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How to Introduce GPS Tracking to Employees

Fleet managers may be convinced of the benefits of GPS tracking employees and telematics for fleet operations but getting buy-in from drivers and other employees may be difficult. Some drivers tend to think of GPS tracking as intrusive and as a possible sign that management doesn’t trust them.

Getting them on board will require clear communication between management and employees to help them understand why GPS tracking of employees is being implemented and why it can be a positive thing for everyone involved.

How GPS Tracking Benefits Employees

Letting your employees know how GPS fleet tracking will be beneficial for them is an excellent way to gain their acceptance of the technology. When your fleet management operations run more efficiently, it will be advantageous for the entire company, including your drivers. Below are some reasons to provide to employees on why tracking is beneficial for them:

Better Job Security

Using GPS tracking of employees and telematics decreases fleet operating costs, which make your business more profitable. A fatter bottom line and more business is good for job security.

Optimized Dispatching

Not knowing where your vehicles are wastes everyone’s time. Real-time GPS tracking lets dispatchers know where all their vehicles are located at any point in time. This means the nearest driver can be sent to a job, reducing the need for drivers to drive unnecessary miles. It also makes rescheduling for efficiency’s sake easier.

More Jobs Overall

With GPS tracking, drivers can complete more jobs per day because of improved routing. This is especially beneficial for employees who are paid by the hour or by the job.

Better On-the-Job Communication

GPS tracking combined with an integrated telematics system improves communication between drivers and managers. Drivers can let managers know of any issues on the road (for example, heavier than normal traffic, an accident or breakdown) or hazards that may be preventing them from doing their job efficiently or quickly.

This real-time communication also allows managers to communicate with their drivers about changes surrounding a job they are en route to, to give them information about new tasks or send help immediately should a driver need it.

Exoneration of Traffic Violations

If your driver gets a ticket and they feel it is unwarranted, GPS tracking could provide the evidence needed to potentially exonerate them or lessen the fine. Managers can also use the driver identification functionality to ensure that they know exactly who was driving a particular vehicle should an incident happened.

Proof of Time on the Job

Knowing if and when an employee has arrived at a job and how long they were there will benefit employees if a customer perhaps claims that they didn’t show up or spent less time on the job than was stated by the employee. GPS tracking clearly shows location and duration of time spent at job sites.

Automated Reports Reduce Paperwork

GPS tracking and telematics software let you automate reports such as fuel receipts and timesheets, which means your drivers have to fill out less paperwork than before. This helps them as well as your back office staff to save time. Mobile employees can spend more time on their job responsibilities and less time on paperwork.

Improve Driver Safety

Improved driver safety benefits everyone, especially your drivers. Aggressive driving behavior, such as speeding, is not only a danger to people’s lives out on the roads but can cost your company and drivers money.

Reducing and ultimately eliminating aggressive driving behaviors helps reduce accidents, leading to a reduced risk of fatalities and injuries. With telematics solutions, you can accurately track your drivers’ behaviors and help them improve through training, thus creating a safer work environment for everyone.

Reduced Vehicle Downtime

With GPS tracking and telematics, you can schedule preventative maintenance that will keep your vehicles on the road and safe to drive. This means fewer unexpected breakdowns that keep your drivers from working and may strand them. It also reduces the chance of accidents due to vehicles working as they should.

When and How to Start Talking to Your Employees about GPS Tracking

Start talking to your employees about GPS tracking before you implement it. If you implement without letting your employees know that you’re doing it, there will be an inevitable backlash that you will want to avoid. When you make the announcement that you’re thinking of adding GPS tracking of employees, your employees will have concerns but it is crucial that you answer any and all questions clearly and with complete transparency. If you are open and honest in your answers and dialogue, you will create a trusting environment and will make employees feel more comfortable about using the technology.

Transparency also means that you should not try to hide or minimize the benefits of GPS tracking for the company but also let them know that what benefits the company will also benefit them in the long run so they don’t feel that they’re being short-changed.

What Is the Best Way to Present the New Rules?

Your employees should know exactly when the new technology will be implemented, how it will be implemented and what data will be collected. It’s best to write up new policies specifically related to GPS tracking and to go over these with your employees so they can give their feedback on it.

Employees need to be fully aware of what is expected of them and know that they will be held accountable for their behavior. Also, let them know that you may use the data you collect with the technology to coach them should they need it. Try to also implement an incentive program alongside the GPS tracking system because this will motivate your employees more to perform better on the road.

Keep the following points in mind when introducing the GPS tracking system to your employees:

  • · Be open to questions – If you can’t answer a question right away, make sure that you get back to the employee(s) who asked about it to ensure that you keep the trust going.
  • Describe how a GPS tracking system works – You don’t have to go into too much technical detail, but you can provide a high-level view that will help employees understand the technology and ultimately feel more comfortable.
  • Be clear about why you are using it – Employees are more likely to accept technology if they realize it is being used to solve issues that affect the entire business and, in turn, them.

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