Use Fleet Tracking Systems For Effective Communication

Finding, retaining and developing staff is an ongoing focus for the transport industry — once you have great staff on board, you want to keep them. A key factor in retaining staff is providing good working conditions, so building strong work relationships through effective communication is a must.

Communication breakdowns are similar to vehicle breakdowns; they waste time and money, cause frustration, and are often avoidable. A crucial communication channel is between fleet managers and drivers. Drivers out on the road need fast, detailed information, and managers need to be able to track the whole fleet and adapt to changes.

Fleet tracking technology can help operations run smoothly, but in the end, it comes down to how people use the technology at their fingertips. Depending on your business needs, there’s plenty of software and hardware options available.

Fleet tracking technology

Fleet tracking systems use Global Positioning Satellites (GPS) to gather fast and accurate real-time data. The strengths lie in route optimisation, fleet overviews and vehicle insights. Fleet managers can use the information to:

• Navigate congestion
• Plan the most efficient routes for multiple jobs
• Guide drivers of oversize vehicles to suitable parking spaces
• Relay clear updates back to customers
• Track hours and distances for compliance, invoicing and timesheets

Using tracking technology means managers no longer need to call drivers to find out their whereabouts, saving time and leaving drivers undisturbed whilst out on the road. Fleet managers can reschedule tasks and routes for the fleet and easily communicate the changes to multiple drivers at once. The technology also gives both parties accurate and objective information about driver behaviour like speeding and vehicle whereabouts.

In cab technology

In-cab devices are another tool for transferring detailed information seamlessly, keeping drivers and dispatchers on the same page.

Devices can be used to:

• Navigate and optimise routes
• Send instant two-way messages
• Access and integrate with freight management and job management software
• Access applications which replace paper based systems
• Fill out customisable forms and checklists
• Take and send photos for instant visual communication
• Enter signatures electronically

With an electronic device, drivers no longer need to carry paper documents, including regulation guides and job sheets, as they will have the most current versions at their fingertips. Devices also allow for instant transfer of completed forms and tasks, so the back office don’t have to wait for drivers to return to progress jobs.

Best practice is to chat with your drivers and managers about regular issues they face and the gaps in their workflow. Training your dispatchers well with both new and current technology is key in making sure they can effectively communicate with drivers and make the most of the technology at hand. Encourage dispatchers to share tips and upskill regularly.

Ultimately, any tool that assists two-way, straightforward communication between drivers and management creates a positive working environment — a great way to engage and retain staff.