How to Create an Effective Telematics Policy

Are you running a fleet tracking business but are having some trouble with implementing a policy for your telematics software? Are you wondering how you can create and run an effective telematics policy that your workers will surely follow? If the answer to either of those questions was yes, then this article is for you!
 

Why Telematics?

Telematics is a way of monitoring fleets and assets with the use of GPS tech; this is very important for fleet managers. With telematics, you can track your fleet vehicles and assets with onboard diagnostics (OBD) to know where they are at all times. Telematics software tracks vehicles by plotting them on a digital map and updating management with automated alerts and notifications whenever the need arises. These alerts could let you know if one of your drivers is speeding or is taking a different route than the one designated for them. So, as you can see, it is very important to be using telematics for fleet management at all times. The issue is, however, are your drivers and workers on board? This is why it is equally important you have a policy regarding your telematics system.
 

How to Create an Effective Telematics Policy

If you already have telematics software but find that you are not receiving info from your fleet units, or you find inconsistencies in the data, or you are facing other similar issues, then it is time you implement a policy for your workers to follow. It is important you lay down key rules and guidelines for your employees to work with when it comes to fleet management software. Here are some of the main reasons we strongly recommend you create a policy as soon as possible:

• Road Safety

It is so crucial that you ensure your drivers are driving safely on the road. This is to protect your drivers and the passengers on board, as well as the people around them on the road. Your assets and vehicles also need to be well taken care of! With a road safety policy, you will have an idea of how to deal with the numerous risks regarding the well-being of your employees while on the road, as well as others.

• Getting your money’s worth

Fleet management software can be pretty pricey. This is especially the case if it comes with advanced features such as telematics. If your workers are unplugging the system, then you are just pouring money down the drain at this point. With a policy, however, you can easily avoid this.

• Simplifying management tasks

Fleet management can be quite tiring and challenging because there are so many tasks to be taken care of. With telematics software, a great deal of this burden is lifted and your job as a fleet manager can become much easier. Telematics can provide you with useful and valuable insights and data on your assets, vehicles, drivers, and passengers. It is important you make the most use of this info to boost your profitability and increase your revenue. This can easily be done once you have tracking software that can simplify data on routes, trends, and customer preferences.

• Ensuring compliance

Telematics software is also integral to ensuring your fleet business remains compliant and avoids risks in general.

There are many more reasons you need to have a policy in place as well, such as providing better customer service, avoiding legal issues, and so on. So, without further ado, here is how you can introduce an effective telematics policy to your workers right away:
 

Mention how it will benefit them

Once your workers understand that you are on the same side and that telematics can benefit them as much as you, then it will be much easier to make sure they are all on board with the policy.
 

Introduce a rewards program

If you introduce rewards, in good nature, for the drivers that follow the policy by providing you with accurate data from their units, then there is a good chance everyone will be on board. This is definitely sure to boost morale as well.
 

Show them the ways telematics can ensure everyone's safety

This is surely the most important way telematics can benefit everyone, from management to drivers to people on the road. This boosts efficiency in your fleet and helps improve your business with overall ratings and customer satisfaction. With telematics, you can make sure everyone is safe on the road.
 

Be transparent about the policy

Transparency is key when it comes to any policy. Make sure your workers know you are not spying on them and that you have no intention to. Be very clear when letting them know that the cameras being installed in the vehicles are for safety precautions and measures, and absolutely nothing more. It is much easier to approach your workers in the future with the data collected if they actually knew it was being collected. Also, they are more likely to behave if they know they are being recorded. Lastly, include a privacy policy that your workers know about.

Over 50% of commercial fleets use telematics and the majority of them have no problems when it comes to getting their workers on board. However, this does not mean that there are no objections. That is why it is better to create your telematics and road safety policy before implementing it to avoid objections and other issues. If you want to know what steps to take when creating your policy, then keep reading.
 

Steps to Create The Policy

Here are the steps to take when creating the policy:

• Get legal consultation

With help from your legal team or counsel, you can ensure there are no flaws in your policy legally. You can also ensure that you remain compliant. Legal professionals can help provide valuable guidance with your policy as well.

• Establish the guidelines

It is important you are clear from the start with your workers on what the policy is set to accomplish. It is also essential you discuss your reasons for using telematics. These include the above, as well as reducing fuel usage, getting rid of unauthorized vehicles, setting what are considered safety hazards (speeding over the limit, hard breaks, and so on), better maintenance, improved scheduling, optimized routes, and overall better management and workflow.

Also, make sure you implement disciplinary measures for overstepping boundaries, such as exceeding speed limits and device tampering.

• Take care of standard requirements and outline what you are monitoring

This is important to take care of from the very start. Once you make sure your policy is up to standard, and what is expected of your drivers is outlined and discussed, then you are on your way to an effective policy.

• Take acknowledgments, questions, and legal risks into consideration

Finally, listen to your workers and see what they think of the policy. Answer their questions and make sure your policy and guidelines are completely legally compliant. Once your telematics policy is all set and effectively working, your fleet business will be running seamlessly.
 

Final Words and Recommended Software

It is very important for fleet management to have good fleet tracking software that can provide them with telematics. In order to have a good telematics policy, you will need to have telematics first; that is why we will list some excellent recommendations that can provide many features, including great telematics software.

Recommended Fleet Management Software:

1. Samsara

Samsara is our number one recommendation for many reasons. In addition to telematics, it gives you the most inclusive fleet tracking software and provides you with some of the best features you can find. For those reasons, it is truly one of the best options out there. Below are some of the most important reasons why we recommend them.

Some of Samsara's best features include the following:

• Integrated routing
• Dispatch tools
• Custom reporting
• Fuel management
• Maintenance workflows
• Mobile fleet tracking application
• Dash cams
• Integrations
• And more

As for its prices, they are quote-based. You can easily get in touch with them online to request your quote today.

2. Rhino Fleet Tracking

Our second recommended software is Rhino Fleet Tracking! It is one of the top-rated telematics software in the industry and it can offer its fleet tracking software services and solutions to a varied range of companies and businesses of all sizes.

Reasons we recommend Rhino Fleet Tracking include the following:

• Real-time fleet tracking
• Route optimization
• Geo-fencing
• E-logs
• Trailer and equipment tracking
• Dash Cameras
• Integrations
• And more

Rhino Fleet Tracking, unfortunately, does not advertise its plans and prices for its software online; it instead provides custom quotes. You can contact Rhino's team by calling them at 866-486-4439 or emailing them at [email protected]

3. Azuga

Azuga is our third recommendation for the best fleet tracking software options. They are a market leader in the fleet management industry. They are also trusted by over a quarter of a million drivers, as well as some of the best fleet industry businesses.

Azuga offers many excellent GPS and fleet management solutions. Some of them include:

• Fleet tracking
• Route optimization
• Scheduled maintenance
• Asset tracking
• Driver rewards
• Field service management
• Fleet safety and sustainability
• eLogs
• Dashcams

Azuga has three plans but prices are not entirely transparent. Below, you will find a brief description of each plan, but in order to get a price, you will need to contact their team so they can tailor a plan for you that will fit your business best.

1. BasicFleet Plan

The BasicFleet plan includes vehicle tracking features as well as driver scoring and rewards. Some of its features include the following:

• GPS Tracking
• Alerts and Notifications
• Driver Rewards
• Driver Scores
• Geofence
• Reports
• Unlimited phone, email, and web-based support
• Dual-facing HD camera
   

 2. SafeFleet Plan

This plan includes everything in the BasicFleet plan, as well as must-have safety features and competence-boosting tools, including the following:

• SpeedSafe
• Distracted Driving
• Panic Alert
• Vehicle Diagnostics
• Scheduled Maintenance
• Trip Logs and Tags
• Fuel Card Integrations
• API Integrations
• TrackMe
• Occupant Recognition
• Messaging

 Get A Unique Quote From Azuga Now!

3. CompleteFleet Plan

The Complete Plan includes everything in the SafeFleet plan, in addition to the following:

• Azuga Coach
• Fuel-Saver
• One-minute Tracking
• Custom Reports
• Quarterly Fleet Review
• Concierge Support