Telematics implementation: best practice guide

Before you think about purchasing a new fleet telematics system, you should have a clear set of objectives right from the start in terms of what you expect it to achieve for you and your business, writes Irvin Gray, marketing manager UK and Ireland of TomTom Business Solutions.

Many systems have been unjustly considered failures because a company was sold the wrong system for its requirements, the drivers rejected them or the promised integration into existing systems failed. All too often, fleet managers who have suffered similar situations to these feel they have had their fingers 'burnt' previously by a telematics company and are very reluctant to try again, even though the technology itself was not at fault.

This does not need to be the case. Implementing telematics into a fleet, especially a large one, will often require a fundamental change in working practices and this is driven by policy from the top; in any change of strategy, leadership is needed from management. This takes effort and commitment - at least initially - but with the right motivation and possibly incentive, the new way of working will soon become accepted as beneficial to all very swiftly.

To allay 'spy-in-the-cab' fears, companies have used many strategies for achieving acceptance from drivers, but a few basics are sure to help:

1. Make drivers aware of the reasons for introducing telematics from the beginning, not after you've installed it.
2. Being part of the selection process will make employees feel valued and will have knock-on benefits across your business structure.
3. Make sure you know the system in-side out before you talk to employees about it. If you don't know what you're talking about, your drivers won't have confidence in the game plan.
4. Explain how telematics will benefit the drivers, including connecting sat nav with traffic avoidance, protecting drivers against false claims regarding customer disputes, vehicle damage and driving infractions.
5. Ensure your drivers know you have an obligation to manage your assets as efficiently as possible. This is especially relevant in tough economic times. Improved efficiency means more money for wages, bonuses and pay rises.
6. Explain how the system will benefit the company. A system could improve productivity, lower liability and insurance costs.
7. Set rules for infractions from the get-go and stick by them.
8. Have an incentive programme for employees when they are using the system successfully. So, the driver who creates the fewest harsh braking or steering inputs, or has the best mpg across the year, might get a half day extra holiday or a cash prize.

Once driver acceptance is achieved, one of the biggest hurdles has been overcome, but there is still a job to be done of maximising the benefits of telematics. Again, planning ahead and a clear understanding of objectives will pay off, once individual elements such as the following are taken into account:

• Fleet's needs: what does the organisation's fleet need from telematics?
• Finding the right vendor: products and solutions are one part of the equation but what sort of back-up will you receive?
• Employees: make sure they understand why telematics needs to be adopted and prepare them for the ways it will affect their working days.
• Back office staff: train employees and point out how this will make their lives better saving them time to create buy in.
• Software support: If there is IT support for existing systems, involve them in the adoption process so all parties are familiar with the hows and whys of implementation.
• Assess work practices: how will the data received from telematics be used on a daily basis? If it's not part of the working routine soon after installation, chances are it won't ever be; a review of policy and working practices should consider telematics input.

Simple forward planning on gaining driver acceptance and how the fleet management system is to be implemented have led to the most successful adoptions. Telematics has been proven to work time and time again; it can work for your business, too.

• To find out how TomTom Business Solutions can improve your fleet efficiency, visit www.tomtom.com/business

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