How to make GPS
tracking work for
you and your staff
Contents
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
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
• Tactics for introducing
part of operations
tracking to staff
• Installing GPS and
keeping compliant
• 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
Automation
Geofencing allows users to
Automating your reporting
Some GPS tracking systems have
create virtual boundaries around
removes reams of paperwork and
the ability to develop customized
key locations such as a city,
manual work, saving hours of
add-ons such as single-touch
suburb or office/depot. Alerts
time for fleet managers. Reports
inventory ordering by drivers
can be set up so that when one
on vehicle and driver activity can
or alerts for business critical
of your vehicles enters or leaves
be automated monthly, weekly
events such as an increase
that area you’re notified. It can
or daily, giving you a view of
in temperature levels for
even alert you to vehicles or
whole fleet trends as well as
refrigerated goods.
equipment being used out of
individual vehicle data. Common
hours. It can give useful data
reports include job start and
such as the number of times
finish time, time on site,
that location has been visited,
kilometres travelled and location
the time spent at that location
for accurate invoicing, Fringe
and the time taken travelling to
Benefits Tax reporting, driver
and from that location. It can
logbooks and wages. It can also
also show you if a vehicle has
help you provide proof of service
deviated from its normal
reports to your clients. Gives you
route or area.
better control over your fuel
usage of your vehicles.
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
The Employer’s responsibilities
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:
• 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
The Employees’ responsibilities
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:
• 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.
~ Section 25 of the Victorian
Occupational Health and Safety Act (2004)
How to make GPS tracking work for you and your staff
6
How to work within the law:
keeping the employee relationship fair
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 make GPS tracking work for you and your staff
7
How to work within the law:
keeping the employee relationship fair
Clarifying
surveillance laws
Notify your employees, in
Under the law GPS tracking is
employee starts employment
considered ‘surveillance’, in
with you. Let them know:
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
writing, at least 14 days before
tracking starts or before an
• 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
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.
• 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
• When the tracking will
start, and
objecting to the tracking.
• Whether the tracking
will be continuous or
intermittent, and
clearly on the vehicle/s,
Finally, put a notice up
reminding drivers that
they are being tracked.
How to make GPS tracking work for you and your staff
8
How to work within the law:
keeping the employee relationship fair
Covert surveillance
Respecting privacy
At the end of the day, treat the
The only exception to the rule is
Data collected by GPS about
just as you would any other
when it is deemed necessary to
specific drivers is likely to
personal data of theirs that you
conduct secret tracking if the
constitute ‘personal
have on file.
employer applies and is given
information’ and is therefore
authority from a court. To be
subject to the Privacy Act, just
clear, this is likely to only be
like any other data you collect
given if the employer reasonably
about your employees such as
suspects that unlawful conduct
their name and address. Again,
is taking place.
you will need consent from the
drivers to collect this
Penalties
Companies found to be in
breach of the Act can expect a
fine of up to $5,500 per offence
information, which could be
data you receive about drivers
At the end of the
day it’s about using
common sense in
your operations.
included as part of the standard
employment contract or privacy
policy new employees sign when
they start with you.
and management can expect to
receive individual convictions. 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
Introducing GPS tracking
to employees
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.
How to make GPS tracking work for you and your staff
11
The Do’s
of introducing GPS tracking
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.
How to make GPS tracking work for you and your staff
12
The Do’s
of introducing GPS tracking
Explain how it
will work
• Trackers help keep
vehicles healthy
• Trackers help keep
clients happy
Vehicle health can be
Faster dispatch, more
Staff need to know that this is
monitored and maintenance
accurate billing and a more
going to help them and the
scheduled by head office.
responsive service means
business. Be clear about the
Automated maintenance
happier clients and a better
reasons why the trackers are
reminders will be sent to
workplace.
being introduced and, just
staff to reduce the risk of
importantly, why they aren’t.
on the road problems.
• Trackers create a
safer workplace
• Trackers help us
keep your back
• Trackers reduce the amount
of paperwork
Drivers are now protected
Drivers will receive
The data needed to record
such as “They were late,”
immediate assistance if they
time on jobs, travel times,
or fault claims in the case
break down, have a collision
kilometres travelled and
of accidents.
or are in distress, even if they
other logbook information
are working remotely or out
is automatically recorded by
of hours.
the GPS.
against false claims by clients
How to make GPS tracking work for you and your staff
13
The Do’s
of introducing GPS tracking
Explain your
expectations
Consider a
bonus structure
Give them
the Big Picture
Make it clear what behavior is
If employees are concerned
It’s important that staff
and isn’t acceptable on the road
you are trying to find ways
understand how GPS tracking is
and on a job. This can be in the
to ‘punish’ them, flip the
going to help grow the business.
form of a Service Level
discussion to rewards.
If your employees are excited
Agreement, KPIs or part of their
Employees who meet certain
about the future of their
employment contract.
safety and productivity levels
business, they’ll understand the
will be rewarded either
need to install GPS. A healthier
monetarily or by other
business means a secure future
incentives.
and possible financial rewards
for them.
How to make GPS tracking work for you and your staff
14
The Do’s
of introducing GPS tracking
Invest in their future
• Trackers help keep
clients happy
Make sure your employees know
Faster dispatch, more
you want them to succeed. The
accurate billing and a more
GPS data provides an
responsive service means
opportunity to provide coaching
happier clients and a better
on customer service, driving
workplace.
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
• 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.
mouth referral. The more happy
clients the business has the
more successful the business
and the better rewards for staff.
How to make GPS tracking work for you and your staff
15
The Dont’s
of introducing GPS tracking
Hide it from staff
You may be tempted to install
Expect staff to
accept it
the tracking devices, to establish
At least not immediately.
a benchmark, before talking to
Employees will generally resist
your employees. Keep in mind
change, but once the real world
that covert surveillance is illegal
benefits can be shown to them
in most states, with harsh
and their fears of being ‘spied
penalties. Plus, any trust you
on’ allayed, they will get on
hope to build with staff will
board. Don’t forget that for
be destroyed.
anyone new joining your
company, tracking will just
be a standard part of their
work in a company with a
‘safety first’ culture.
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 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.
The carrot will ultimately be mightier than the stick.
85%
90%
75%
15%
Reduction in
speed violations
Reduction
in accidents
Customer
Satisfaction
Rating
Reduction in
fuel costs
How to make GPS tracking work for you and your staff
18
1. Introduction
Resources
New South Wales
Western Australia
Workplace Surveillance Act 2005
Surveillance Devices Act 1998
Victoria
Tasmania
Surveillance Devices Act 1999
Covered by the National Privacy Act 1988
WorkSafe Victoria
Fair Work Australia
Australian Capital Territory
Workplace Privacy Best Practice
Workplace Privacy Act 2011
South Australia
Listening and Surveillance Devices Act 1972
Northern Territory
Surveillance Devices Act 2007
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