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How to Introduce Fleet Tracking to Your Employees

How to Introduce Fleet Tracking to Your Employees

Communication is key when implementing an effective Fleet Telematics program

Author: FleetLogik/Tuesday, August 1, 2017/Categories: Featured, Resources

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Many companies have turned to GPS Fleet Tracking and Telematics to improve operating efficiencies.  The business strategy is solid and the benefits generally easy to present to the Company’s management.  However, many fall short when introducing the program to their employees.  As a matter of fact, we often find employee communication as one of the most overlooked steps to a successful Telematics strategy.   

Many fear employee pushback or the perception of Big Brother and chose unwisely to adopt a “stealth” implementation approach.  In the absence of communication comes speculation and apprehension.  Inevitably, the very subject that was overlooked or avoided will become twice as difficult to set right.  The fact is, it need not be so difficult.  There are three key topics that need to be included in your communication plan and reinforced before, during and after the implementation.  

Big Brother Conspiracy 

The term Big Brother is referred to far too often in fleet management.  The truth is every business measures employee performance and coaches employees to be better at their jobs. Sales managers listen to calls to improve performance. Football coaches review tapes with their teams to improve performance.  GPS tracking and Telematics for fleet management is no different.  If you want to be known for having reliable on-time services, you have to know where you stand today and have the tools in place to monitor and measure performance moving forward.  Sometimes it is as simple as making someone aware of what they are doing and explaining how it effects the business. Many times people do not realize what they are doing is wrong, and simple coaching will go a long way to improve how employees operate the Company’s vehicles.  

Focus on reinforcing positive results.  Posting a report of drivers with lower fuel efficiency can alienate both good and poor performers.  Posting a report that lists drivers achieving the top 90% of the Company’s best fuel economy will reward the good performers while encouraging the poor. 

Avoid the temptation to include too much, too soon.  Keep common reports and measures simple and easy to understand in the beginning.  Keep your expectations and goals equally realistic.  Give everyone a chance to absorb the new technology.       

Telematics is not about the "got you”, it is about helping your company make improvements, cut costs and stay competitive. This is not Big Brother—this is good business.

Explain the Benefits For Your Employees 

The safety of your employees and the general public is foremost.  Being able to detect and respond to an accident from GPS tracking software can save lives.  Knowing where your employees are during difficult conditions or circumstances is invaluable and often brings peace of mind to both the employee and their families.  

Telematics can exonerate drivers from false traffic violations or customer complaints. Surely your company has taken calls from the public complaining about how one of your trucks almost ran them off the road or one of your trucks ran over their mailbox. The ability to have irrefutable evidence to exonerate your employees in any of these types of situations is easily recognized as a mutual benefit.  

Dispatch will be able to see the entire fleet in real-time. That means fewer phone calls from dispatch and fewer distractions for drivers. GPS tracking technology allows drivers and dispatch to communicate a whole new way without having to pick up the phone.

Vehicle maintenance is improved with real time visibility to defects and conditions.  The inconvenience of unplanned maintenance or worse, roadside breakdowns is greatly reduced.   

With a well deployed Telematics strategy your company is able to provide proof of completed services. This will eliminate the stress of trying to defend oneself in the case of he said/she said. Your employees are covered with the reports that show when they arrived, how long they were on site and when they left.

No one likes paperwork. Many of the administrative tasks that drivers do on a regular basis will be reduced or eliminated with Telematics software. This can include recording mileage, fuel tax reports, hours of service and other key facts related to the fleet and vehicle operation.

It is not uncommon for businesses using Telematics to put incentive programs in place. Drivers that reduce fuel consumption by reducing idle time, reduce mileage by improving routing, reduce speeding violations, or save the company money in other ways are often rewarded in the form of bonuses or at the very minimum put into consideration during performance feedback sessions.  

Explain the Benefits For the Business

It is ok to talk about the Company’s benefits.  Telematics will save the company money in fuel, labor, vehicle maintenance, accidents and insurance. When the company is prosperous, everyone benefits and everyone wants to work for a successful company.

You will increase efficiencies across the board within your company from technicians, drivers, supervisors, vehicles, dispatch, maintenance, payroll and customer service. Streamlining procedures throughout different departments will make everyone’s lives easier. Becoming more efficient will allow your business to focus on what it does best.

Besides eliminating the Big Brother theory and explaining the benefits for employees and your business, be upfront and honest with your employees about how you intend to use the technology. Don’t keep it a secret; answer any questions they might have, but remember Telematics and GPS tracking software is in place to help everyone, not to single anyone out. 

Telematics is the tool used to oversee the fleet and drivers, identify good and bad habits, become more effective and efficient, and remain competitive.    

Good communication is key to ensuring an effective Fleet Telematics program.  


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