making the most of telematics.

Illustration: GoCodes / Data: Samba Safety

This isn’t surprising given that continuous tracking and supervision have long created mistrust among workers in all industries.

But there is a way to overcome resistance—with open communication.

Explaining the underlying purpose and benefits of new solutions—while addressing any lingering concerns—is a surefire way to make drivers comfortable and secure buy-in.

As noted by a retired pool industry professional, Fred Wagner, as long as you’re doing the job right, telematics protect both the driver and the company.

Illustration: GoCodes / Quote: Teletrac Navman

So, if you need a reliable way to prevent, detect, and address violations, while also gaining unparalleled control over your fleet, it’s time to start using fleet management software.

Creating Clear Driver Policies with Incentives

Establishing well-defined driver policies is another important strategy for improving compliance and lowering the chance of violations.

Safer driving practices begin with clear policies which typically include:

• Safe driving practices
• Insurance and liabilities
• Vehicle use and restrictions
• Driver eligibility requirements
• Incident reporting procedures
• Violations and disciplinary actions
• Vehicle maintenance and inspections

Nevertheless, most business owners and fleet managers today recognize the importance and potential of introducing performance-based rewards and various incentives.

Motive’s recent survey backs this up, with 64% of fleet managers reporting ongoing implementation of driver recognition programs.

Illustration: GoCodes / Data: Motive

Upholding your fleet’s safety policy requires corrective measures and targeted coaching, but addressing problematic behavior on the road is just one part of the equation.

Namely, fostering core safety values on a company basis is much more connected to positive driver reinforcement, which can be either:

• Monetary (bonuses, commissions, raises, gift cards)
• Non-monetary (recognition, feedback, training, career development)

If you’re not sure how effective this can be, take a look at the numbers below.

As much as 71.7% of fleet managers cite improved performance through driver rewards programs.

Illustration: GoCodes / Data: Teletrac Navman

Naturally, success doesn’t happen overnight.

The first step in creating a successful driver reward program is to define highly objective and relevant evaluation criteria.

This is much easier to do if you have access to telematics data, as this information will help you identify the key metrics and set goals.

Once you have your tools and priorities in line, it’s time to think about the incentives themselves.

Rewards are an integral part of a well-balanced program, with many companies going well beyond giving bonuses and public praise by incorporating gamification elements.

Gamification for fleet safety motivates and engages drivers to improve their safety behavior by using different game-like elements.

Points	Awarded for safe driving behaviors, e.g. following the speed limit.
Badges	Awarded for completing specific driving objectives, e.g. smooth acceleration.
Levels	Awarded as drivers progress through the safety program.
Leaderboards	Used to track driver progress and encourage continuous improvement through competition.
Challenges	Used to motivate drivers to improve their safety behavior or reach specific benchmarks.

For instance, a UK-based bus service provider, Belle Vue MCR awards its top-performing drivers with £300 worth of prizes monthly.

However, the company’s Co-Founder and Managing Director, Philip Hitchen, explains that for them, the leaderboards have proven to be the key to eliminating unsafe driving practices.

Illustration: GoCodes / Quote: Driving For Better Business

In other words, the public nature of the leaderboards motivates drivers to climb the ranks and constantly improve their driving.

But for all the demonstrated benefits, finding the right balance with these elements can be tricky.

Studies show that over-gamification can have the opposite effect, overwhelming the drivers and causing them to lose both focus and interest.

Our advice?

Don’t lose sight of what you want to achieve with these measures and incentives.

Take the time to devise your driver policy in line with the fleet data and company aims.

Only then do you see proper results.

Conducting Regular Safety Training Sessions

It goes without saying that regular safety training is essential for managing fleet violations.

The logic behind it is simple.

Monitoring capabilities won’t make a difference if the drivers aren’t taught to prioritize safety in the first place.

That’s partly why investing in safety training and coaching emerged as the top fleet safety measure.

Illustration: GoCodes / Data: Motive

Safety training is already the company’s default choice due to compliance reasons, and introducing more sessions doesn’t require major changes to operations or considerable resources.

Most importantly, ongoing safety education is highly effective at reducing fleet breaches, which is why it shouldn’t be limited to new hires or less experienced drivers.

Conducting regular training sessions means incorporating safety education in:

• New driver orientation
• Refresher training
• Remedial training
• Periodic driver meetings
• Driver performance reviews

When done consistently, these measures make a substantial difference.

The aforementioned Samba Safety report found that a year of continuous monitoring and training helped reduce driving violations by 77%.

Illustration: GoCodes / Data: Samba Safety

Now, what does this training entail?

It depends on the sessions’ main aims and participants, but it typically involves a recap of traffic laws and regulations, including any updates, as well as recommended driving practices.

For maximum effectiveness, companies often use telematics data to tailor training programs that address specific areas for improvement.

It also helps them identify the drivers who would benefit most from such targeted coaching.

Let’s say your data tells you that several drivers have a tendency toward harsh braking and rapid acceleration.

Since this indicates aggressive or unsafe driving habits in general, the ideal training would go beyond correcting specific behaviors, underlining real-world consequences of certain violations.

For example, pointing out that harsh driving increases fuel costs and the risk of accidents makes it more likely that the drivers will discontinue such behaviors in the future.

Tony Greenidge, Road Safety Lead at Combiine, also highlights the importance of instilling a sense of personal accountability.

Illustration: GoCodes / Quote: Business Car

All in all, regular safety training helps your fleet keep the violations in check while paving the way to a stronger safety culture in general.

Establishing a Violation Response Plan

Last but not least, a violation response plan ensures that your company has a safety net even when all other measures fail.

While much of fleet violation management efforts focus on prevention, not all issues can be avoided.

A comprehensive response plan includes clear protocols for managing violations on a day-to-day basis while creating a foundation for more structured risk management.

The previously cited Samba Safety report shows that 64% of commercial carriers plan to increase their risk control resources in 2025.

Illustration: GoCodes / Data: Samba Safety

Implementing a violation response plan isn’t as resource-intensive as some other risk control measures, but it’s effective in helping you deal with various violations.

It also helps promote company-wide accountability and transparency by introducing incident reporting and appeal procedures, as well as an overview of measures for specific infractions.

Let’s start with reporting.

No matter if you’re using advanced fleet management software or not, reporting enables managers to swiftly collect all relevant information about the event.

This is one reason why UCB Inc., which operates a fleet of approximately 700 vehicles, penalizes drivers for non-reporting, as stated by Yolanda Johnson, the company’s acting DEI Lead and former HR Operations Fleet Manager.

Illustration: GoCodes / Quote: Automotive Fleet

Not coming forward delays the inevitable and erodes transparency, but keep in mind that the same principles should apply to both sides.

If you suspect or have evidence of a driver committing an infraction, they need to be notified about the relevant protocols and the measures that the company intends to impose.

Depending on the gravity of the violation, companies generally introduce:

• Fines
• Mandatory training
• Temporary suspension

Since the goal is to drive improvement rather than simply impose punishment, it’s essential to give drivers a chance to explain their side of the story.

Neglecting to do so can damage trust and potentially create difficult situations—like in this case.

The driver claims they were wrongfully named for a speeding offense, but what’s evident from the post is that there was very little to no communication from the company about the process.

Source: Honest John Vans

With no documented proof or meaningful investigation into the claim on the part of the unnamed company, the driver appears to have the grounds to challenge the accusation.

More importantly, the company’s non-transparent approach gives the employee an additional reason to take action, which could have serious consequences for the other party.

The entire situation highlights the need for appeal procedures, but also for making sure that you’re documenting everything.

Keeping a record of all violations and corrective actions is crucial for ensuring accountability and demonstrating compliance with industry regulations.

Software solutions are particularly effective at helping you track and analyze recurring issues, allowing you to refine your training programs and prevent future violations more effectively.

Source: Motive

By establishing a response plan with clear procedures, you ensure that violations are documented in detail and addressed openly.

This way, you can effectively manage current incidents and minimize future risks.

Conclusion

As you saw today, managing fleet violations is much more than just about avoiding penalties.

Rather, it’s about fostering a culture of accountability, safety, and continuous improvement.

The right tools, regular monitoring, and data-driven decisions enable you to reduce risks and enhance driver performance.

Isn’t this precisely what you expect from efficient fleet management?