Telematics — the combination of GPS technology and data analytics on vehicles — is moving from a “nice to have” to an essential tool for employers who manage fleets or staff who drive for work.
Even so, data alone will not reduce collisions. The real gains in safety come when leaders pair telematics with a structured coaching program. Also, a telematics program without coaching is actually more legally risky. There are a number of best practices for driver coaching that can help improve unfavorable driving behaviors.
First, set clear expectations for employees. This can be accomplished through training employees in the municipality’s vehicle and driver safety policies. Define what “good driving” looks like: setting a safe following distance, braking smoothly, maneuvering cautiously on curves or turns, complying with speed limits, using seatbelts and avoiding distracted driving. Employers should emphasize safety and coaching, not surveillance. When drivers trust the program’s intent, engagement and behavior can improve.
Use data for coaching, not to punish. Telematics or driver observation should trigger conversations, not immediate disciplinary action, unless a behavior is egregious or illegal. Progressive coaching builds trust and sustained change. Leaders can prioritize high-risk events, such as harsh braking, high-speed cornering or turns, unbelted trips or distracted driving alerts, for immediate review. When coaching unfavorable driving behaviors, the leader should review the data in context, taking into consideration the route, weather, road work and work pressures before making judgements.
Make coaching timely and specific. Quick follow-up works best: reviewing data within one to three days while it’s fresh on the driver’s mind. Be specific with the feedback, but keep the tone supportive. Keep in mind the goal is to help drivers develop safety habits. Ask employees for their perspective and solutions, rather than lecturing them.
Create a simple and repeatable coaching workflow. A practical workflow keeps the program sustainable.
- Detect – use telematics to flag an event or trend.
- Triage – prioritize the information based on severity and frequency.
- Investigate – review the video or data, roadway, conditions and context.
- Coach – hold a short documented coaching conversation and get the employees perspective, encouraging the employee to explore solutions for a behavior change.
- Follow up – reassess after a week and in coming months. Document the improvement or repeat coaching with employee if adverse behaviors continue.
Use positive reinforcement and recognition whenever possible, and combine corrective coaching with rewards. This could include public recognition, small incentives or leaderboard progress for safety driving trends. Positive reinforcement drives behavior change faster than punishment alone.
While telematics is an excellent tool for helping employers coach driving behaviors and reduce auto collisions, employee injuries, and liability claims, it’s important to remember that once telematics, dash cameras or GPS monitoring devices are installed, the data they generate give employer’s actual knowledge of employee driving behaviors — and with that comes a responsibility to act on what they learn. If the data reveals unsafe conduct, like speeding, repeated harsh braking or distracted driving alerts, then the employer has a duty to respond. If the employer does nothing, and a collision occurs, the inaction can result in plaintiffs making allegations of negligent supervision, negligent retention, failure to train or negligent entrustment, which means allowing someone unfit to operate a municipal-owned vehicle.
The use of technology as part of a strategic auto loss prevention plan is certainly a best practice, but telematics should be used proactively as a coaching tool to aid the municipality in documenting the remediation, maintenance and corrective actions taken to keep the employee and members of the public safe while driving a municipal vehicle.
For those who like to meet with a loss control consultant to discuss the implementation of a coaching program or any topic related to safety or risk management, contact Risk Management Services Loss Control staff at losscontrol@masc.sc.