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How to Introduce GPS Tracking to Fleet Employees

Introducing your employees to GPS tracking systems may seem like a daunting task, but, by following the guidelines we have set below, the transition can be seamless. At first, your employees may react defensively to being “tracked” at all times. They could perceive this as distrust when, in reality, GPS tracking is used to improve the overall performance of a fleet, not keep tabs on the drivers. With a thorough explanation of the benefits and features, you can steer the conversation in a positive direction and ensure a smooth transition.

What should I say?

Make sure that prior to your presentation you have a full understanding of the GPS system benefits and features. If you have any questions, you can always contact us for more information. Be honest with your employees and transparent about how the system will work. You want to make them feel comfortable and ease any of their concerns. To make sure they understand the reasoning behind the system, we suggest breaking down your presentation into three main points:

1) Introduction

Start the conversation by explaining how your company is implementing a digital fleet management system as a way of staying -up-to-date in a competitive, hi-tech world. Fleet management systems increase the efficiency and performance of your company so that you can save money, search more customers, and ultimately grow your business. Explain that you are investing in this system to help improve your bottom line, which can positively affect everyone in the company.

2) System Benefits

Provide an overview of the benefits the system will provide – from decreased insurance premiums to increased route management – but also discuss, in detail, the direct benefits to employees. These include:

      • Enabling employees to show their value and high performance
      • Motivating positive employee driving behavior changes
      • Creating accurate digital logs to ensure drivers receive credit for all hours worked
      • Increasing the security of their vehicle
      • Quickly helping lost drivers figure out where they are and where to go
      • Improving the company’s fiscal stability overall

3) System Explanation

It is important that your employees know how the system works and why each feature can help to make their job easier. Also, explain how the system will work to achieve your business goals. Be open about who will be reviewing the data and what problems you are using the system to solve. Are you trying to reduce your gas consumption? Do you need to create more efficient routes between customer locations? Once your employees understand the “why” behind the system, they will understand that it is not about monitoring an individual driver, but improving the entire fleet. Also, as you see improvements made with the system, be sure to update your employees on the progress so that they can see the value it brings.

How to Answer Tough Questions

Having helped many companies implement GPS fleet management systems, we know you will likely face some tough questions. Make sure your employees feel free to ask any questions they want, especially if they seem uneasy about the new system. A list of the most frequently asked questions are below, and while many of the answers will be based on your individual company’s policies, we’ve given some guidelines for communication.

Example Questions & Answers

Q. Don’t you trust us to do our jobs?

A. Absolutely. Driving a vehicle and selling, servicing, and delivering products are huge responsibilities, and that’s why you’re a part of our team. We’re installing this system to help us better manage the entire fleet, not just a single truck. It will give us an overall picture of how the fleet is operating and will point out areas that we could improve on as a company. We see it as a very positive change and we think you will too.

Q. Is this legal?

A. Yes. The system is simply tracking the vehicle’s progress throughout the day and providing the same information that we would get if we were to ride around with you to write detailed route reports with delivery times and mileage.

Q. Exactly what will this system monitor?

A. The system will track when the vehicle starts in the morning, where and when it stops, how long it stays at each location, the speed it’s traveling between points, how long it idles during the day, and the total number of miles driven.

Q. What if I need to go out of my way to avoid a traffic jam?

A. Using our GPS system, we can actually see the traffic congestion in real time and help offer alternative routes. This will help you get to your destination faster.

Q. What if the system malfunctions and provides bad information? Will I be blamed?

A. System malfunctions are very easy to spot and very rare occurrences, drivers will not be blamed; however, tampering with the unit is an offense punishable by termination.

Q. What happens if we get caught speeding by the GPS Fleet Management system?

A. (Your Company Policy)

Q. What if we have to make personal stops?

A. (Your Company Policy)

Q. How do I explain something that happens and may not appear to be company related?

A. (Your Company Policy)

Q. Will I get to see a copy of my truck’s report?

A. (Your Company Policy)


By following the guidelines above and being transparent, you can get everyone in the company on board with the system and excited about the improvements it will help make!