Who’s REALLY Managing Your Transport Manager?

Beyond the Paperwork: Is Your TM Actively Protecting Your O-Licence?

Now, don't get me wrong, maintenance providers have their part to play, and the DVSA's new Maintenance Provider Rating Scheme (MPRS), officially launched at the CV Show 2025, is a genuinely positive step. I truly hope this voluntary scheme brings much-needed accountability to that sector. But today, my focus is squarely on Transport Managers, particularly External Transport Managers (ETMs), and the critical gaps that can put your entire operation at risk.

"Many operators only realise the true value of robust TM support when they're facing enforcement action. Proactive management and expert guidance for your TM isn't a cost – it's one of the best insurance policies your transport business can have."

Too many operators assume that once a TM is in place, compliance is ‘handled’. But who is ensuring the TM is fulfilling their duties effectively? Who is managing the manager? All too often, the answer is nobody. And that’s a gamble you can’t afford to take.

Based on my experience, here are four key areas where some TMs, especially ETMs, are falling short:

1. The Time Deficit: An Obligation, Not a Choice The TM1 form isn't just a piece of paper; it's a declaration of commitment. It specifies the hours a TM will dedicate to your operation. Yet, how often is this truly honoured? I’ve heard every excuse: other business interests taking precedence, extended sunny holidays, that three-month cruise, one too many golf days, or pressing family matters. While life happens, the legal responsibility of a TM doesn't just pause. This lack of dedicated time on-site, interacting with your operation, is a foundational crack that can destabilise everything.

2. The Knowledge Plateau: Is Your TM Still Learning? Passing the Transport Manager CPC is a significant achievement, but it’s the starting line, not the finish. This industry is dynamic; legislation evolves, best practices change, and every day brings new learning opportunities. The fundamentals of operator licensing are stable, yes, but the nitty-gritty often resides in grey areas. I encounter TMs who seem content with their initial qualification, doing the bare minimum, and hoping for the best. This "it'll be alright on the night" attitude is dangerous. In transport, the wheels can come off very quickly (pun intended) if knowledge isn't current and actively applied.

3. The Missing Routine: Where’s the Method in the Madness? No one expects a TM, internal or external, to scrutinise every single driver, vehicle, and record every single day. That’s impractical. However, there must be a robust, risk-based system. A documented methodology, agreed upon and signed off by both the TM and the operator, that ensures all critical compliance areas are checked regularly. This isn't about ticking boxes; it's about collaborative understanding, mutual support, and a shared goal of unshakeable compliance. Sadly, this structured approach is often conspicuously absent.

4. The Driver Disconnect: Your Most Valuable Asset, Overlooked This is arguably the most critical, yet frequently neglected, aspect. Driving can be an isolated and demanding profession, both physically and mentally. Your drivers are at the coalface of your compliance. Regular, structured, and documented conversations with them are paramount. Discussing their wellbeing, infringements, tachograph discipline, the quality of their walkaround checks, and fostering a positive compliance culture isn't a 'nice-to-have' – it's essential. When TMs don't invest this quality time, small issues fester and grow into significant problems.

"The Traffic Commissioners place immense trust in the nominated Transport Manager. This isn't a passive role; it demands continuous engagement and demonstrable control. When that critical oversight is lacking, the entire Operator Licence is built on shaky foundations."

So, Who Manages the Transport Manager? We Do.

At The Fleet Transport Consultants, we see these challenges daily. That’s why we’ve developed a service designed to provide that crucial oversight and support mechanism. It's not about undermining your TM; it's about empowering them and giving you, the operator, peace of mind. Think of it as a central pillar supporting your entire compliance structure, ensuring that your TM is effective, and your Operator Licence is protected.

This is also an invaluable coaching tool for new or less experienced TMs, offering guidance to build confidence, understand best practices, and utilise the array of tools available in the market. We help good TMs become great, and ensure operators aren't left vulnerable.

Here’s How We Support You and Your TM:

Our centralised service offers a comprehensive support structure, including:

• Policy Development & Implementation: We review all transport-related policies and assist with national implementation through your TMs and on-ground teams.

• Tachograph Management: Centralised oversight and in-depth analysis of driver hours data using Tachograph software. Your TMs remain responsible for individual area reviews, infringement management, and driver training, but with our expert backing.

• Driver Hours Reporting: We automate and review key tachograph reports, highlighting critical non-compliance areas proactively.

• Driver Licence Management: Utilising systems like LicenceCheck.org, we ensure proactive monitoring of driver licence validity, tacho card, and CPC card status nationally.

• Driver CPC Management: We track and coordinate Driver Certificate of Professional Competence (CPC) requirements, ensuring ongoing compliance.

• Preventative Maintenance Inspections (PMIs) Management: Centralised scheduling, tracking, and oversight of PMIs using dedicated Fleet Management Software, ensuring vehicles meet roadworthiness standards.

• RBT Compliance: Thorough review of all Roller-Brake Test records to ensure they meet the required DVSA standards.

• Vehicle Recalls: We manage and perform quarterly vehicle recall checks as per the Guide to Maintaining Roadworthiness.

• VOL Accuracy: Ensuring your Vehicle Operator Licence details are accurate and that communication with the Traffic Commissioner's Office adheres to guidelines.

• OCRS Review: Periodic reviews of your Operator Compliance Risk Score (OCRS), with strategic planning to maintain or achieve Green status.

• ETM & TM Support: We work collaboratively with your Transport Managers, holding regular (e.g., weekly) meetings to discuss compliance, review Key Performance Indicators (KPIs), and ensure all centrally managed activities effectively support their roles and enhance consistency across your operation.

• Audits (Optional): We can perform at least one comprehensive compliance audit per site annually, providing a clear benchmark and action plan.

Don't Wait for the Public Inquiry Invitation

If you’re an operator feeling overwhelmed, unsure if your TM is truly on top of their game, or if your TM themselves feels they could benefit from expert support and a robust framework, then let's talk. This isn't just about avoiding sanctions; it's about building a sustainable, safe, and efficient transport operation. It's about protecting your business and your TM's hard-earned reputation.

Are you ready to ask the tough questions and implement a real solution? Get in touch with The Fleet Transport Consultants today for a confidential discussion on how we can help you manage your Transport Manager effectively.