Auditing the Driver Logbook: Revealing Your Findings to the Driver

When self-auditing the driver logbookfor one of your employees, one of two results will surely occur:

1. The records will be in order, which means the driver deserves a pat on the back for a job well done.
2. The records will reveal some problems, which you will need to discuss with the driver as soon as possible.

Both types of exchanges can be challenging, so here are some tips for handling each.

How to Give Praise

• Remember that positive feedback is important for worker morale. Nothing kills an employee’s motivation faster than only hearing negative remarks from the boss. So, when you catch a driver doing something right, let him or her know how much you appreciate it.
• Encourage the driver to keep up the good work and tell him or her that your door is always open in case they have a question or concern.
• Be sincere. Even if the driver isn’t your favorite person on earth, offer him or her genuine recognition for a job well done.

How to Discuss Concerns

• Nobody likes getting called in by the boss when they’ve made a mistake. So try to make the experience as painless as possible for the driver by staying calm and trying to frame things in a positive light.
• Be specific in your comments. For example, you might remark, “Joe, I couldn’t help but notice that your recorded mileage for June 5^th doesn’t line up with your fuel receipts.” Avoid statements like, “Joe, your logbook is totally screwed up.” Vague, exaggerated comments like that will get you nowhere.
• Don’t just talk – listen. Let the driver share his or her side of the story. Remember that there may be facts you’re unaware of and other details that could shed light on the problems with the logbook that only the driver knows.
• Set goals for the future that you can both agree on, and end with a positive note. This way, you can turn what might have been a negative experience into one that benefits both you and your driver.

Of course, the best way to avoid driver logbook issues is to never have them in the first place, and that starts by having the right software. Prove to yourself how good TruckingOffice is by taking it on a free 30-day test drive. You’ll soon agree that it is the best product of its kind on the market.