It’s one of the most challenging situations fleet managers face.
You have a driver with years of solid performance, no crashes, clean licence … someone you’d describe as reliable and safe.
Then something changes. Maybe it starts with a few minor incidents, some complaints from other road users, or just a feeling that something’s not quite right.
By the time you’re certain there’s a problem, you’re often dealing with a serious crash and asking yourself: “How did I miss the warning signs?”
The Gradual Slide
Most driving performance problems don’t happen overnight.
They develop gradually, often over months, as small changes in behaviour compound into bigger risks.
The challenge for fleet managers is that these changes can be subtle at first. A driver who’s been performing well for years has built up goodwill … we naturally give them the benefit of the doubt when small issues arise.
But here’s what experienced fleet managers know: crashes rarely come out of nowhere.
There are usually warning signs if you know what to look for.
Reading the Early Signs
So what should you be watching for? The warning signs often show up in patterns rather than isolated incidents.
Changes in Attitude and Communication
Pay attention to shifts in how your drivers interact with you and the organisation:
- Increased defensiveness about driving practices or feedback
- Reluctance to discuss routes, incidents, or near-misses
- Changes in punctuality or reliability
- Complaints about company policies they previously accepted
- Increased conflict with colleagues or clients
These attitude changes often reflect broader issues that are affecting driving performance.
Vehicle Condition Patterns
The state of company vehicles can tell you a lot about a driver’s mindset:
- More frequent minor damage or unexplained scratches
- Poor vehicle cleanliness when this wasn’t an issue before
- Delayed reporting of vehicle problems
- Increased wear patterns that suggest harsh driving
- Personal items accumulating in work vehicles
When drivers stop taking care of their vehicles, it often indicates they’re not fully engaged with their responsibilities.
Performance Drift
Look for gradual changes in work performance that might indicate broader issues:
- Increasing lateness to appointments
- More frequent route deviations or inefficient driving
- Rising fuel consumption without obvious cause
- Increased customer complaints about service or behaviour
- Missed check-ins or communication lapses
These performance changes often precede more serious safety issues.
Understanding the Why Behind the Warning Signs
Before jumping to conclusions about problem drivers, it’s worth understanding what drives these changes.
Often, good drivers develop problems because something significant has changed in their lives:
Personal Life Pressures
Financial stress, relationship problems, health issues, or family crises can dramatically affect driving performance. These pressures create distraction and reduce the mental bandwidth needed for safe driving.
When previously reliable drivers start showing warning signs, there’s often something happening outside work that’s affecting their focus and decision-making.
Workplace Factors
Sometimes the issue isn’t personal – it’s professional:
- Increased work pressure or unrealistic expectations
- Changes in management or company culture
- Lack of recognition or career progression
- Conflicts with colleagues or supervisors
- Feeling undervalued or overlooked
These workplace issues can lead to disengagement and risk-taking behaviour.
Gradual Habit Formation
Sometimes drivers simply develop bad habits over time. Small shortcuts or corner-cutting behaviours become normalised, gradually leading to bigger risks.
What starts as occasionally checking a phone message or skipping a vehicle check can evolve into dangerous patterns of behaviour.
Having the Difficult Conversation
Once you’ve identified concerning patterns, the next challenge is addressing them effectively.
This conversation needs to be handled carefully – you want to help a good employee get back on track, not create conflict or defensiveness.
Timing and Setting
Choose your moment carefully:
- Have the conversation privately, away from other staff
- Pick a time when you won’t be interrupted
- Ensure you have adequate time to discuss the issues properly
- Avoid having this conversation immediately after an incident when emotions are high
Ask Open Questions
Give the driver a chance to explain what’s happening:
- “Have you noticed any changes in your driving recently?”
- “Is there anything affecting your ability to maintain your usual standards?”
- “What support might help you get back to your normal performance?”
Often, drivers are aware that something’s changed and appreciate the opportunity to discuss it.
Creating a Support Plan
When a good driver is going through a rough patch, the goal should be getting them back on track rather than punishment.
Identify Root Causes
Work together to understand what’s driving the performance changes:
- Personal circumstances that might be temporary
- Workplace factors that can be addressed
- Training or support needs that have developed
- Health or wellbeing issues affecting performance
Develop Specific Interventions
Based on what you discover, create a targeted response:
- Additional training or refresher courses if skills have declined
- Workload adjustments if pressure is the issue
- Employee assistance program referrals for personal problems
- Regular check-ins to monitor progress and provide support
Set Clear Expectations
Be explicit about what needs to change and the timeframe for improvement:
- Specific behaviours that must be addressed
- Timeline for demonstrating improvement
- Consequences if performance doesn’t improve
- Support available during the improvement period
When Intervention Isn’t Enough
Sometimes, despite your best efforts, performance doesn’t improve.
When this happens, you need to make tough decisions about whether the driver can continue in their role safely.
Documenting the Process
Keep careful records of:
- Warning signs you observed and when
- Conversations held and outcomes
- Support provided and driver responses
- Ongoing performance issues despite intervention
This documentation protects both you and the driver if further action becomes necessary.
Making the Hard Call
If performance doesn’t improve after reasonable support and intervention, you may need to consider:
- Role changes that reduce driving responsibilities
- Additional supervision or monitoring
- Temporary suspension while issues are addressed
- In serious cases, termination if safety risks are unacceptable
These decisions are never easy, especially with previously good employees, but protecting safety must be the priority.
Prevention is Better Than Cure
The best approach to managing driver performance problems is preventing them from developing in the first place.
Regular Check-ins
Don’t wait for problems to emerge. Regular, informal conversations with your drivers can identify issues early:
- How are they finding current workloads?
- Any challenges with routes or schedules?
- Changes in personal circumstances affecting work?
- Feedback on company policies or procedures
Creating a Supportive Environment
Make it easy for drivers to seek help when they need it:
- Clear policies about seeking support for personal problems
- Employee assistance programs that drivers actually know about and use
- Management approaches that encourage openness rather than defensiveness
- Recognition and support for drivers who proactively address issues
Good drivers can develop problems … it happens in every fleet.
The key is catching these issues early, addressing them with empathy and support, and making tough decisions when necessary.
Remember, protecting one driver from the consequences of declining performance isn’t just about them – it’s about protecting your entire team and the public they share the road with.
Want help developing early warning systems and intervention strategies for your fleet? Driver Safety Australia works with organisations to create comprehensive approaches to driver performance management.
We can help you develop the skills and systems to spot problems early and address them effectively.
Contact us today to discuss practical strategies for maintaining high safety standards while supporting your drivers through challenging periods.
