Benefits Of A Written GPS Tracking Policy
After 20 years of helping customers implement GPS tracking technology, there is nothing more important than implementing a policy you are willing to enforce. If you are not willing to enforce the behavior you want, you are wasting your time and money. Best in class customers will experience an ongoing ROI of 2-10x the investment.
While working with companies who have installed a GPS fleet management system and are now reaping the rewards, we have developed this guide to help you introduce GPS tracking to employees and answer most of their questions up-front. You can make the transition much smoother by communicating with them directly, outlining not only how the company will benefit, but also how they will benefit.
Five Steps in Helping Employees Embrace Change
- Make it easy for drivers to clearly identify and understand the change.
- Help them realize that their first reaction could be rooted in assumptions, not facts.
- Clarify the company and your drivers’ interests when considering new policies.
- Do not do a covert installation and tell them after someone is busted.
- Acknowledge “big brother” is part of it just like a service ticket, QA calls, etc.
Your new GPS tracking system will help everyone become better at their jobs. The better you get, the more money you are going to make! And the healthier the company, the better off everyone will be. *Savings can translate to better 401 (k) returns, bonus programs, fewer customer call-backs, cancellation and complaints, less paperwork for timecards, better driver training etc. It will make you a better company with the benefits you already realize and understand.
Be Honest and Forthright About the GPS Tracking System
Some employees might also have a tendency to distrust, or at least be skeptical of change. Their resistance is rooted in unrealistic attitudes towards change. Change is continuous. It happens everywhere. It’s accelerating as technology expands. And in truth, all changes are not always bad.
Describe to the Employees How a GPS Tracking System Works
Now, you may be asking why the company needs to know this information. Well, there are lots of reasons. One, you will be able to see if there are any changes that need to be made to the routes to save time during the day. You also want to make sure everyone is pulling equal weight. If one driver always has to scramble to make all his stops and another driver has extra time, this management system will help you pinpoint specific issues and allow you to fix them. We all want to establish daily routes that are achievable, not impossible to safely accomplish.
Also, it tells you how fast the trucks are going and gives you all an incentive to stay within the speed limit. This ultimately keeps everyone safer on the road. It proves you have a safe fleet of drivers, which may lower everyone’s insurance premiums due to fewer accidents. (See Employee Benefits).
Build Up a Good Relationship With Your Employees
This does not mean that the drivers get to decide on the use of fleet management technology.
Welcome Questions From Your Employees About the GPS Tracking Units
Explain How Everyone Wins When GPS Tracking is Implemented
There are also many positives for the driver. A facility maintenance company in Nevada had a driver that had been accused of causing an accident and was cleared when the system proved that the vehicle had never even been in the vicinity of the alleged accident. The company avoided an insurance scam and we see this as a win-win for everyone.
If a customer claims they never showed up, didn’t spend enough time there, or were too early or too late, you have proof to agree or refute the claim. They can’t argue with the system. This type of proof already led to lower customer turnover rates for many GPS Fleet Customers, which benefits everyone.
Points for Introducing Our System to Your Employees
We’ve put together the following topics to help you introduce the system to your employees. We suggest breaking down your presentation into four main points: Introducing The GPS units, describe the GPS tracking system, benefits of GPS tracking and questions & answers.
Introducing the GPS Units
Describe the GPS Tracking System
Benefits of GPS Tracking
As an example, this might be a way a company would introduce the system to its employees...
“I wanted to talk to you today about the new fleet management system we’ve installed the last few days. In order to remain competitive and to prosper in today’s hi-tech world, it is essential to be aware of trends and to stay abreast with current technologies. Electronic fleet management is revolutionizing the way fleets are managed in America today. We made an investment in this system because it will ultimately help us be more efficient and hopefully have a positive impact on our bottom line.”
Do’s and Don’ts
There is no “Magic Formula” for introducing Your New GPS System to your employees. However, our experience has identified a number of “Do’s and Don’ts” to follow:
- Try to introduce the system in a group meeting or other personal communication. By calling a personal meeting (or a series of small group meetings, depending on the size of your organization), you’ll give employees the opportunity to learn about the system first-hand rather than through the grapevine. It also allows them to have all their questions answered from top management.
- Keep the meetings and correspondence upbeat and positive. You may be installing the system because work isn’t up to par, but communicating this to your drivers will automatically put the system in a negative light. Talk about things you feel the company will be able to improve on because of the new system, and be sure to include the positive benefits for employees.
- Establish a way for employees to provide feedback and have their questions answered once the system is in place. Encourage e-mails or memos or create a comment box through which employees’ concerns and suggestions can be heard.
- Recognize all positive changes and improvements you see once the system is up and running. Whether it’s a gift certificate or cash bonus or simply a letter from the company president, be sure to recognize and reward desired behavior. This will clearly demonstrate to employees that the system provides benefits to both the company and the individual drivers.
- Don’t install the system before informing your employees. You may be tempted to install the units without employee knowledge (covert installation) simply to track work or establish a benchmark by which to determine the system’s success. However, the headaches and potential employee backlash usually aren’t worth it.
- Efficiency starts rising from day one. Moreover, being open and honest builds trust with even the most critical employees.
Don’t hide information about the system or evade tough questions. It’s important that employees understand the system and what it’s monitoring in order to get the results you’re seeking.
- Don’t expect all employees to immediately embrace the system. ItÃÂ¢ÃÂÃÂs human nature to react to workplace changes with some uneasiness and distrust, and you may never win everyone over. But once employees understand what the system is designed to do and start to see increased efficiency and timesaving throughout the fleet, most will accept it and work to improve their performance. It’s been our experience that good workers, the ones you want to keep long-term, welcome the system, as it recognizes their strengths and reinforces their contributions to the company.
Tough Questions & Answers
Having helped many companies with GPS implementation, we know there will likely be some tough questions you will have to face. A list of the most frequently asked tough questions are below. While many of the answers will be based on your individual company’s policies, we have given some guidelines for communication.
Q: Don't you trust us to do our jobs?
If you have a fear of “big brother” watching get with your manager to discuss where you feel you may need improvement so we can provide the training needed. We want you to be proud of the data which shows off how great you are.
Q: Is this legal? (Consult your legal counsel)
Vehicles and your pay represent a significant investment for the company. An accident can cost the company a lot of money but also your health. Instilling a culture of fleet safety is a top priority. Everyone goes home, every night.
Q: Exactly what will this system monitor
Employee GPS Tracking Benefits
The strongest method for easing the introduction of the Your New GPS Tracking System is to outline for your employees the primary benefits the system provides them. The following are some of the employee benefits that have already been reported by Other GPS Fleet customers:
Higher Customer Retention
Protection Against False Claims
Service Time Tracking
Hands-free Mileage Log
Vehicle Take Home Policies
Increased Company Profits
Increased Driver Safety
Improved Driver Morale
Sample Employee GPS Tracking Policy
GPS Vehicle Fleet Tracking Pricing -
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