One of the most important steps in designing a fleet tracking system is consulting with and gaining consensus of all parties that could benefit from its implementation. Since a fleet tracking system will potentially affect many areas within an organization, it’s critical to consult with the everyone involved. Otherwise, you run the risk of missing opportunities for efficiencies and improvements, which can be costly.

Start at the beginning

The bid preparation is the ideal time to consult with parties inside your organization. Each functional department should have the opportunity to voice their requirements and offer suggestions. During this discovery phase, be sure to determine how the system might be able to help streamline functions and responsibilities within each person’s job and the benefits it can bring to each department.

The ultimate goal is to make the deployment of your AVL system a win-win for your entire organization. It’s critical that you understand what your employees need and they, in turn, need to know what can be accomplished with the new system. This puts everyone on the same page and sets reasonable expectations.

The challenge of resistance

One of the biggest challenges organizations experience when they implement an AVL system is resistance by its employees. To their detriment, many organizations install a new fleet tracking system and bypass any change management, which may be the most critical step to success.

It’s important to determine clear roles and to effectively communicate exactly what the system is designed to do. By doing so, it will help your entire organization understand the need for the change, the benefits it will grant and the value it will bring. Full transparency and awareness of the entire organization will result in optimum results for the system and alleviate any employee concerns that “Big Brother” is watching.

Under-utilization

If the discovery, implementation, and roll-out processes are not managed with intention, the new system will end up being underutilized, generally defaulting to an expensive vehicle location system. During the first few months, the system should be managed closely, but without understanding and buy-in from employees, the organization will never realize the optimum benefit of the system. Communication breeds trust, teamwork, and positive momentum. It is the key to creating support of the system and ultimately to the success of its implementation.

Ultimate success

When implementing a fleet management system that can substantially streamline operations, produce efficiencies and provide valuable information, it’s important to take the time to maximize its potential. Set expectations in advance and hold people accountable because the long-term benefits will impact your entire organization.

If you are considering a fleet management system, the Parsons team can assist you with the selection, implementation, and management process in whole or in part. Our expertise will ensure that your organization obtains the optimum return on your investment.