BY AMY COOLEY
Just like your vehicles, your HR processes need regular maintenance to keep things running smoothly. As the year winds down, it’s tempting to stay laser-focused on holiday schedules, end-of-year trips, and last-minute client needs—but this is also the best time to check under the hood of your HR systems. A little preventative care now will save time, stress, and potential breakdowns later. Before you put the pedal down on the new year, take time for a few essential HR tune-ups.
1. Check Your Compliance and Paperwork
Start your tune-up by making sure your HR files and systems are in order. Review each employee’s file for completeness—employment applications, signed policies, pay change forms, disciplinary documentation, and performance evaluations should all be easy to locate and up to date. Confirm that I-9s are correctly completed and stored separately, and that payroll records match what’s in your HR system.
This is also the right time to verify that your pay practices align with wage and hour laws—are all exempt/nonexempt classifications correct, and are overtime and tip/gratuity policies clearly documented? Review your PTO, attendance, and leave tracking for accuracy, and make sure terminated employees have been properly offboarded in payroll and benefits systems.
In the industry, don’t forget the DOT side of compliance requires that driver qualification files, medical cards, and MVRs are all current—but remember that HR compliance reaches far beyond what DOT requires.
Pro Tip: Create a simple HR compliance calendar that reminds you when key audits are due—like annual I-9 self-checks, handbook updates, and wage/hour reviews—so you stay ahead of deadlines instead of reacting to them.
2. Evaluate Performance and Set Goals
Performance reviews aren’t just paperwork—they’re a powerful opportunity to connect with your team. Wrap up the year with conversations that recognize success, identify growth areas, and set clear goals for 2026.
Focus on making feedback actionable. Instead of “improve communication,” try “respond to all client emails within two hours” or “confirm chauffeur handoffs by radio instead of text.”
Use this time to discuss career paths too. Ask employees what they want to learn next year—new routes, leadership training, or dispatch cross-training—and align those ambitions with your business goals.
Pro Tip: Keep reviews conversational—start by asking what employees are most proud of this year. You’ll learn what motivates them and set a positive tone for the discussion.
3. Review Compensation and Benefits
As you finalize year-end payroll, review all pay changes, bonuses, and incentives for accuracy and documentation. Check that W-2 and 1099 information is correct and that any final adjustments (like unused PTO payouts or referral bonuses) are captured.
Take a moment to look at how your compensation structure is working overall. Are you staying competitive? Is your pay-for-performance plan motivating the right results? A thoughtful review now can guide your budget and pay strategy for the year ahead.
Pro Tip: Compare your pay rates and bonus structures with trusted local affiliates or industry benchmarking groups. These peer comparisons provide a more accurate picture of competitiveness within the chauffeured transportation industry.
4. Prepare for Insurance Renewals and Open Enrollment
If your health, dental, or vision insurance renews in January, don’t wait until the last minute to communicate changes. Check in with your insurance broker early to review renewal dates, plan modifications, and rate changes. Make sure employees understand their options and deadlines for open enrollment—and that they have the resources they need to make informed decisions.
It’s also a great time to double-check eligibility, especially for new hires approaching their benefit start dates, and to ensure terminated employees have been removed from active plans. A clear, well-organized open enrollment process saves headaches later and reminds your team that you’re looking out for their well-being.
Pro Tip: Create a short “What’s New This Year” one-pager summarizing key plan updates and costs. It’s a quick reference—not a substitute for the detailed insurance forms—but it helps employees grasp the highlights before diving into the full materials.
5. Refresh Your Training and Safety Programs
Your people are your fleet’s most valuable asset, so invest in keeping them sharp. Audit training completion for all chauffeurs and staff—safety refreshers, customer service, harassment prevention, DOT compliance, and any certifications that need renewal.
Schedule your 2026 training calendar now and communicate expectations early. If you’ve made operational changes during the year, update your chauffeur training checklist and onboarding materials to match. A few hours of review now can prevent costly mistakes later.
Pro Tip: Rotate who leads short monthly training refreshers—giving chauffeurs, dispatchers, or detailers an opportunity to teach builds ownership and engagement.
6. Recognize, Reflect, and Reconnect
Before the year wraps up, take a moment to celebrate your team’s hard work. The fourth quarter can be grueling in our industry, but it’s also when your people shine brightest. A sincere thank-you, a handwritten note, or a team breakfast can make a lasting impression.
This is also the perfect time to reflect on what went well and what didn’t—processes, communication, scheduling, and morale. Encourage managers to reconnect personally with their teams and start the new year on strong, positive footing.
Pro Tip: Pro Tip: If bonuses or incentives are part of your tradition, make sure they’re distributed fairly and communicated clearly. Pair financial rewards with personal recognition—employees remember the words of appreciation just as much as the check itself.
Conclusion: Drive Into the New Year With Confidence
A good tune-up ensures everything runs as it should—and your HR systems are no exception. By tightening up your paperwork, reviewing pay and benefits, refreshing training, and reconnecting with your people, you’ll reduce risk and boost readiness for the year ahead.
With a little year-end maintenance, you’ll be ready to roll into 2026 with confidence, clarity, and a crew that’s firing on all cylinders. [CD1125]
Amy Cooley is HR Leader for The LMC Groups. She can be reached at
