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Old 11th May 2016, 13:07   #61
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Default Re: Corporates & their idiosyncratic rules for employee vehicles

Hello

I have worked in the trade for a pretty long time. Risk, security, travel security and executive protection in large companies in their field operations, corporate offices, senior management and with executives.

So here are some best practices. Some would be different depending on locations such as business park vs mining site vs aircraft hanger vs CEOs transport.

Normal office (ITES/BPO/Fin/banking/tech development or similar non-hazardous type)

1. Seatbelt for cars, helmets for 2 wheelers

2. Parking away from smoking zone

3. Garbage collection away from parking zone

4. Preferably park with vehicle facing road. Easy to depart

5. Enough parking distance between two cars

6. Speed limit to 10 or 15 (tops 20)

7. Headlight on low beam

8. No loud music; no mobile phone while driving

9. Weekend access restriction (depending on office times)

10. Naturally parking authorisation sticker

11. Airbags is a debate - lower end cars may not have them and while the company can mandate it but hiring decisions are based on qualification, merit and not on does your car also have airbag!

12. If the company is that of an automobile manufacturer then it maybe necessary to drive the brand and for other brands parking maybe elsewhere

13. Typical offices are in business parks and business parks may have their own rules - like no LPG vehicle (unless RTO certified)

14. Construction vehicles may have to undergo some check at the business park entrance (no HAZMAT)

15. Dedicated parking for PH and EV with charging point (no monopoly)

16. Two wheelers on central stand.


Field Office - Construction/Mining/Infrastructure Site

1. Vehicle movement restriction - often based on movement of heavy goods/cranes

2. Employees to wear safety gear - hard hats soon after parking and disembarking

3. Seatbelt for cars, helmets for 2 wheelers

4. Parking away from smoking zone

5. Garbage collection away from parking zone

6. Parking away from supply store

7. Preferably park with vehicle facing road. Easy to depart

8. Speed limit to 10 or 15 (tops 20)

9. Headlight on low beam

10. No loud music; no mobile phone while driving

11. Dedicated parking for PH

12. Dedicated parking and charging point for EV


Vehicle movement at construction/mining/infrastructure sites

Drivers to ensure vehicles are driven in a way to prevent

1. Rolling over

2. Going over edges

3. Ground failure below vehicles

4. Collisions between vehicles

5. Pedestrian movement between vehicles

6. Vehicles contacting overhead power lines

7. Vehicles contacting fixed structures

8. No contact with environmental hazards

9. No unauthorised person in employees only zone

10. Employee movement segregation based on roles (access control)

11. Limited access to other employees in HAZMAT or heavy machinery areas.


Vehicle movement and parking oil & gas fields

1. Parking lot away from heavy machinery

2. Vehicle movement restriction - often based on movement of heavy goods carriers/cranes

3. Employees to wear safety gear - hard hats soon after parking and disembarking. There might also be a safety gear (florescent and in some cases fire proof)

4. Seatbelt for cars, helmets for 2 wheelers

5. Parking away from smoking zone

6. Garbage collection away from parking zone

7. Parking away from supply store

8. Preferably park with vehicle facing road. Easy to depart

9. Speed limit to 10 or 15 (tops 20) or depending on distance - for periphery monitoring it could be 55 or 60 kmph (or 40 mph)

10. Headlight on low beam

11. Weather restrictions - snow, heavy rain, slush

12. Different vehicles meant for different use not to be mixed


Now lets come to CEO/Presidents/Expats on Assignment (in any country)

1. In companies where CEOs/Presidents get cars (some get an allowance) well it would be something nice - BMW/Accord/VW/Audi/Merc/Volvo. Not just state of the art but also all safety and good communications.

2. The CEO to sit diagonally behind the driver - minimises impact, reduces injury

3. Seatbelt for the CEO and family is mandatory

4. Expats not to drive in some countries. Local drivers and cars provided.

5. Expats can rent a car - but after xx hours of driving training

6. In parts of Asia, Africa and Lat Am local traffic is very different than EU and AMS. Travel security teams assess this over the year to ensure expats never get into trouble - driving on their own or in rented cars

7. Information with regard to expats is also shared with respective consulates/embassies and where applicable they are 'registered' with the missions (as also with local authorities, in India FRRO)

8. There are agencies like ISOS which are signed up for support in travel security/expat assistance/death overseas/emergency evacuation etc

9. For company aviation his/her office and the aviation group have a protocol. Depending on destination flight status/flight schedules are submitted

10. There are also protocols with regard to how many can be seated in a commercial plane - these are done for succession planning and business continuity reasons.

11. There are general regulations with regard to the permitted activities, the security detail that is around (or generally in the shadows) and places that are good to travel or a no go.

12. There are detailed protocols on use of surface transport, public transport and private exclusive transport.

13. Depending on the risk profile of the country a number of other protocols also come into play - food, medical emergency response, medical first aider, public meetings, nearest safe haven, advance route, alternate route, nearest consulate/mission etc.

14. In case of charter planes a variety of other protocols on air safety checks and background of hired staff in close proximity is also done.

Not an exhaustive list but based on experience. While driving on public roads, all companies also take into account any violations of traffic rules. Non-compliance disclosures maybe needed per company policy. For instance, a DUI may mean career being limited in the company. A variety of parameters may change depending on location, the company policy, evolving company culture and the industry.

The key to the success of any control is explaining the logic behind it to the employees. There is a constant tug between control and convenience. Most employees follow the logic and some argue but still work along. Ultimately if the policy/control is not explained well and employees have a higher than normal rate of non-compliance then there is something wrong with the control and it needs to be revisited but till such time a non-compliance will be viewed as non-compliance.

Happy to answer any piece.

Cheers

Rajain
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Old 11th May 2016, 13:08   #62
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Wink Re: Corporates & their idiosyncratic rules for employee vehicles

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Originally Posted by smarth.katyal View Post
Adding to some weird rules, i know a company which has dedicated parking spaces for women. Which makes no sense because, the parking is just like all other available spaces. The building is in the center, and all the cars are parked around the building, why then dedicate specific slots for women drivers?
Maybe it is because most of them might be creating a nuisance to the others. Not being good at parallel parking, even slotting within the lines etc.

Well, not just women, I've seen men park very haphazardly too. It is just irritating to see a car with its 2 wheels occupying some area of the second car parking slot. More so, a car parked so close to each other that you can barely squeeze yourself inside your car - then it does not matter if you have parked your car with its nose pointed to the road or not.
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Old 11th May 2016, 13:37   #63
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Default Re: Corporates & their idiosyncratic rules for employee vehicles

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Originally Posted by adneeraj View Post
Maybe it is because most of them might be creating a nuisance to the others. Not being good at parallel parking, even slotting within the lines etc.
I think it's not good to generalize. Parallel parking is quite common in Dubai, and I have seen a lot of women drivers who are good at parallel parking than their counterpart. No offence meant.
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Old 11th May 2016, 13:38   #64
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Default Re: Corporates & their idiosyncratic rules for employee vehicles

I work for a healthcare company in Noida and I faced a some what similar issue during the odd even season in Delhi.

I managed to exchange one of my odd number car with a even number. Now company has issued me only 1 sticker which is pasted on my car windscreen. When I asked them to issue me a temporary sticker, they refused the same stating that one sticker per employee.

Then we escalated this matter to the management team and finally they relaxed the grip and asked employees to keep a photocopy of the parking sticker till the time odd even scheme exists.

Further to that if this odd even scheme is made permanent, I am sure they will finally issue multiple sticker to employees.
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Old 11th May 2016, 13:53   #65
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Default Re: Corporates & their idiosyncratic rules for employee vehicles

Just thinking aloud. Is there an Insurance angle around enforcement of rules around seat belts, helmets etc by the employers?
To explain myself, are the insurers insisting that claims will be rejected if lack of seat belt use / helmet use is determined to be a key factor in an accident?
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Old 11th May 2016, 14:35   #66
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Default Re: Corporates & their idiosyncratic rules for employee vehicles

My company has also started a rule that the 1) Car needs to be in your name to get a parking sticker and 2) Only one car will get a sticker even if you have multiple cars in your name.

The reason is very simple that in SEZs parking land has become very premium and our admins detected certain malpractices where some staff were using office parking to park their friends or family members' cars. So basically if my friend was working in the same locality, but has no parking in his building, I will get an employee sticker for his car and park it in my building.

So till things sort out, parking is limited to cars in the name of the employee only. I believe that in a short period of time, the offenders will give up and things will be back to normal.

Last edited by autotranny : 11th May 2016 at 14:39.
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Old 11th May 2016, 14:40   #67
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Default Re: Corporates & their idiosyncratic rules for employee vehicles

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Originally Posted by autotranny View Post
The reason is very simple that in SEZs parking land has become very premium and our admins detected certain malpractices where some staff were using office parking to park their friends or family members cars who were working in nearby companies and did not have parking. So this is the safest way out.
I think thats the case in my company too. We have an independent campus and car parking was not controlled. Recently they started giving stickers but I got them for both my cars without objection. They can any day verify and keep malpractices at bay.
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Old 11th May 2016, 17:22   #68
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Default Re: Corporates & their weird rules for employee vehicles

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Originally Posted by saket77 View Post
I heard from someone that a Tata motors office at some particular location allows only Tata cars to be parked inside the premises.
Cars of other brands are supposed to be parked outside!

I think this is more weird than your friend's experience with L&T!
Yes its true, at least for Mumbai. Someone who used to work and Thane and Town office told me in 2013.
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Old 11th May 2016, 18:39   #69
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Default Re: Corporates & their idiosyncratic rules for employee vehicles

I'm a bit surprised that some companies can insist on you having ABS and airbags in your private vehicle.

The point of ABS and airbags is clear but there is a line between what your employer can reasonably ask you to do and what they cannot. If want to drive a classic 1980 Amby to work, that's a personal choice that should be respected.
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Old 11th May 2016, 21:17   #70
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Default Re: Corporates & their idiosyncratic rules for employee vehicles

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Originally Posted by McLaren Rulez View Post
The point of ABS and airbags is clear but there is a line between what your employer can reasonably ask you to do and what they cannot. If want to drive a classic 1980 Amby to work, that's a personal choice that should be respected.
I feel it is intrusive too, but somebody has to consider stuff like how many man hours are going to be lost to sickness and injury and try to minimise that. So your right to smash your rib cage on a vintage steering wheel and column might be moot.

I would just hope that these decisions are being taken by, or in consultation with, people with specialist knowledge: experts in the automobile field, and actuaries from the insurance world, whose figures are not fake.

Of course, air bags, ABS and seat belts, etc, is my choice for my vehicle, but if I suddenly found myself with a job in "HR" (God forbid) I hope I wouldn't assume that it qualifies me to formulate and stipulate the rules for an organisation.
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Old 11th May 2016, 21:33   #71
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Wow. And I thought that a 2 year waiting to get a parking in the office complex was the painful part. Park 3kms from work, In an empty dusty plot, get a shuttle to drop u, and pick u up from parking to work .ah well.
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Old 11th May 2016, 22:11   #72
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Default Re: Corporates & their idiosyncratic rules for employee vehicles

Folks don't clobber me. I read this thread with surprise, amusement and ignorance. As a self employed person I really had no idea about these myriad rules companies impose on hapless well paid car owning employees. However one rule was made and implemented in our own tiny parking jungle. I run my own business, we have our own small office building with its parking space for 20 odd cars. In the good old days as sethji I had my favourite parking spot right next to the elevator foyer. It was vigorously guarded by our ancient chowkidar from Cuttack. Most of my head office employees had two wheelers and peace reigned on earth. One fateful day in 2011 my HR Head, a loyal determined spunky young 33 year old lady announces, "Sir we have more cars than parking spots. You cannot have your parking spot locked away." "What", I sputtered, aghast at her temerity. Undeterred she continues, "From tomorrow it will be first come first served". I begged, "P_____ please allow me this one privilege before retirement and dementia overtake me. If not my rank or shareholding please think of my age." No Siree she stuck to her guns. And with that rule we still live. Every morning as I walk to the elevator I look longingly at the precious spot that for years was mine. When I need to get out of head office during the day on business and am worried where I'll park on returning I give a wink to our chowkidar (who is so old he couldn't say boo to a mosquito) and say ,"jagaha sambhal ke rakhna, madame P___ ko math batana". And we chuckle at having side stepped our ferocious HR dept.

So to all the young working BHPians out there these corporate rules don't just harass the employees but the employer too. Amen

Last edited by V.Narayan : 11th May 2016 at 22:19.
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Old 11th May 2016, 22:15   #73
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Default Re: Corporates & their idiosyncratic rules for employee vehicles

I am a Government servant and head of my own office, and as such there are no established rules regarding vehicle use.

However, when my young subordinate decided to purchase a second-hand motorcycle for his personal use, I made him first purchase a good quality helmet and show it to me, and use it stringently thereafter.

I threatened him that if ever I saw him riding without that helmet, or heard of him being fined or otherwise booked for riding without a helmet, I would issue him a charge memo, and report the issue to higher authorities.

The poor boy being young and unassuming, took my threats to heart and has unfailingly used his helmet since. He has even reported that it saved him once when a dog jumped him while on his way home from the office one day.

Or maybe he is just humouring the old man...

At least he is using that helmet.
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Old 11th May 2016, 23:43   #74
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Originally Posted by V.Narayan View Post
So to all the young working BHPians out there these corporate rules don't just harass the employees but the employer too. Amen

Its just the same rule applies to all. Im very much in favor for that. If you have different rules for employees then management it suggest that you as an employer have more right then the employees? I believe leaders need to set examples. You lead from the front and set the rules for everybody alike.

I see many examples where senior managers and executives seem to have all sort of privileges that they deny their employees.

I will not respect a leader that holds himself to different values then he/she wants to hold me to. If you get a dedicated parking spot everybody should. You fly economy, you can get all your employees to fly economy. You fly business class, so should your employees.

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Old 12th May 2016, 08:14   #75
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Default Re: Corporates & their idiosyncratic rules for employee vehicles

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Originally Posted by McLaren Rulez View Post
I'm a bit surprised that some companies can insist on you having ABS and airbags in your private vehicle.

The point of ABS and airbags is clear but there is a line between what your employer can reasonably ask you to do and what they cannot. If want to drive a classic 1980 Amby to work, that's a personal choice that should be respected.
Sorry if I missed it, but who mentioned ABS and airbags to be mandatory for personal vehicles?

Last edited by drive2eternity : 12th May 2016 at 08:24.
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