Implementing GPS Tracking System in Your Organization


This document helps an organization to implement GPS tracking system successfully by taking the employees into confidence, the most valued asset in an organization. We recommend you to adapt or modify the techniques that suit your company.


Implementing GPS tracking solution has to be handled very delicately and strategically within an organization considering the human element. Your employees are your asset. You depend on them to run your business effectively and many of them are your trusted ones. Successful implementation therefore requires your employee’s cooperation.

As with any operational changes that you implement in your company, your employees may resist GPS system initially. Drivers may think that the system takes away their privacy. They may feel that you do not trust them anymore and you want to spy on them.

Moreover, they have stories and disillusion that others might have told them or they imagine something unusual and fear that their job is under scrutiny or even will fear losing their jobs. Therefore, taking your employees or drivers into confidence early on in the implementation stage and articulating the reasons and explaining about how the technology works will make the implementation easy and successful.


3.1 Inform in prior, well in advance
Call for a staff meeting or during monthly meeting say that the following:
“Our company has to use the latest technology that is available for Mobile Resource Management system” as most of the top industries uses it to manage their mobile assets. Say that the technology also uses as a part of the system, GPS to obtain the position. This technology is required due to the rising cost of fuel and the need to maintain the vehicle on time and to optimize vehicle usage. Some of the advantages are:

3.2 Tracking systems stands as a proof for the staff and managers
You do not need to answer questions from the office justifying as to where are you at any point of time. The Manager can see where you are and the reasons for the delay on the road. The tracking system helps prove your whereabouts. If you are late or do overtime, your track will stand as a proof. There are no more fights over your overtime claims. During your review your driving behaviour can be used in the KPI.

3.3 Savings on Telephone bills
Since there is no need for the office to continuously call asking for your location and you have to call back the office to convey that you have reached, company and you save on telephone bills.

3.4 Identifying who used vehicle when it was fined
We know that there are several conflicts during the past one year on owning the fine. By having the system, we can know exactly who used the vehicle. This way we can have eliminate arguments and cultivate greater understanding. Also this will force us to drive safely.

3.5 Explain how the system works clearly. Ask Informap staff to help you if required;
Some drivers/users think the system harms their health due to radiation. We even have one driver who told us that it will affect his fertility as the system is installed where he sits. You must remove these misconceptions.

Eliminate the mystery of what GPS tracking is, where is it installed, what data are acquired and how it is transmitted and how it will be used. Let them ask questions and answer them with cooperation and understanding. DO not ridicule them for asking silly questions.

Some drivers think that there are cameras who can record what they are doing and some think the boss is listening every time. Remove these misconceptions and remove fear.

Your staff may get nervous when they sense that you will track them. Put them at ease by making it very clear that GPS tracking is being introduced to manage and optimize the vehicles and not to harm any one driver.

3.6 Better work apportioning and allocation of work
Tell them that by having GPS tracking system, the office can identify the nearest driver and ask him to do the job instead of troubling a driver who is far and without calling each driver. This allows lesser burden and frustration and also allows distributing the workload among all drivers.

3.7 Talk about vehicle maintenance and vehicle safety
Most drivers understand that their vehicle is not send for servicing at the right time. You can make them understand its importance and how by having this system, the fleet manager will know which vehicle to send for servicing and to schedule them easily. You can also tell; since there is a check on the speed, they will stop speeding which is good and drivers have an incentive to practise safe driving practices and keeping up with regular preventative vehicle maintenance.

3.8 Ask Employees their ideas
Involve the employees in the implementation and hear them their ideas when to schedule the installation and what kind of reports that they would like to see as feedback from the system. In this way, they are part of the system and will open up new applications of vehicle abuse.
This allows them to see positive benefits of the change and embrace the system.

3.9 Don’t expect all staff members to be happy about the system
While good drivers will welcome being tracked and having their excellent driving record confirmed, drivers with performance issues will obviously hate being exposed. Plan in advance how you will address poor performance, giving drivers the opportunity to make improvements. The drivers you want to keep will often be pleased that they will no longer need to carry an unfair share of the workload to compensate for under-performing drivers.

During the first 3 months, you will face some challenge, but as months pass by they will accept the system and it will be part of the new work culture.

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