Employee Adoption of GPS Tracking: How To Get Buy-In

In today’s ultra-competitive business landscape, the adoption of GPS tracking has become increasingly important across various industries. Companies leverage GPS technology to improve efficiency, enhance safety, and boost productivity. However, the key to unlocking the full potential of this technology lies in the successful employee adoption of GPS tracking.

Integrating GPS tracking into daily operations can be a double-edged sword if not approached correctly. While the benefits for businesses are evident, employees may perceive tracking as an invasion of privacy or an attempt to micromanage their work. Addressing these concerns and creating an environment where employees are comfortable with and supportive of GPS tracking technology is crucial.

That’s why making adoption stick among your team is vital. Successful adoption is all about getting all employees on board and helping them see the value in employee GPS tracking without feeling like Big Brother is watching. 

But what steps do you need to take for successful employee adoption of GPS tracking? This article will explore the best tips and tricks to make this happen, so companies can enjoy the organizational benefits of GPS tracking while keeping teams happy, motivated, and well-informed.

Employee GPS Tracking Laws and Policies

Employee GPS tracking laws and policies are crucial for employers and employees to understand to help balance employee privacy and organizational security. Understanding what’s legal and what’s illegal for a company to do can help guide the implementation of employee GPS tracking and ensure successful adoption.

Federal Laws

Federal law in the United States permits employers to track their employees’ location through GPS devices, but certain limitations and conditions must be met. The primary legislation governing electronic tracking federally is the Electronic Communications Privacy Act (ECPA). This law prohibits employers from covertly monitoring their employees’ locations — but the ECPA permits employee tracking if consent has been obtained from the employees themselves.

State Laws

State laws vary, with some states requiring employee consent or notification, while others may have more relaxed regulations. 

For instance, in California, employees have a constitutional right to privacy. If a company intends to track its employees, it must ensure tracking doesn’t violate any union agreements and that a clear and well-documented GPS tracking policy is established. 

On the other hand, just up North in Washington, laws allow fleet vehicle owners to freely monitor their vehicles’ location, speed, and movements. This is because these actions are considered to be within the owner’s legal rights.

For successful adoption and to ensure legal compliance, it’s essential for organizations to familiarize themselves with the laws in their specific jurisdiction.

Personal vs. Company-Owned Devices and Vehicles

When considering personal versus company-owned devices, employers generally have more leeway to track employees’ location on devices that the company provides. Tracking personal devices, however, may infringe on privacy rights and often requires consent from the employee. 

Similarly, GPS tracking in company-owned vehicles is generally legal as long as it serves a legitimate business purpose. However, depending on the jurisdiction, tracking personal vehicles is likely subject to stricter regulations, consent requirements, and additional privacy concerns.

Off-Site/Off-Hours GPS Tracking

Off-site and off-hours GPS tracking can be a contentious issue. Employers may argue the need for such tracking to ensure the security of company property or the safety of employees, while employees may see it as an invasion of privacy. In most cases, employers should obtain employee consent before implementing off-site or off-hours GPS tracking, and they should use the information collected for legitimate business purposes only. 

On-Site/On-Premise GPS Tracking

On-site and on-premise GPS tracking is generally more acceptable as it relates to the employees’ activities during their working hours and within company premises, where there is a reasonable expectation of monitoring.

Apple vs. Android Location Sharing Policies

Apple and Android’s own individual location sharing policies differ, but both provide ways for users to control and manage their location settings. Employers must comply with these respective policies when implementing GPS tracking on employees’ devices, ensuring they do not violate the privacy settings that employees have put in place. 

Organizations need to establish clear GPS tracking policies that respect employee privacy rights while fulfilling legitimate business needs to maintain a healthy employer-employee relationship.

Employee Adoption of GPS Tracking Best Practices

Companies should follow certain best practices regarding employee adoption of GPS tracking. Doing so is vital for successfully implementing location monitoring tools in the workplace.

Many fleet managers express apprehension about potential adverse reactions from employees when trying to implement employee GPS tracking. As a result, they might opt to implement the system without informing the drivers. However, it’s highly advisable for businesses planning to employ GPS tracking to engage in a direct dialogue with their drivers before the rollout.

To ensure a smooth transition and foster employee buy-in, employers should begin by clearly defining how employee GPS tracking works. They must also communicate the value and benefits of GPS tracking, such as improved safety, efficiency, and accountability. Demonstrating how the technology will contribute to the company’s overall success and employee well-being can help to alleviate concerns and build trust.

In addition to clear communication, offering rewards or incentives for employees who embrace the new technology can further encourage adoption. Recognizing and celebrating the positive impact of GPS tracking on individual and team performance can motivate employees to integrate these tools into their daily routines.

To foster long-term adoption, employers can adopt several strategies to make the use of GPS tracking engaging and enjoyable. For example, encouraging friendly competition between teams, appointing influencers or champions to promote the technology within the organization, and hosting regular training sessions to keep employees up-to-date on new features and best practices can all contribute to sustained adoption.

It’s essential for employee adoption to stick, as it ensures that the investment in GPS tracking technology yields the desired results, such as increased productivity, enhanced safety, and streamlined operations. Following best practices for employee GPS tracking fosters a culture of transparency, accountability, and continuous improvement throughout the organization. 

Employee Adoption of GPS Tracking Benefits

The successful employee adoption of GPS tracking offers numerous benefits for both employers and employees alike, ultimately contributing to a more efficient and secure work environment for everyone.

Benefits for Employees

Employee adoption of GPS tracking systems offers several benefits that can improve their workflow and increase their efficiency. Some of the key benefits include the following.

Reduced Paperwork

Automated tracking systems streamline the collection of crucial safety data, timesheet information, and receipts for record-keeping and payments, thereby eliminating the need for extensive paperwork. Adopting GPS tracking can reduce errors associated with manual documentation, allowing drivers and other employees to concentrate on higher-priority tasks. 

Improved Safety 

Real-time tracking of employee locations can be a valuable tool in ensuring their safety. By having access to this information, employers can quickly respond to any emergencies or potentially hazardous situations, which can help prevent accidents or injuries ahead of time. 

This tracking offers several safety advantages for drivers, including identifying and addressing hazardous driving behaviors like speeding and hard braking. Tracking systems also aid in theft prevention, facilitate timely vehicle maintenance through customizable alerts, and gather safety data across the company. Furthermore, in the event of an accident, employee GPS tracking also provides crucial time and location information to protect the drivers involved.

Increase Accountability

When employees know their work is being observed or recorded, they tend to become more conscious of their performance and productivity levels. This increased accountability often leads to improved work output and overall efficiency. In addition, employee GPS tracking provides precise and unbiased information, offering insights into driver behavior and accurate data on employee clock-in/out times, time spent on the road, and duration at work sites. 

This valuable data can minimize payroll disputes, preventing conflicts between employees and fleet managers while enhancing workplace morale. In addition, fostering accountability strengthens workplace culture and encourages honesty, integrity, and teamwork among all employees.

Benefits for Employers

In addition to the benefits that GPS tracking adoption offers employees, it also offers an array of benefits for the organization itself.

Increased Profits

Employee adoption of GPS tracking can assist in accurately forecasting project timelines and budgets for future similar projects. Analyzing past data allows employers to gain insights into the time and resources needed for each task, enabling them to make informed decisions that can lead to better project planning and budgeting.

GPS tracking for employees can ultimately positively impact a business’s revenue and operational efficiency, translating into greater employee earning potential. With increased profits, the business can allocate more resources towards employee compensation, such as salary increases, bonuses, and other incentives to boost morale and motivation, which increases the incentive to adopt GPS tracking and stick with it.

Reduce Costs

Successful employee adoption of GPS tracking tools can significantly reduce costs for a business. Such systems can greatly optimize fleet management, leading to reduced expenses in areas such as fuel, labor, and maintenance. This can free up resources that can be reinvested back into the business, further boosting its profitability. 

When employees understand the importance of monitoring such metrics to lower expenses and increase the company’s profitability, they will likely be more receptive to such tracking initiatives and be more willing to adopt them.

Improved Image 

Utilizing fleet tracking solutions offers numerous benefits for companies of all sizes and industries, including tangible and intangible advantages such as reduced overhead costs, enhanced customer satisfaction, an improved public image, and a stronger bottom line. 

Employees typically seek employment with successful companies that prioritize their well-being and provide a healthy work environment. Implementing GPS fleet tracking technology allows small businesses to allocate resources effectively, ensuring the fulfillment of employee expectations and contributing to the organization’s overall success.

Tools for Ensuring Employee Adoption of GPS Tracking

Evaluating company requirements and selecting the most appropriate tracking solution can help ensure successful employee adoption and integration of GPS tracking technology into daily operations. To ensure successful employee adoption of GPS tracking, it’s crucial to select the right tools that cater to your organization’s unique requirements while minimizing any potential privacy concerns. 

These GPS tracking tools and time tracking devices offer distinct benefits and can be tailored to suit various organizational needs.

Smartphone Apps

Many organizations are turning to mobile applications as a cost-effective and user-friendly solution for employee GPS tracking, including using a GPS time clock app. These apps utilize the built-in GPS capabilities of smartphones to track employee locations and provide essential data to managers. Features of these apps may include time tracking, attendance management, route planning, and task assignments.

GPS Tracking Devices

These dedicated devices are specifically designed to track and monitor the location of employees, vehicles, and assets. A GPS tracker for company vehicles can be installed in the vehicles themselves or carried by employees in their pockets or bags. They provide real-time location data and movement history, and often include additional features like geofencing, route optimization, and SOS alerts.

Wearable Devices

Wearable GPS devices, such as smartwatches and personal transponders, can also be utilized for employee tracking. These devices can be particularly helpful in industries where employees’ hands must be free, such as construction, manufacturing, or field services. In addition to location tracking, wearables can provide data on employee health, safety, and performance.

Fleet Management Software

Comprehensive fleet management software can be invaluable for organizations that manage a fleet of vehicles. These systems often integrate GPS tracking devices with additional features such as fuel consumption monitoring, vehicle maintenance scheduling, and driver performance analysis. This comprehensive approach enables organizations to optimize their operations and increase overall efficiency.

What To Look For in an Employee GPS Tracking Solution

Companies should consider several key features when evaluating employee GPS tracking hardware and software to ensure the solution meets their specific needs and delivers optimal results. By carefully evaluating these key features, companies can select the ideal employee GPS tracking tool that meets their specific requirements and enhances overall workforce management.

• Accurate GPS tracking: High-precision GPS tracking is fundamental to any employee tracking tool. Companies should look for solutions that provide accurate, real-time location data and reliable tracking of arrival and departure times to improve workforce management and reduce payroll discrepancies.
• Easy-to-use interface: An intuitive and user-friendly interface is vital for managers and employees to adapt to the software quickly. A straightforward design minimizes the learning curve, allowing users to easily navigate the system and perform necessary tasks without frustration.
• Data security and privacy: Protecting sensitive company and employee information is paramount. Companies should evaluate the security measures in place, including encryption and access controls, to safeguard data and maintain employee privacy.
• Integration with existing systems: Compatibility with a company’s existing software and applications is essential for seamless implementation and operations. The tracking tool should easily integrate with payroll, scheduling, and project management systems to maximize productivity and streamline workflows.
• Comprehensive reporting: A robust GPS tracking tool should provide detailed reporting and analytics, enabling managers to monitor key performance metrics, identify trends, and make informed decisions based on data-driven insights.
• Customizable alerts and geofencing: Advanced tracking tools offer customizable alerts and geofencing capabilities, allowing managers to set up specific boundaries for work zones. This feature sends notifications when employees enter or leave designated areas, ensuring staff are on-site or on-route and focused on their tasks.
• Real human customer support: Access to responsive and knowledgeable customer support is crucial for addressing any technical issues or concerns that may arise. A dedicated support team ensures businesses can maintain smooth operations by providing timely assistance and expert guidance.
• Scalability options: As businesses grow and evolve, choosing a GPS tracking solution that can scale to accommodate expanding needs is important. A flexible and adaptable tool allows companies to add new features, users, or locations without compromising efficiency or performance.

How Workyard Can Help

Workyard is a highly accurate GPS time clock app specifically designed for field workers and the construction industry,

The app captures precise GPS data for construction crews, including location, arrival, and departure information, ensuring that each time card is accurate and instilling confidence in payroll management. This helps businesses save money by reducing payroll discrepancies.

The real-time GPS tracking feature of Workyard enables managers to monitor crew locations and activities, whether using a desktop or mobile device. This facilitates greater oversight of projects and workforce management. Additionally, their construction timesheet software streamlines the process of managing timesheets, reducing payroll errors by up to $2,000 per employee.

Workyard allows for clear team communication of tasks and expectations through notes, checklists, and attachments that employees can access via the mobile job scheduling app. This ensures that everyone is informed and prepared for their assignments, increasing overall productivity and project success. Sign up for a free trial of Workyard today!