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Procedure - Driver Etiquette and Professional Conduct

Section: Human Resource Procedure 
Procedure Owner: Ignition633 Ministries Nigeria Human Resources  
Procedure Name: Driver Etiquette and Professional Conduct Procedure   
Origination Date: August 2024

Purpose
To establish a standard of professional behavior and conduct for drivers in the Ministry, ensuring high service quality, passenger comfort, and safety.

Scope
This procedure applies to all Ministry drivers and outlines the expected etiquette when interacting with passengers, managing vehicle settings, and coordinating with other departments.

  1. Pre Trip Coordination
    Communication with the Transport Officer
    - Contact the Transport Officer before each trip to gather essential information about the travel.
    - Confirm the number of passengers or goods, destination(s), departure and arrival times, and any specific needs or preferences of the travelers.

    Security Coordination
    - Notify or remind Security personnel about the upcoming travel and ensure they are prepared.
    - Security should be in the vehicle 5 minutes before departure.
  2. Driver Etiquette
    Timeliness
    - Complete all trip preparation tasks at least 10 minutes before departure.
    - Ensure the vehicle is ready, and do not keep travelers waiting.

    Friendly Interaction
    Greet passengers warmly when they board the vehicle. If meeting them for the first time, introduce yourself: "Hello. My name is _____, and I will take you to your destination today."

    Assistance
    - Offer help with loading luggage and entering the vehicle.
    - Open the door and ensure the passenger is seated comfortably with all their belongings.
    - If a passenger declines assistance, respect their wishes and allow them to handle their belongings independently.

  3. In-Vehicle Etiquette
    Radio Management
    - Ensure the radio is off before passengers enter the vehicle. If they request music, accommodate them with a low-volume setting unless they specify otherwise.
    - After the trip, reset the radio volume to low and turn it off before exiting the vehicle.

    Temperature Control:
    - When transporting passengers, cool the vehicle by turning on the air conditioning 5-10 minutes before they board. Set the AC to the coolest setting.
    - Adjust the temperature based on the passengers' preferences during the journey.

    Conversation Etiquette:
    - Allow passengers to initiate any conversation. If they prefer silence, respect their choice to ensure a peaceful travel experience.

  4. Official Travel Protocol

    Definition of Official Travel

    - Official travel refers to trips made to attend official meetings and events or pick up/drop off guests.


    Arrival and Parking

    - Upon arriving at your destination, pull up to the main area or entrance to drop off passengers.
    - While waiting, park the vehicle in a parallel parking spot or back it into a parking space. Do not leave the vehicle to wait for your passengers outside. If you need to ease yourself, quickly step out and return to your vehicle.
    - Watch for passengers exiting the event or location as a signal to prepare the vehicle for departure.
    - When passengers are ready to depart, promptly pull the vehicle around to the designated pick-up area.

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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly. 

For any questions or further assistance regarding this procedure, employees should contact the HR department at hr.nigeria@ignition633.org.  

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