Safely Onboarding New Employees in Transportation
Ever think about where the commercial trucks on the highway are headed? The transportation industry is responsible for transporting billions of dollars’ worth of products into and out of Colorado each year. Meanwhile, commercial truck drivers encounter a variety of unique hazards, some of which may surprise you.
As you know, motor vehicle accidents are a serious risk organizations should design an onboarding process that involves in the trucking industry, but strains, slips and falls, and orientation, management buy-in, effective communication, safety struck-by injuries are also significant concerns. After a long training and screening. day of sitting, routine movements such as getting out of the rig can become dangerous. In inclement weather, loading and unloading is even trickier. In an industry that exposes even experienced drivers Design an orientation process for all new hires to risks on a daily basis, it’s especially important to understand the Your process should include an orientation that continues beyond increased risks to new drivers. day one and includes a verbal check-in with new employees at 30 days, 60 days, 90 days, six months and 12 months New drivers experience work-related injuries at a higher frequency. after their hire dates. Checking in monthly helps ensure that These injuries can put your newest and most vulnerable employees your employees have the appropriate training they need to drive at risk, and they can also impact the financial stability of your safely. This approach encourages safe attitudes and safe work business. In 2019, claims filed for new-hire drivers cost Colorado behaviors and helps prevent injuries on the road. (See the sample businesses $4,156,233. check-in checklist at the end of this article.)
THE COST OF CLAIMS FILED FOR NEW-HIRE TRANSPORTATION $4,156,233 EMPLOYEES PAID BY COLORADO BUSINESSES IN 2019
Since there are many factors that impact new-hire safety in Management commitment is critical to safety success transportation, it’s essential that you take the time to recognize This means that those in positions of leadership should driver skill levels and driver weaknesses to prepare new drivers demonstrate a commitment to safety and take an active role to for the risks of the road. Any new employee coming into provide adequate time, resources, personnel and financial support your organization will require an introduction to the way your to create as safe a work environment as possible. Safety measures organization values safety and conducts business. should be incorporated into the business model to demonstrate Every new hire deserves the opportunity to be successful and that the organization values safety and believes it is as important perform his or her job safely. as your operations and production are.
An onboarding process is essential to protecting new employees and preventing them from becoming statistics. Transportation Effective communication in action Strengthen your safety message by making sure communication with new employees comes from management. Communicate in person or through a written letter or video. For example, you can create a written safety policy statement from the owner/president to welcome new hires and express the importance of workplace safety. If you’re feeling creative, you can even use your mobile device to create a 30-second video from the owner/president. However you choose to communicate, tell your new employees (even those with years of experience) about your commitment to safety and your expectations so they understand the importance of safety at your organization. This effort can positively influence worker attitudes and behaviors.
Safety training is an important way to prevent new-hire injuries Training is vital for employees who face occupational hazards on the road and at your facility. It is also required by the Occupational Safety and Health Administration (OSHA) and the Department of Transportation (DOT).
Safety training for new employees should include how to recognize job hazards and how to control or eliminate those hazards. Some of the OSHA standards that require training include emergency preparedness, hazard communication, ladders and personal protective equipment. Conversely, DOT standards require training on entry-level driving, whistleblower protection, and drug and alcohol use. Pinnacol offers complimentary and low-cost in-person and online training to every policyholder.
Selective screening tools Now that we’ve gone over how to begin developing an onboarding process, don’t forget that managing new-hire risk begins before you actually hire your employee. In addition to your onboarding process development, selective screening tools can be utilized to minimize the chances of hiring someone who is not a good fit for the organization. These screening tools go beyond the requirements that may be conducted during the pre-employment or post-offer application process. Note that you should always check with your employment law representative prior to implementing screening options. Some pre-employment screening options include:
• References. • Re-employment verifications. • Professional certification verifications.
• Credit scores. • E-Verify. • Sex offender registries.
• Criminal records. • Integrity testing. • Social Security validations.
• Drug and alcohol screens. • Motor vehicle records. • Workers’ compensation history.
• Education verifications. • Name and address verifications. • Fit-for-duty evaluations.
Elements to Your Onboarding Process TRANSPORTATION ONBOARDING FLOW CHART
DRIVER MENTORSHIP PROGRAM
FORMAL NEW-HIRE ANNUAL APPLICATION 1 ORIENTATION 4 REVIEW 7 PRE-EMPLOYMENT SAFETY SCREENS 2 TRAINING 5 POST-OFFER CHECK-IN PRE-EMPLOYMENT SCREENS 3 6 Implement a Driver Mentorship Program
Another essential part of onboarding a new employee is a driver Mentors are not necessarily managers mentorship program. Mentorship programs are an excellent Ideally, the mentors should not be the new employees’ manager, way to mitigate risk to employees and equipment, helping your and both the mentor’s and the driver’s expectations should be employees: set accordingly. A new employee and manager relationship may • Hone new-hire driving skills. inhibit a mentorship from flourishing. Selecting mentors who aren’t • Demonstrate proper care of loads and equipment. members of the management team allows the new employee and the mentor to form a more casual relationship, creating personal • Improve customer service. bonds that build trust. This can help increase the new driver’s • Share knowledge and lessons learned, broadly. comfort level and allow for more open conversations and questions that will help the new employee learn and thrive. Asking your • Improve the safety culture of your operation. employees for volunteers or to nominate mentors is a great way to begin the mentor consideration and selection process. A mentorship program improves the skill set of your new hires while recognizing your most tenured and valued employees. Sometimes a new driver is reluctant to listen and take instructions Selecting the right mentor for the job is a crucial piece of the from a mentor who isn’t a member of management. The mentor puzzle. must be someone who has the skills to convey their experience and knowledge effectively despite their lack of authority. The The ideal mentorship mentor should be skilled in encouraging positive behaviors and providing constructive criticism to the new driver, who may be Your organization should start creating a program by establishing a struggling with a portion of their training. process to select mentors. When selecting an employee to fill this role, it is important for that individual to fully embody the standards of the organization’s safety program and cultural expectations. Program evaluation The mentor is there to set the example for the new employee while Monitoring the results of your mentorship program is crucial to helping them develop the skills and techniques necessary to get ensuring its effectiveness. The mentorship program should be the job done safely. monitored by the safety coordinator or a member of management, who will evaluate whether the mentors and drivers are creating Safety leaders as mentors beneficial relationships and that the program is reaching its desired outcomes. Is this program bringing value to the organization? Is The mentors should be experienced, skilled drivers with excellent there any return on investment? One of the best ways to evaluate safety records. Additionally, interpersonal skills should be a mentorship program is with employee surveys. Surveys provide considered. A high-performing employee may be excellent at insight into whether the mentor and driver have forged a strong their job, but that doesn’t necessarily mean they will make a good relationship, and they will help you identify whether the driver is mentor. The mentor must be willing to devote time and energy progressing in their training program. We’ve included a sample to the new employee and should possess solid communication Mentee Evaluation Form as part of this resource to get you started. and listening skills. Think of your mentors as your organization’s coaches who are the positive and encouraging force driving your new hires toward success.
If you have more questions about onboarding new employees, please contact us at [email protected]. Our safety consultants are available Monday through Friday between 8 a.m. and 5 p.m. and can address all your questions quickly. Injuries Experienced by Employees in the Transportation Industry
Take a look at the snapshot of the claims reported in the transportation sector for workers employed zero to 12 months. Since 2015, the transportation industry in Colorado has seen a concerning upward trend in claims experienced by workers with fewer than 12 months on the job.
How does your organization look compared to the rest of the transportation industry in Colorado?
TRANSPORTATION INDUSTRY NEW EMPLOYEES 2017
ON THE JOB 868 TOTAL CLAIMS 12 MONTHS OF CLAIMS OR FEWER 45% FILED
NEW EMPLOYEE CLAIMS COST OF TOTAL 58% CLAIMS COST Sample New-Employee Safety Checklist THE NEW EMPLOYEE AND THEIR SUPERVISOR MUST INITIAL THE FOLLOWING ITEMS
Day 1 Employee Supervisor Introduction to organization – President/owner has described organizational safety through 1 video, in-person greeting or written welcome letter.
2 Safety climate – I have read and someone has explained to me the organization’s safety policy.
3 Personal accountability – I understand how my actions can impact safety goals.
Tour facility – I have learned the designated traffic patterns around the facility, where the 4 equipment and materials are stored, and the location of bathrooms and the organization’s offices. Human Resources programs/policies – I reviewed claims management processes, filing a 5 work-related claim, accident investigations and designated medical providers. Safety program – I understand the roles and responsibilities of the organization’s safety 6 coordinator/committee. Safety program – I have read and someone has explained to me the safety rules for the 7 organization and any rules specific to my job position.
8 Drug and alcohol policy – I understand the organization’s policy on drugs and alcohol.
Organization-specific safety training – This is a list of training that you can provide to your new employee. Even if the employee is experienced, be sure that the training is adequate and 9 that the employee is competent in the task. Contact your Pinnacol Assurance safety consultant for complimentary and low-cost training courses.
Driver qualification Equipment-specific safety 10 16 requirements (Part 391) rules Entry-level driver training Emergency action planning/ 11 17 (Part 380) emergency evacuation Hazardous materials training Chemical hazard 12 18 (Parts 172 and 177) communication Whistleblower protection 13 19 Ergonomics and lifting (29 CFR 1978) Drug and alcohol policy Other hazard-specific topics 14 20 (Section 382.601) unique to the organization
15 Longer combination vehicles
Safety program enforcement – The organization’s disciplinary policies have been explained 21 to me. Emergency response – I have reviewed the plan for the office, terminal, shop, and any 22 additional facilities or customer locations. Emergency response – I have received and understand the procedures for road emergencies 23 and fire, and I understand the organization’s fire prevention plan. Injury reporting – I have read and signed the New-Employee Designated Provider Notification 24 Letter and understand I must report all injuries to my supervisor immediately.
25 First aid – I know where the first aid station and kits are located. Hazard communication – I understand the purpose of hazard communication and know the 26 location of the safety data sheets (SDSs). Personal protective equipment (PPE) – I have been issued and trained on the proper use of 27 the following equipment:
28 Safety glasses 31 Safety toe shoes
Reflective outerwear or high- 29 32 Gloves visibility vest (if applicable) Hearing protection 30 (if applicable)
EMPLOYEE’S SIGNATURE EMPLOYEE’S PRINTED NAME DATE
SUPERVISOR’S SIGNATURE SUPERVISOR’S PRINTED NAME DATE Safety Check-in Use this to perform a standardized safety check-in at 30 days, 60 days, 90 days, six months and 12 months after employees’ start dates. This will take only 10-15 minutes of your time, and it will help your employees work safer and let them know they are valued and cared about.
1. Organization climate check – Verify safety expectations and knowledge retention and the application of organization-specific safety rules by using this simple checklist to document the safety check-in meeting.
2. Skills check – Verify the ability to perform work safely, including equipment operation.
3. On-the-job training – Ensure that supervisors coach and mentor new employees and demonstrate safe work practices; also ensure that they lead by example.
4. At 12 months, include a reflection on the past year of employment: Have there been any safety Have there been any What is the safety attitude rule violations? near misses? of the employee?
CHECK-IN Yes No
1 I have the personal protective equipment I need to perform the work safely.
2 I have the safety training I need to get my job done.
3 I know what to do in case of an emergency.
4 I know who to notify in case of a work injury.
5 I know where to go if I have a workplace injury.
6 I understand the drug and alcohol policy.
7 I have read and someone has explained to me the organization’s fatigue management plan.
8 I am aware of workplace fall hazards, and I am always protected when working at heights.
9 My supervisor cares about the safety and health of the team.
10 Safety meetings are conducted with my supervisor.
11 My mentor helps me learn and makes me feel like a part of the team.
Other notes about our safety discussion:
EMPLOYEE’S SIGNATURE EMPLOYEE’S PRINTED NAME DATE
SUPERVISOR’S SIGNATURE SUPERVISOR’S PRINTED NAME DATE Driver Ride Along
DRIVER’S NAME TRUCK AUDIT DATE
DRIVER/REVIEWER’S NAME REVIEW COMPLETED TIME
1. Pre-trip inspection complete 6. Load check
Yes No Lights
Brakes 2. Cab check Safe and proper dolly handling Parking brake Mirrors Connection secure Engine lights ELD operational Doors closed Pressure levels Cameras operational Sealed
Matches paperwork 3. Under-the-hood check
Oil Leaking fluid 7. Driver behavior observations Coolant Noted concerns Courteous and friendly to other drivers Hoses Courteous and knowledgeable to customer (if applicable) 4. Outside check Reported to work in a timely manner Headlights Taillights Hands-free equipment present Marker lights Reflectors Distracted driving avoided Turn signals Mud flaps (if applicable) Hostile driving avoided
Signs of fatigue 5. Safety check
Safety items checked Extinguisher 8. Post-trip inspection Binder Seat belt functional Yes No Mentee Evaluation Form
NEW DRIVER’S NAME
Yes No Based on your interactions with your mentee, are you comfortable with their progress at this 1 point in their new-hire training regimen?
Comments:
2 Is the mentee receptive to your training/coaching?
Comments:
3 Is the mentee making an effort to align with (organization’s name) safety culture?
Comments:
Do you have any specific concerns regarding the mentee’s competency with their assigned 4 tasks or their behavior while working for (organization name)?
Comments:
Do you believe the mentee has made sufficient progress in their new-hire training and is ready to 5 graduate from the mentorship program?
Comments:
MENTOR’S SIGNATURE MENTOR’S PRINTED NAME DATE Sample Driver Safety Orientation Quiz Use this to evaluate and understand your employees’ safety comprehension.
NAME ORGANIZATION JOB TITLE DATE
Circle the best answer for the following questions as related to the safety orientation presentation.
1. [Enter organization name] believes that are 5. Each employee at [enter organization name] is equally our most important asset. empowered with .
a) Tools c) People a) Stop-work authority
b) Vans d) Financials b) Lockout/tagout training
c) Reasonable safety training 2. After sitting behind the wheel for an extended period d) Competent-person authority of time, it is recommended that drivers should before performing any material handling tasks.
a) Drink a cup of coffee 6. Safety training is required for which pieces of equipment? b) Perform light warm-up and stretching exercises a) Tractor-trailer c) Call their supervisor b) Industry-specific equipment d) Perform their post-trip inspection c) Power tools and equipment
d) Any piece of equipment that I have never used before 3. What are four key elements of an effective safety program?
a) Rewards, personal protective equipment, employees 7. [Enter organization name] has a written safety and SDSs enforcement policy.
b) SDSs, safety program, rewards and management a) True b) False commitment
c) Management commitment, employee involvement, 8. Every employee is required to participate in the hazard analysis and safety training safety meeting.
d) Drug and alcohol testing, safety training, management a) Monthly c) Hourly commitment and employee involvement b) Weekly d) Important
4. Hazard communication, or HAZCOM, provides information to the employee via . 9. Housekeeping is the responsibility of .
a) Safety meetings c) Labels a) Everyone c) Management
b) SDSs d) Audible alarms b) Superintendents d) Laborers 10. Personal protective equipment shall be worn . 17. In the event of an injury, I am to notify my supervisor/ management immediately. a) When it’s required c) By drivers only a) True b) False b) At all times d) By warehouse staff only
18. [Enter organization name] requires that all injuries be 11. Three points of contact (one hand and two feet or two reported . feet and one hand) must be maintained when entering/ exiting . a) Within 24 hours
a) A tractor b) Within eight hours
b) A passenger vehicle c) Immediately or as soon as possible
c) An elevated surface using a ladder d) Quickly
d) All of the above 19. Unless it’s an emergency, all employees suffering a work-related injury shall seek medical attention only 12. Lockout/tagout shall be used whenever I . through a .
a) Need to take a break a) Plan provider professional
b) Don’t have black tape b) Designated medical provider
c) Need to control hazardous energy sources c) General hospital procedure
d) Lockout/tagout is not required d) Tell supervisor method
13. Drivers are permitted to stand on the tires of their 20. [Enter organization name] desires all employees to vehicle while clearing off snow, checking fluid return to work as soon as possible after a work-related levels, etc. injury. That is why [enter organization name] uses a program. a) True b) False a) Catch release c) Modified duty
14. Ladders are to be utilized according to the b) Quick pick d) News flash specifications.
a) Manufacturer’s c) Owner’s 21. [Enter organization name] requires a team lift for any equipment exceeding [enter weight] lbs. b) Company’s d) Superintendent’s a) True b) False
15. When using an A-frame self-supporting stepladder, I may use the top ladder rung to stand on. 22. When lifting heavy objects, the strong muscles of the back should be used and the object should be held as a) True b) False far away from the body as possible.
a) True b) False 16. Which of the following is an example of appropriate footwear for performing tasks outside of your power unit?
a) Flip-flops or sandals
b) Driving slippers
c) Closed-toed shoes or boots with good, solid tread
d) Loafers or high heels Quiz Answer Key
1. C 12. C
2. B 13. B
3. C 14. A
4. B 15. B
5. A 16. C
6. D 17. A
7. A 18. C
8. B 19. B
9. A 20. C
10. A 21. A
11. D 22. B
Resources
Access comprehensive driver and DOT safety training online with JJ Keller: pinnacol.com/knowledge-center/j-j-keller-safety-training
Additional complimentary resources can be found on Pinnacol.com: pinnacol.com/knowledge-center/trucking-safety