Introduction to the why of a fleet management system
Inform your employees that your company is going to implement a new fleet management system to keep up with current technologies. This technology will enable the company to maintain a competitive edge in today’s rapidly changing environment, resulting in increased efficiency and a positive impact on the bottom line.
1 | Explanation of the fleet management system
Describe the units that will be installed in the commercial vehicles, show the management application and explain which activities the track & trace system will register and what the data will be used for: speed, kilometers traveled, stop times, idling, stop duration, trip reports, fuel consumption, hard acceleration, hard braking, … and show example reports.
2 | The Benefits of a Fleet Management System
Provide an overview of the various benefits that the system brings, such as lower fuel costs, increased driver safety, more efficient route planning, automatic instead of manually generated reports, ... But also discuss in detail the benefits for the employees themselves - you can read more about this in this blog under 'benefits for employees'.
3 | Questions and answers about track & trace (FAQ)
Provide ample opportunity to ask questions. If someone asks a question that you can't answer right away, say you'll look up the answer and give direct feedback.
4 | Answering difficult questions about track & trace
We know that there will be some tough questions. We will address some of these questions below. While the answer will depend on the policy that is written, we will provide some tips on how to best communicate.
Q: Don't you trust us to do our job?
Your answer: Absolutely. We trust you. Driving a vehicle and selling, servicing and delivering our products are huge responsibilities, and that’s why you’re part of our team. We’re installing this system to help us better manage our entire fleet, not just a single truck. It gives us an overall picture of how the fleet is performing and highlights areas where we can improve as a company. We see it as a very positive change, and we think you will too.
Question: Is what you want to do legal?
Your answer : This is a fair question and the answer is yes. We have informed you in advance about what we are going to do. The system simply tracks the progress of the vehicle throughout the day and gives the same information that we would get if we were driving you around or asking you to write detailed route reports with delivery times and mileage. The advantage is that you don't have to do this anymore, because everything happens automatically.
Question: What exactly is being tracked?
Your Answer: The fleet management system tracks when the vehicle starts in the morning, where and when it stops, how long it stays at each location, the speed it travels between points, how long it idles during the day, the total number of kilometers driven, and when equipment is turned on and off. If you would like, I would be happy to give you a one-on-one demo of the management application so you can see what data is being tracked, and what it is being used for.
Q: What happens if I get caught doing something wrong?
Your answer: As discussed, management has written a policy with a number of rules. You will all receive a copy of this company policy so that you can read everything at your leisure. The policy describes the standards and rules, as well as the follow-up and actions that will be taken in the event of repeated non-compliance with the policy.
Question: Can we never make a personal stop along the way?
Your answer: We have answered this question in the company policy. You can find it there. (This will be filled in differently by each company).
Question: What happens if I have to take a very long detour to avoid a big traffic jam and therefore cannot complete the day's planning?
Your answer: We have answered this question in the company policy. You can find it there. (This will be filled in differently by each company).
Q: What happens if the system is down and doesn’t record data? Will I be blamed for this?
Your answer: In the system logs, a message will appear that no data could be registered due to a technical error. We have answered this question further in the company policy. You can find it there. (This will be filled in differently by each company).
Question: Can I view/obtain a copy of my vehicle data at any time?
Your answer: We have answered this question further in the company policy. You can find it there. (This will be filled in differently by each company).
The DO's and DON'TS of successful employee communication about track & trace
Unfortunately, there is no magic formula to introduce your fleet management system to your staff in such a way that they will immediately get on board and fully embrace it. However… from our experience, and feedback from our many customers, we have listed a few points below that you should follow:
DO
- Try introducing the system in a group meeting or other employee communication. By holding a staff meeting (or a series of small group meetings, depending on the size of your organization), you give employees the opportunity to learn about the system firsthand, rather than through internal drumbeat. It also gives them the opportunity to have any questions answered by management.
- Keep meetings and correspondence upbeat and positive. You may be installing the system because work is not going well at the moment, but if you tell your drivers this, the system will automatically be seen in a negative light. Talk about things you think the company can improve with the new system and make sure you mention the positive benefits for employees.
- Provide a way for employees to provide feedback and ask questions, even after the system is in place. Encourage emails or memos, or create a company mailbox where employee concerns and suggestions can be heard.
- Recognize and communicate any positive changes and improvements you see once the system is up and running. Whether it’s a gift card, cash bonus, or certificate of congratulations, make sure you recognize and reward desired behavior. This will clearly demonstrate to employees that the system is beneficial to both the company and the individual drivers.
DON'T
- Don’t install the fleet management system before you’ve informed your employees. You might be tempted to install and test the geotracking units without your employees’ knowledge. However, the headaches and possible reactions from employees are usually not worth it. If employees know and understand the system from the start, efficiency will start to increase from day one. Furthermore, open and honest communication builds trust with even the most critical employees.
- Don't hide information about the system or avoid difficult questions. It's important that employees understand the system (and what it controls) to get the results you need for your ROI.
- Don’t expect all employees to embrace the system right away. It’s human nature to react to changes in the workplace with some discomfort and distrust, and you may never win everyone over. Once employees understand what the system is designed to do, and see greater efficiency and time savings for themselves, most will accept it and work to improve their performance. In our experience, good employees (the ones you want to keep long-term) embrace the system because it recognizes their strengths and highlights their contributions to the company.
Benefits of a Fleet Management System for the Employee
The most powerful way to facilitate the introduction of a fleet management system is to outline the key benefits of the system for your employees. Here are some of the employee benefits that have been successfully implemented by other clients:
1. Higher customer loyalty
For service technicians, retaining current customers is a high priority. In several cases, the detailed reports our system provides lead to higher customer retention rates. Simply put, customers like to see proof that the service was completed on time, and by providing that proof, you retain your customers and potentially your commission.
2. Protection against false claims
Our GPS tracking system provides irrefutable data showing where and when each vehicle has been driven, protecting against false accident claims and reports of late arrivals to scheduled appointments.
3. Service time registration
All-Connects fleet management system provides electronic verification of service duration and gives drivers a “back-up” in case of customer complaints (Proof of Service Delivered).
4. Automatic mileage registration
Our GPS tracking system provides accurate automated mileage registration, saving valuable time.
5. Clear agreements for taking vehicles home
Because usage can be monitored during evenings and weekends, some companies now allow employees to use company fleet vehicles outside of office hours. If desired, the private button can be enabled to make the journeys made invisible to the system.
6. Increased business results
Higher savings and profits translate into better operating results, better maintenance programs to minimize problems down the road, more money available to replace outdated equipment, etc.
7. New incentives
Because our GPS tracking system allows you to measure performance with such accuracy, you can create new incentives based solely on productivity. It’s amazing to see the performance changes once drivers embrace the competitive spirit. Before you know it, they’ll be helping you find new ways to generate revenue.
8. Increased driver safety
Financial gain is not the most important benefit for drivers. Driver safety is at the top of the list. Automatic alerts curb unsafe behavior, and safety scorecards reward drivers for good driving behavior.
9. Improved driver morale
With the use of the bAll-Connects GPS system, driver liability is no longer an issue. You have the necessary evidence to “catch” your drivers doing something good, so that you can improve their performance and self-esteem. Good drivers are usually reluctant to report their inefficient counterparts. In many cases, they are annoyed by the behavior of their “sleeping” colleagues, and especially by the fact that management often does not notice this or notices it too late, or does not hold them accountable because there is no clear measurable evidence. This has a negative impact on morale. With our tool, you now have a way to deal decisively with unproductive drivers.
10. Hire better drivers
Lastly, and perhaps the first thing to consider: Let potential new hires know that you are using GPS tracking during interviews. If someone has an alternate agenda or feels like they can’t work with GPS tracking, they will turn down an offer or not show up. It is much better to know now that they are not a good fit for your company than to find out after 6 weeks of training that they are resistant to the technology and company policies in place.
Ask an expert
Want to know how this technology can help your company meet legal requirements more efficiently? Feel free to contact us for more information and tailored advice! Call us on +32 3 289 55 35 or connect with us online below.
