Telematics: ten tips for small fleet decision makers

For SMEs, selecting the right telematics provider isn’t easy. There are lots of suppliers to choose from and prices and functionality can differ greatly. What’s more, the benefits can be ignored altogether if the firm does not have a dedicated transport manager. GreenFleet asked Trakm8’s Colin Ferguson to offer some advice to SMEs looking to implementing telematics

Keep your goals realistic
Telematics can provide businesses with hundreds of reports and insights. For SMEs however, many of the reports used by larger companies are simply unnecessary and will only blur your objectives by swamping you with data. Prioritise your objectives and select a few key performance indicators (KPIs) that will help you to achieve them. Popular goals include reducing fuel consumption, eradicating unsafe driving or better management of business and private mileage.

Your time is precious
A good telematics solution will be available to buy online without the hassle of lengthy sales consultations. A web-based purchasing process is ideal for SMEs and smaller fleets as orders can be completed in minutes, giving employees the time to focus on their day job. Devices are usually shipped on next-day delivery and can be installed instantly without any professional know-how.

Try before you buy
Before committing to a purchase, look for a provider that allows you to test their telematics system. Online demos are a great way for you to explore what features and benefits are on offer but you won’t understand the full advantages to your business until you have fitted a device to one of your business’s vehicles. Any provider worth their salt will offer you a month-long trial and give you full access to web portals and mobile apps.

DIY installation
Self-install systems, which plug into the vehicle’s OBD port, enable you to fit the device yourself. Most vehicles are compatible with modern telematics devices but ensure you use an online compatibility checker like the one on Trakm8 Prime’s website – this will help you to locate the OBD port for your specific vehicle. Self-install solutions also allow you to quickly transfer devices between vehicles, for example in the event of hiring a vehicle on a short-term lease. Some companies offer free installation of hard-wired devices. However, beware of hidden costs for removing the device as many companies charge you for this at the end of your contract.”

Feature rich
Telematics systems have come a long way from simply monitoring vehicle whereabouts. For a small price, features such as driver scoring, determining business and private mileage, vehicle health alerts, and geo-fencing now come as standard with all good tracking solutions. These features will help you to effectively manage your vehicles but also assist with boosting productivity, improving safety and reducing vehicle running costs.

Insights on the move
Having the ability to view your vehicle’s data while out of the office can be critical to making business decisions quickly. Keep your eye out for a solution which has a web portal rather than one that requires software to be installed on a specific machine so that you can log on from a mobile device or tablet. Most good providers also offer apps for individual drivers to monitor their personal data and identify their own areas for improvement.

It’s good to talk
Some companies try to keep telematics systems secret from employees. This is often counterproductive. Always take the time to explain the benefits of vehicle tracking to your colleagues. It is not just about enhancing the bottom line for the business – it is also a way of improving driver safety, simplifying their mileage returns and preventing frustrating breakdowns. This should help allay any fears from employees who are concerned that telematics is a Big Brother-style monitoring system.

Make it fun
Incentivise employees with prizes or cash bonuses for the best performing or most improved drivers. This type of gamification introduces healthy competition among drivers and makes safe and efficient driving more fun for your workforce. Creating weekly or monthly competitions also speeds up the effect telematics can have on improving driver behaviour while removing negative opinions employees.

Keep in touch
For businesses that are new to telematics or those that have recently switched supplier, some of the features within a web portal can be confusing. While you should look for a provider that has a simple-to-use interface, not everything will always be 100 per cent clear so don’t be afraid to contact the company with any issues you may be experiencing. After all, your problem may have a very simple solution.

Protect privacy
Ensure your supplier is serious about data protection. You should be confident that your telematics provider and solution are fully-compliant with privacy and data protection laws including the new GDPR legislation. Look for a company that is ISO27001 accredited, one that vows never to never pass on your personal data to third parties, and one that ensures all personal data is collected in accordance with the Data Protection Act 1998.