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How to make GPS tracking work for you and your staff
Introduction 1
The role of GPS in fleet operations 2
The Employers’ responsibilities 5
The Employees’ responsibilities 6
How to work within the law: keeping the employee relationship fair 7
Clarifying surveillance laws 8
Respecting privacy 9
Introducing GPS tracking to employees 11
The Do’s of introducing GPS tracking 12
The Dont’s of introducing GPS tracking 16
The end game 18
Contents
1. Introduction
For most companies running a fleet, GPS tracking is an essential part of good operations. The trackers help managers create better operational efficiencies, a more agile dispatch system and provide insights that can lead to real improvements to the bottom line.
But how do you introduce something which could literally save the business thousands of dollars a year to employees, without them feeling like big brother is watching them?
This eBook covers the essentials of introducing GPS tracking to staff, including:• • Why GPS is an essential
part of operations
• Installing GPS and keeping compliant
• Tactics for introducing tracking to staff
• Real life examples of GPS making employees and businesses better
How to make GPS tracking work for you and your staff 1
The role of GPS in fleet operations
GPS tracking has become an indispensible tool for improving the efficiency and productivity of fleet operations. Its functionality means owners and managers can, at any time of day, locate, dispatch and monitor their vehicles without interrupting their drivers with phone calls or emails. Tracking software puts insight in the hands of those who need to make fast and sometimes difficult money making decisions.
Monitoring
Live tracking means clear visibility on your vehicles whenever you
need it. A single screen can show the location of your entire fleet or
individual vehicles. Real time information shows vehicles that are
stopped, idling or moving, and at what speed. The location and
speed data of vehicles can also be kept for historical reporting,
a useful tool when it comes to proof of service and timesheet
verification or logbook and Fringe Benefit Tax reporting.
How to make GPS tracking work for you and your staff 2
The role of GPS in fleet operations
Geofencing
Geofencing allows users to
create virtual boundaries around
key locations such as a city,
suburb or office/depot. Alerts
can be set up so that when one
of your vehicles enters or leaves
that area you’re notified. It can
even alert you to vehicles or
equipment being used out of
hours. It can give useful data
such as the number of times
that location has been visited,
the time spent at that location
and the time taken travelling to
and from that location. It can
also show you if a vehicle has
deviated from its normal
route or area.
Automation
Automating your reporting
removes reams of paperwork and
manual work, saving hours of
time for fleet managers. Reports
on vehicle and driver activity can
be automated monthly, weekly
or daily, giving you a view of
whole fleet trends as well as
individual vehicle data. Common
reports include job start and
finish time, time on site,
kilometres travelled and location
for accurate invoicing, Fringe
Benefits Tax reporting, driver
logbooks and wages. It can also
help you provide proof of service
reports to your clients. Gives you
better control over your fuel
usage of your vehicles.
Some GPS tracking systems have
the ability to develop customized
add-ons such as single-touch
inventory ordering by drivers
or alerts for business critical
events such as an increase
in temperature levels for
refrigerated goods.
How to make GPS tracking work for you and your staff 3
90% of driving accidents are due to driver error
The real cost of an accident goes beyond damage to a vehicle.
The business costs include loss of productivity, increased insurance
premiums, missed revenue opportunities and third-party claims.
And then there is the human cost – the physical and mental
injuries of your staff members and their families. GPS fleet tracking
can be used to identify unsafe driving behavior and provide
proactive training and education before an accident happens.
How to make GPS tracking work for you and your staff 4
1. Introduction
An employer has a duty of care to provide and maintain so far as is reasonably practicable a safe and healthy working environment for its employees. Applied to work related driving safety this may include:
The Employer’s responsibilities
• Information about safety features of vehicles and instruction on how to use them
• Knowledge about the causes and effects of fatigue
• Information about the safe use of the vehicle
• Information about safe maintenance of the vehicle.
~ Section 21 of the Victorian Occupational Health and Safety Act (2004)
How to make GPS tracking work for you and your staff 5
1. Introduction
• Holding a current, valid drivers licence
• Abiding by all road rules (e.g. speed limits)
• Refraining from driving if impaired by tiredness or medication
• Reporting any incidents required by the employer’sprogram
• Carrying out any routine vehicle checks required by the employer.
The Employees’ responsibilities
~ Section 25 of the Victorian Occupational Health and Safety Act (2004)
Employees also have a duty to cooperate with the measures that an employer has developed to eliminate or reduce risks. Applied to work related driving, the employee duties could include:
How to make GPS tracking work for you and your staff 6
GPS data is a powerful tool for keeping the employer/employee
relationship fair. Data recorded and stored can be used to hold both
parties accountable for meeting their responsibilities. However, there
needs to be a line drawn between what is surveilling employees for
the purposes of work, and that which is invading their privacy.
It’s important to understand where the line is and how to stay on the right side of it.Australia does not have blanket laws in this space, but that doesn’t
mean there aren’t governing rules over what you can and can’t track
as an employer. Each state and territory has its own surveillance and
privacy laws that you must adhere to, with some stricter than others.
Links to each relevant state and territory law can be found at the end
of this eBook.
How to work within the law: keeping the employee relationship fair
How to make GPS tracking work for you and your staff 7
Clarifying surveillance laws
Under the law GPS tracking is
considered ‘surveillance’, in
the same category as CCTV and
phone monitoring. The NSW
Workplace Surveillance Act
has the most comprehensive
surveillance law in Australia.
Because it refers specifically to
GPS tracking of employees, we
will use this as an example of
best practice for fleet managers.
Keep in mind that while these
requirements may at first glance
seem strict, it is merely a way
|of keeping communication
open with staff and creating a
common sense system.
Notify your employees, in
writing, at least 14 days before
tracking starts or before an
employee starts employment
with you. Let them know:
• The kind of tracking to be carried out (GPS for tracking purposes), and
• How the tracking will be carried out (via the installation of a GPS tracking device), and
• When the tracking will start, and
• Whether the tracking will be continuous or intermittent, and
• Whether the tracking will be for a specified limited period or ongoing.
Consent must be given by all
parties before tracking can
begin. It can be given expressly,
such as in a written letter, or in
a signed contract. It can also be
implied. Implied consent
requires the person being
tracked to be given full details
and when, why and how they
will be tracked and them not
objecting to the tracking.
Finally, put a notice up
clearly on the vehicle/s,
reminding drivers that
they are being tracked.
How to work within the law: keeping the employee relationship fair
How to make GPS tracking work for you and your staff 8
Covert surveillance
The only exception to the rule is
when it is deemed necessary to
conduct secret tracking if the
employer applies and is given
authority from a court. To be
clear, this is likely to only be
given if the employer reasonably
suspects that unlawful conduct
is taking place.
Penalties
Companies found to be in
breach of the Act can expect a
fine of up to $5,500 per offence
and management can expect to
receive individual convictions.
Respecting privacy
Data collected by GPS about
specific drivers is likely to
constitute ‘personal
information’ and is therefore
subject to the Privacy Act, just
like any other data you collect
about your employees such as
their name and address. Again,
you will need consent from the
drivers to collect this
information, which could be
included as part of the standard
employment contract or privacy
policy new employees sign when
they start with you.
At the end of the day, treat the
data you receive about drivers
just as you would any other
personal data of theirs that you
have on file.
At the end of the day it’s about using common sense in your operations.
How to work within the law: keeping the employee relationship fair
How to make GPS tracking work for you and your staff 9
Case study: The real cost of speeding
Stewart* manages a transport company. A year ago he employed a driver to do
an interstate run for him. The driver was caught doing 18 km over the speed limit.
Not only was the driver was fined but so was Stewart and he lost income. In total
Stewart lost $8,000 in the incident, money he could have used elsewhere, and was
put on notice by his client that if there was another speeding breach that they
would cease doing business with them. Shortly afterwards Stewart installed GPS
trackers on his vehicle. He notified his staff in writing of the trackers, he placed
clear signage on the vehicles that they were being tracked and he discussed with
employees any concerns they had about what he was/wasn’t monitoring. Since
implementation the speeding alerts and daily activity reports that Stewart
receives allow him to coach employees, keep them safe on the road and protect
his reputation and bank account. He also uses it as a selling point when marketing
himself to potential clients.
How to make GPS tracking work for you and your staff 10
When it comes to introducing GPS tracking to your employees,
some will ‘get it’ straight away. They’re the ones you know are
probably doing the right things and already representing your
company well. Others might feel you don’t trust them, that
you’re trying to ‘catch them out’.
It’s important to make it clear from the first moment that
introducing GPS is not about fault finding, it’s about being a
better, more efficient, more productive business. GPS tracking
helps employees work better, provide a better level of customer
service and create better customer loyalty. At the end of
the day, loyal customers mean better job security and
happier employees.
Introducing GPS tracking to employees
How to make GPS tracking work for you and your staff 11
Be upbeat and upfront
In some states you are legally required to inform your employees
that GPS tracking will be installed in their cars. In addition to
written notification it’s best practice to meet with the team as a
whole, or one on one, to explain exactly why the tracking is needed
and what they have to gain from it.
Keep your discussions positive, focusing on the benefits and
providing plenty of opportunity for feedback and questions.
Change can be hard and if you’re not talking to your staff about
it they will fill in the gaps themselves and assume the worst.
The Do’s of introducing GPS tracking
How to make GPS tracking work for you and your staff 12
Explain how it will work
Staff need to know that this is
going to help them and the
business. Be clear about the
reasons why the trackers are
being introduced and, just
importantly, why they aren’t.
• Trackers create a safer workplace
Drivers will receive
immediate assistance if they
break down, have a collision
or are in distress, even if they
are working remotely or out
of hours.
• Trackers help keep vehicles healthy
Vehicle health can be
monitored and maintenance
scheduled by head office.
Automated maintenance
reminders will be sent to
staff to reduce the risk of
on the road problems.
• Trackers reduce the amount of paperwork
The data needed to record
time on jobs, travel times,
kilometres travelled and
other logbook information
is automatically recorded by
the GPS.
• Trackers help keep clients happy
Faster dispatch, more
accurate billing and a more
responsive service means
happier clients and a better
workplace.
• Trackers help us keep your back
Drivers are now protected
against false claims by clients
such as “They were late,”
or fault claims in the case
of accidents.
The Do’s of introducing GPS tracking
How to make GPS tracking work for you and your staff 13
The Do’s of introducing GPS tracking
Explain your expectations
Make it clear what behavior is
and isn’t acceptable on the road
and on a job. This can be in the
form of a Service Level
Agreement, KPIs or part of their
employment contract.
Consider a bonus structure
If employees are concerned
you are trying to find ways
to ‘punish’ them, flip the
discussion to rewards.
Employees who meet certain
safety and productivity levels
will be rewarded either
monetarily or by other
incentives.
Give them the Big Picture
It’s important that staff
understand how GPS tracking is
going to help grow the business.
If your employees are excited
about the future of their
business, they’ll understand the
need to install GPS. A healthier
business means a secure future
and possible financial rewards
for them.
How to make GPS tracking work for you and your staff 14
Invest in their future
Make sure your employees know
you want them to succeed. The
GPS data provides an
opportunity to provide coaching
on customer service, driving
behaviour and productivity.
Have a chat with them about
what efficiency means for their
clients and the chain reaction
that comes with a better level of
service. Better service means
happier clients, happier clients
stay loyal and spread word of
mouth referral. The more happy
clients the business has the
more successful the business
and the better rewards for staff.
• Trackers help keep clients happy
Faster dispatch, more
accurate billing and a more
responsive service means
happier clients and a better
workplace.
• Trackers help us keep your back
Drivers are now protected
against false claims by clients
such as “They were late,” or
fault claims in the case of
accidents.
The Do’s of introducing GPS tracking
How to make GPS tracking work for you and your staff 15
Hide it from staff
You may be tempted to install
the tracking devices, to establish
a benchmark, before talking to
your employees. Keep in mind
that covert surveillance is illegal
in most states, with harsh
penalties. Plus, any trust you
hope to build with staff will
be destroyed.
Expect staff to accept it
At least not immediately.
Employees will generally resist
change, but once the real world
benefits can be shown to them
and their fears of being ‘spied
on’ allayed, they will get on
board. Don’t forget that for
anyone new joining your
company, tracking will just
be a standard part of their
work in a company with a
‘safety first’ culture.
The Dont’s of introducing GPS tracking
How to make GPS tracking work for you and your staff 16
Case study: Finding the efficiencies
A cleaning company introduced GPS trackers into their fleet. They wanted to use the
trackers to increase the efficiency of their fleet and achieve more by doing less. The
GPS insights soon showed a frequent double handling of goods, which meant more
work for the drivers and longer delivery times for their clients. By implementing
better dispatch methods, through the GPS software, delivery times were reduced,
double handling was all but removed and drivers were no longer frustrated by
unnecessary driving to and fro. Dispatch in the warehouse could see on the screen
who was closest for a new job that was being called in. They could dispatch that
driver to the job while still on the phone to the client, letting them know someone
was on the way. There was no more ring around to figure out who was free.
For drivers it mean they no longer had to come back to base. They were driving
less and accomplishing more.
How to make GPS tracking work for you and your staff 17
The carrot will ultimately be mightier than the stick.
85% 90% 75% 15%Reduction in
speed violationsReduction
in accidentsCustomer
Satisfaction Rating
Reduction in fuel costs
The end game
In the long term the proof will be in the data. Provide staff with real, measurable benchmarks for the company to meet in order to prove the success of the tracking measures. Then celebrate the wins with the whole team as they come, working towards a high achieving company culture with employees who take pride in their work.
How to make GPS tracking work for you and your staff 18
1. Introduction
New South Wales Workplace Surveillance Act 2005
Victoria Surveillance Devices Act 1999
WorkSafe Victoria
Australian Capital Territory Workplace Privacy Act 2011
South Australia Listening and Surveillance Devices Act 1972
Northern Territory Surveillance Devices Act 2007
Western Australia Surveillance Devices Act 1998
Tasmania Covered by the National Privacy Act 1988
Fair Work Australia Workplace Privacy Best Practice
Resources
1. Introduction
Head Office Austracker GPS Pty. Ltd.
Supporting businesses Australia wide
Phone 1300 893 473
Email [email protected]
Web austracker.com
ABN 17 147 990 994
