Trucking Archives - Page 3 of 3

How To Pass A DOT Inspection?

Posted on June 29, 2022 - 12:08 pm by Sandeep

A simple 3-step approach to pass the DOT inspection like a pro.

DOT inspections are a common reality for a lot of truck drivers.

Doesn’t matter if you’re a truck business owner or an owner-operator truck driver, DOT inspections are part of the compliance journey that you have to get used to.

While the process may seem like a nerve-wracking experience for a beginner, it’s actually just a mandatory compliance procedure that every truck driver or trucking business has to pass through.

Consider it a rite of passage. If you could make it to this, you’re probably ready for the next chapter of your highway life.

While passing a DOT inspection is relatively easy, it’s important to consider the downside of failing a DOT inspection.

Why A Failed DOT Inspection Can Be Bad

Now, keep in mind that a failed DOT inspection will cost you an average of $851.

And this excludes the repairs (leading up to the inspection) and fines.

If an inspection concludes that your vehicle violates the ‘out of service’ regulation, not only will you have to worry about a penalty and a ticket, but you can’t use the vehicle on a highway.

This will squeeze your pockets more than a vehicle that’s running on the highway.

This is why truck drivers and trucking businesses alike are very cautious of DOT inspection.

However, remember that a DOT inspection is a simple process and the DOT inspector just wants to make sure that your vehicle is in the -right condition and complies with the highway regulations.

The inspection also makes sure that your driver is physically and mentally prepared to take on the challenges that arise when driving on highways.

So, in order to help you comply with the DOT inspection process, we have put together various approaches which would help you pass the DOT inspection without a sweat.

So, let’s get started.

Start With Your Paperwork

Keep Your Paperwork Organized

This is probably the first step you need to take to ensure that you pass the DOT inspection. Make sure that all the paperwork you need is in the right place.

Checklist of documents you need:

Record of Duty Status (RODS)
Driver’s license (commercial driver’s license)
HAZMAT or Hazardous Material compliance
Medical card and waiver
Skill Performance Evaluation (SPE) certificate
Vehicle Inspection Report
Hazardous Material & Dangerous Goods compliance
HOS (Hours of Service) documentation
Seat belt usage
Alcohol or drug use history

Update Your Regulatory Information

If any of the documents show information that’s historic or out of date, it’s time to renew the information and keep the paperwork up to date.

This way, you can prevent missed information and avoid showing wrong documentation during the inspection.

Pay Attention To Your Vehicle

Create a checklist prior to the inspection

Conduct a thorough inspection of your vehicle by yourself, or ask for a professional’s help. Get your vehicle “scanned” for any faults and note down all the upgrades and repairs your vehicle needs.

Ensure that the following parts of your vehicle are in the best condition.

Brakes and exhaust system
Front windows and external lights
Vehicle engine
Vehicle tires
Suspension elements
Fuel and brake lines

Make sure that there are no oil leaks and drips on a hot part of the vehicle, and that there is no rust on your vehicle components.

Get the maintenance work done

Once you have a checklist of all the repairs that your vehicle requires in order to be approved as “functional” and “safe”, you need to actually invest in those repairs and maintenance work. It’s best to plan these things ahead before the date of the DOT inspection to avoid stress.

Arrange the necessary funds in advance if your vehicle requires massive repairs or servicing.

Plan the repair work at least a month in advance.

Regularly service your vehicle to avoid the sudden cost of repairs and malfunctioning.

Consider The Realities Of An Inspection

Remember that the DOT inspector is not an enemy

Once the date of DOT inspection does arrive, remember to not stress or worry. There’s nothing you can do at this point to change the outcome. Just be polite to the inspector and greet them with a smile.

Remember that the vehicle inspector is merely doing their job, which is to inspect the vehicle and report back to the DOT.

Be calm and professional

When the inspector asks you questions about your health or history of drug or alcohol use, don’t take it personally. Just answer the questions to the best of your knowledge and don’t overthink your answers.

It’s their job to ask those questions. Inspecting the vehicles and validating the credentials of the driver or the operator is a part of their job.

If you have planned things in advance and got the vehicle repaired right in time for the inspection, most likely, you and your vehicle will pass the inspection.

On the off chance of failing the DOT inspection, don’t worry.

Ask the inspector what needs to be corrected in order to comply. Address those issues and schedule an inspection for another time. This time, make sure that you have everything ready for a smooth inspection process.

To summarize, update and gather your regulatory documentation, get your truck fixed, and stay professional.

And before you know it, you will have permission to use the highways.

Yes, failing a DOT inspection can leave you feeling stressed and anxious. But do you know what else can make it worse? Not addressing your 2290 Heavy Highway Usage Tax obligations.

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DOT Inspection Levels: The 6 Levels Of DOT Inspections Explained

Posted on June 27, 2022 - 12:52 pm by Sandeep

What are the 6 Levels of DOT Inspection, and what do you need to clear the inspections? Learn all about DOT inspections in this simple guide.

Safety is a top priority for everyone and because of this, vehicle inspections are pretty common.

Commercial Vehicle inspections are safety measures undertaken by the DOT inspectors to help make sure that the vehicle is well maintained year after year. This is to reduce unprecedented accidents on highways.

These inspections help the DOT (Department of Transportation) understand if a vehicle operator complies with the department of transportation’s (DOT) road safety and compliance standards.

What Is DOT Inspection?

When a commercial motor vehicle (CMV) is inspected by an inspector of the department of transportation (DOT), then such an inspection is known as a DOT inspection.

DOT inspections should not be confused with regular inspections conducted by manufacturers for motor functionality.

DOT inspections are performed by an assigned inspector from the DOT. These are mandatory inspections that every vehicle operator has to comply with in order to be permitted to stay on the road.

The DOT conducts 6 Levels of inspections to gather complete safety information about your vehicle and drivers(s). The inspections validate your compliance documentation and verify the ownership and utility details of the vehicle.

Usually, the DOT conducts inspections on vehicles that weigh 10,001 pounds or more.

There are six levels of inspections that the DOT conducts to make sure that your vehicle is in optimal condition and ‘fit’ to be on the road.

Let’s take a look at the different types of DOT inspections.

Level I DOT Inspection: North American Standard Inspection

Level I inspection is the most common type of inspection conducted by the DOT. The whole inspection procedure takes about an hour to complete.

The following things will be inspected by the DOT inspector.

The commercial driver’s license (CDL) of the vehicle operator or owner (if the operator is also the owner)
The medical certificate to verify if the operator has passed the annual DOT physical exam
The logbook records of the last eight on-duty days to validate and check the ‘hours of service’ records
Signs of drug and alcohol usage within the vehicle
Driver’s history of substance abuse
A medical card or waiver of the driver(s) as required by the state authorities

Additionally, the following components of the vehicle are inspected to make sure that the truck or the vehicle is fit for highway usage.

Vehicle’s seat belt
Exhaust system
Turn signals
Tail lamps/lights
Headlamps
Steering wheel
Wheels and rims
Fuel system

Level II DOT Inspection: Walk-Around Driver/Vehicle Inspection

Level II inspection is somewhat similar to the Level I DOT inspection. The only difference is that the inspector is not going to inspect the vehicle parts or components under the truck as discussed in the Level I inspection.

Pro Tip: It’s ideal for a driver or the operator to regularly inspect the vehicle before and after every trip to make sure that the vehicle is in optimal condition. Some DOT inspections could be unscheduled or sudden. In such a case, you won’t have to panic because you’ve already completed your personal list of vehicle checks to assess the vehicle’s condition.

The Level II DOT inspection takes around 30 minutes to complete.

Level III DOT Inspection: Driver-Only Inspection

This inspection is mostly focused on the driver’s credibility and history. This has less to do with the vehicle and more to do with the driver’s legal capacity to be operating a heavy vehicle on national highways.

The following factors are considered when inspecting the vehicle driver.

Record of Duty Status (RODS)
Driver’s license (commercial driver’s license)
HAZMAT or Hazardous Material compliance
Medical card and waiver
Skill Performance Evaluation (SPE) certificate
Vehicle Inspection Report
Hazardous Material & Dangerous Goods compliance
HOS (Hours of Service) documentation
Seat belt usage
Alcohol or drug use history

As complex as it may sound, Level III inspection only takes about 15 minutes to conclude. Depending on the responses and the documentation shown and provided by the driver, the inspector will report back to the authorities at DOT.

Level IV DOT Inspection: Special Inspection

Unlike other “formatted” inspection procedures, Level IV inspection focuses on just one aspect of the vehicle. And this aspect is something that has been on the DOT’s radar for a while.

For example, let’s say that you’ve been repeatedly violating a certain norm.

Let’s assume that your vehicle has violated the tail lights regulations in the previous year. The special inspection would focus on just this and would report back to the DOT after the inspection.

This is done to track improvement (or the lack of) over time.

Since the subject of the inspection could be based on the violation, the tentative time for the inspection is hard to estimate. If the issue is minor, the inspection could be finished in 20 minutes or less. If not, it could take longer.

Level V DOT Inspection: Vehicle-Only Inspection

The Level V vehicle inspection involves a thorough inspection of just the vehicle. Ensure that the following aspects of your vehicle are in good condition.

Brakes and exhaust must function properly
Front windows and external lights must function correctly
Check engine lights must not show/blink
Vehicle tires must be in good shape and condition
Suspension elements must be in optimal condition
Make sure that there are no oil leaks and drips on a hot part of the vehicle
Ensure that the fuel and brake lines are rust-free

Level V DOT inspection takes about 40 minutes to an hour to be completed. The vehicle inspector will most likely ask for vehicle insurance and registration documentation. So, it’s good to have those ready before the DOT inspector arrives at the location. It will help speed up the process.

Level VI DOT Inspection: Enhanced NAS Inspection For Radioactive Shipment

This inspection specifically focuses on the Transuranic Waste and Highway Route Controlled Quantities (HRCQ) of Radioactive Material. Meaning: Certain vehicles are permitted to use the highways to transport radioactive wastes and other classified waste material, which requires certain qualifications and permits.

This inspection enables the DOT inspector to review and verify certain radiological shipments. The Level VI DOT inspection is an enhancement to the Level I DOT inspection, but also assesses radiological shipments, requirements, and enhanced ‘out of service’ criteria.

If a commercial motor vehicle is shipping nuclear waste, a nuclear sticker is attached to the origin. This is to alert the highway traffic about the carrier’s status and to alert the authorities en route. The sticker is only valid for one trip and must be removed as soon as the shipment reaches the destination.

The DOT and state authorities will inspect the shipment regulatory requirements and deficiencies (if any) before allotting the nuclear labeling, without which a vehicle must not transport classified material.

While these inspections are mandatory, they are also common. If you’ve been in the trucking industry long enough, you’d be aware of the regulatory requirements and compliance obligations.

Managing a trucking business is not easy. Most of the time, you’re worried about your shipments, dispatch cycles, regulatory requirements, and a ton of paperwork.

But do you know what else can make your life much more complicated?

Not addressing your 2290 Heavy Highway Usage Tax obligations.

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5 Ways Fleet Companies Are Effectively Reducing Fuel Consumption

Posted on June 21, 2022 - 11:56 am by Sandeep

Here’s what fleet companies are doing differently to control fuel consumption and reduce emissions.

When a vehicle is on the road, it has a direct impact on the planet.

In the long run, the picture gets smoggy.

Although the trucking industry is keen on going green, the operational rationalism and the ground realities of the day-to-day activities hinder the companies from changing their strategies.

Although some strategies are implemented with great enthusiasm, the spirit spans short.

However, not changing these strategies is actually doing more damage than you may think.

It impacts the vehicle, the trucking company, and most importantly, the planet,

For example, when you key the engine and leave it idle, the vehicle is more likely to consume almost all the fuel in just one hour.

This is testimony to how fast heavy vehicles consume fuel, and how the fuel cost alone can spiral out of control if not monitored correctly.

When you observe a pattern across all your trucking facilities, it’s just more realistic to optimize the overall approach than to micromanage the driving ecosystem.

The trucking industry doesn’t need advice.

It needs effective approaches to adapt to the rising fuel complex and a realistic roadmap to strike a balance between greener operations and driver retention.

Let’s take a look at a few tried-and-tested strategies that have worked efficiently for trucking companies in the last few years.

So, let’s get started.

Incentivizing Driver Efficiency

If the pandemic has taught the world anything, truck drivers are the backbone of the supply ecosystem.

Truck drivers are driving 10+ hours a day. Their bodies are going through an awful lot each day, and they try very hard to be consistent with their efforts to reach the required destinations on time.

So, when the drivers do manage to reach certain destinations faster than expected and unload the shipments on time, you could pay them a little extra for that dispatch trip alone or add your appreciation to the annual bonus.

Similarly, if your drivers are complaining about burnout, give them a break. Have your backup drivers take the lead (temporarily). This will help the drivers rest, energize, and get back to work feeling much better.
Either way, this would make the drivers feel appreciated and valued, which results in driver retention as well as motivating the drivers to get to places faster using the best routes.

Planned Maintenance Regime

Did you know that your vehicles depend on fuel for performance? This is even more common in vehicles that do not get proper maintenance and checks.

When you service and maintain the vehicles regularly, you enable the vehicle to depend on its performance enhancements instead of just fuel.

The best way to ensure that your trucks are in good shape and perform with maximum efficiency is to address repairs and minor issues at regular intervals.

You can create a regime for regular maintenance, wherein, each time a truck completes X number of miles or goes X distance, the truck cannot be assigned the next load until it undergoes maintenance.

This would help you achieve the following:

Reduce the overuse of the truck
Help maintain the optimum performance of the truck for a longer period
Streamline the truck maintenance schedule
Improve the driving experience for your drivers
Prevent over-consumption of fuel

Weight Load Management

When vehicles are burdened with loading weight, it impacts their performance.

This is why more and more truck manufacturers are focusing on the aerodynamics of the vehicle instead of just the weight-load capacities.

It’s true that an average truck is built to take thousands of pounds of loading weight. However, with consistent use, wear and tear, the impact of elements, and other technical factors, this capacity deteriorates gradually.

At this stage, the vehicle is more likely to consume more fuel than usual for its performance capacities.

Reduce and manage the weight load so that your trucks are not overloaded.

Assign a certain loading weight that is enough for the vehicle to manage yet slightly under its usual weight capacity. This will help your vehicles consume less fuel and perform effectively.

Remember, a lighter object moves faster than a heavier one.

Modern technology gave us GPS. Use this guidance system to find the best route to the destination.

Leveraging Connected Distances

The back-office staff can also use the live location to track the drivers and the routes they’re taking. Your staff can also connect with the drivers while en route and recommend an alternative or faster route to reduce distance and time, saving you cost on fuel.

Additionally, you can try splitting a trip between two-connected trucks to improve mobility and sustainability.

Let’s assume that Truck 1 is starting from point A and has to pass through Point B to reach Point C.

Now, expecting Truck 1 to go from Point A to Point C directly will require the driver to stretch their hours, and will wear out the vehicle.

However, the same distance can be covered by connecting trucks.

If you already have a facility near point B, or if you’re connected with another fleet company at point B, you can assign the load to a different truck from Point B to Point C.

This way, you reach the destination on time while the driver and the truck are not over-strained.

This connected fleet system will help you in the following ways.

Reduce fuel consumption
Reduce emissions
Reduce operational inconsistencies
Improve B2B partnerships
Reduce the burden on your drivers
Create a sustainable ecosystem

Switching To Electric Vehicles

This is the era of leveraging solar energy and innovating electric vehicles for everyday use.

While the world is ambitious on the zero-fuel strategy, the trucking company is also curious about alternative fuel energy.

And yes. Electric vehicles come with their own drawbacks.

Certain goods cannot be carried on lithium-ion battery-powered vehicles.
Electric trucks are more expensive than traditional trucks.
Electric vehicles are not built to weather through the elements.
Electric trucks cannot carry thousands of pounds of loading weight.

However, electric trucks can be the future of goods transport because:

Electric vehicles can be used for shorter distances, while you can use regular trucks for longer distances.

Electric vehicles do not consume fuel, saving you plenty on fuel costs.

Electric vehicles do not require a lot of maintenance, making them an economical option.
Zero emissions. Zero carbon footprint.
Electric vehicles are easier to drive – giving your drivers a convenient transit experience
Newer heavy-duty trucks are being manufactured every year to meet the zero-emission requirements of trucking companies.

Electric vehicle manufacturing is still in its infancy. This means trucking companies can reach out to manufacturers and convey their requirements. The manufacturers will produce the vehicles per the custom requirements of the companies.

The pros outweigh the cons.

When you’re looking for sustainability, you have to adapt and evolve.

And yes. Adapting to the changing landscape is not easy. But it’s not difficult either.

Change is worth it if it’s helping your business be less harsh on the planet, while also helping you reduce costs and improve driver retention.

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5 Ways Transportation Companies Can Increase Driver Retention

Posted on June 20, 2022 - 11:20 am by Sandeep

Here’s what transportation companies are doing differently to improve driver retention in 2022.

If you’re a founder or the owner of a trucking company, you just know how important your business is in the big picture.

Without transportation companies like yours, supply chains are blocked, shipments are delayed, and of course, a dilution of the overall efficiency of the commerce industry.

While it’s great to have a staunch presence in the market, it’s even more significant to sustain that kind of competition every day.

And this element is directly dependent on your drivers.

Retaining your drivers should be your #1 priority (if it already isn’t). This is because your competitors are probably looking at ways to recruit your best drivers at a better pay scale.

But It’s not just about the competition.

Drivers are more likely to quit a company if they don’t feel valued or heard.

So, if you plan on keeping your best talent with you and driving home some good numbers, it’s time to pay attention to the backbone of your company – your truck drivers.

The following will discuss some key strategies and various tips through which transportation companies like yours can retain your best drivers.

So, let’s get to it.

Incentivize Efficiency

Incentivizing your top drivers for their continued efforts is the best way to show your appreciation. Review and analyze your driver data to identify drivers who are choosing efficient approaches to deliver the loads on time.

Reward top performers

Reward top performers with incentive pay, gifts, bonus pay, or any other form of reward that translates to monetary value (that’s actually useful to your drivers). At the end of the day, money matters. And it matters even more to drivers who are putting themselves through 10-11 hours of harsh driving every day.

Recognize positive driving

It’s not just about the number of loads a driver is taking. Look at other aspects. How many of your drivers are delivering the loads before the promised time? How many of them are choosing alternative routes to reach longer distances faster? How many of them are stretching extra hours to meet your deadlines? How many of your drivers are taking other drivers’ loads?

All these quantifiable attributes must be recognized and rewarded.

Give paid time off

You might want to pay attention to drivers who are on the verge of burnout or are already burnt out.

Don’t continue to assign orders to drivers who are already crammed with a line of loads. Instead, provide paid time off for your most-efficient drivers, so they can get some rest, spend time with their families, and attend to their personal needs.

This will help them come back to work feeling much better. And a healthy and happy driver is more likely to be more productive.

Offer bonus pay for extra loads & long distances

If you’re assigning extra loads to drivers due to a shortage of drivers, or if you’re requesting your drivers to deliver a load at a distant location, it’s only fair to offer bonus pay. This incentive will drive the truck driver to go the extra mile.

Provide benefits

Some other ways you can show your appreciation to your drivers and create a positive work environment.

Cover the fuel costs (even for deadhead miles)
Offer a raise every 6-12 months.
Provide insurance
Enroll your drivers into retirement benefit schemes
Pay annual bonus

Provide Well-Maintained Fleet

Work comfort is an important aspect on its own. You can’t work consistently in an environment that is physically hard on your body every day.

Truck drivers are at a higher risk of developing several illnesses than other professionals due to their high-stress work environment and physically demanding jobs.

So, here’s what you can do to provide a safer and more comfortable environment for your drivers.

Get your vehicles serviced regularly

Ensure that your vehicles are in optimal condition for every load. Get the vehicles serviced after timed intervals so that your drivers don’t experience downtime caused by vehicle breakdowns or failures.

Provide comfortable seating

A working individual with a stationary job who sits for 40 hours a week is more likely to develop back issues than those who don’t.

Now imagine what drivers have to go through when they work beyond this.

Your drivers are in a moving vehicle, on a highway, navigating through annoying traffic. The constant vibration builds up muscle tension and increases stress.

Factors like this cannot be overlooked.

Nobody wants to put their body through this much discomfort. Eventually, your drivers will want to quit just because of this difficulty.

So, invest in comfortable and customizable seating arrangements for the drivers so that long trips are less harsh on your driver’s health.

Communicate Often

Nobody knows how hard or easy a job is until they experience it firsthand. So, take it from your drivers who are on the road by themselves every day. Listen to your drivers when they express genuine concerns. When they bring to your notice some pressing problems that need immediate attention, look into those issues and see what you can do to make your driver’s life easy.

Be open to feedback

Put together a daily feedback protocol for each load. Allow your drivers to submit their concerns, feedback, and criticism for every load. Look into the data on a weekly basis and implement new processes and tools to improve your driver’s on-ground experience and performance. Assign priorities to each issue and address them through a streamlined process.

Keep a check on their mental health

Around one-third of U.S. truck drivers are likely to experience a road accident at some point in their career, which causes PTSD, anxiety, increased stress levels, and even depression.

Let your drivers voice their mental health concerns through a mental health compliance helpdesk.

Put together a panel to primarily address the mental health of your drivers.

Look into their professional recommendations

If your drivers are willing to provide some insights on the routes, protocols, compliance barriers, or other concerns, pay attention to their recommendations. They are much more familiar with the ground reality of trucking than your back-office staff. These insights can be used to optimize your existing protocols and processes, helping you save time and effort (maybe even costs).

Address constructive feedback with a positive outlook

If you’re receiving complaints from your drivers about specific issues, it will help you, in the long run, to attend to their concerns now.

Major accidents, downtime, road trouble, and other difficulties can be easily avoided if you just listen to the feedback coming from your drivers.

Try to approach this feedback as improvisation techniques disguised as constructive criticism.

Offer Training Programs

Most drivers are open to receiving training to improve and manage their skills. So, partner with an authentic and licensed training provider who is ready to schedule and provide valuable training to your drivers per their availability.

Validate their training with certification

Look at training institutes that offer certification programs. Your business and your truck drivers are investing a fair amount of time and money into the course/training offerings. So, it’s only fair for your drivers to receive a certificate to recognize the training and the time invested. These certificates must be valid and should enable the drivers to add to their profiles.

Offer the latest training material

Don’t provide the training just for the sake of it. Help your drivers comply with the latest rules and regulations per the recommendations of FMCSA (Federal Motor Carrier Safety Administration). The learnings in the course/training should translate to solutions for real-life complexities that your drivers come across every day.

Provide relevant training per their experience

Not all drivers need the same training. A beginner truck driver will need to be familiar with highway compliance requirements and regulations. And a seasoned driver may need advanced training in troubleshooting, managing downtime crises, and re-routing.

So, understand and assess the level of expertise of your drivers and assign the training courses per their experience and knowledge of your drivers.

Embrace The Latest Technology

Advanced GPS technology

Unlike regular drivers, highway truck drivers use unique real-time GPS technology which enables them to view the traffic, weather, and navigation complexities. Some of these systems can be connected with your intercom for easier communication, process implementation, and load/task management. Additionally, this will help improve overall operational efficiency.

Mobile apps with FMCSA compliance

The compliance requirements are different for each state. So, when your drivers are assigned interstate freight orders, they must be familiar with the changing regulations per the FMCSA. Get an FMCSA-compliant mobile app for your truck driver, stay connected with them throughout, and help them be safe on highways.

Summary

Recognize the hardworking drivers
Pay attention to their needs
Appreciate your drivers’ efforts
Reward your drivers with useful incentives and better pay
Improve work safety and culture

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Priority 2290 tax support

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