The pleasures and pitfalls of electronic work diaries

Recently, I joined the growing number of drivers transitioning from the old paper work-diary to an EWD. So far, I’m impressed with the additional functionality of the EWD compared to its paper predecessor.

For a long time, the trucking industry has faced a growing challenge threatening its core workforce and operational efficiency – the imposition of high fines for work-diary infringements.

Work-diaries, crucial for maintaining accurate records of truck drivers’ activities, have become the focal point of regulatory scrutiny. While the intent behind these regulations is to enhance safety and ensure compliance, the unintended consequences have been severe, contributing to a worsening driver shortage and prompting experienced truck drivers to exit the industry prematurely.

The trucking industry operates on tight profit margins, and imposing high fines for work-diary infringements exacerbates financial pressures for drivers and trucking companies.

Exorbitant fines for unintentional errors or miscalculations in work diaries can range from hundreds to thousands of dollars per violation. Such punitive measures have led to among truck drivers, who may face severe financial consequences for a mere slip of the pen.

We are constantly seeing experienced truck drivers, often with years of safe driving records, finding themselves caught in a web of regulations that prioritise penalising measures rather than acknowledging their expertise.

While implementing strict regulations for work-diary compliance in the trucking industry is intended to enhance safety, the unintended consequences are significant. High fines for work-diary infringements have fuelled a growing driver shortage, and the industry needs to do more to attract newcomers to the industry to fill the vacant seats behind the wheel.

Josh Saunders from EWD provider Logmaster says that’s where EWDs can help, as they provide a means of striking a balance between safety and operational efficiency that is essential to ensure the sustainability of the trucking industry and maintain a reliable and skilled workforce on the roads.

Firstly, EWDs enhance accuracy in recording and reporting work hours, reducing the risk of human error associated with traditional paper-based work-diaries. This accuracy ensures compliance with regulations and holds drivers and companies accountable for their adherence to legal working hour limits.

Secondly, the real-time capabilities of EWDs provide fleet managers with immediate access to driver logbook entries. This facilitates better oversight, allowing quicker response to issues such as fatigue, route deviations, or scheduling conflicts. Authorities still have the ability to make inspections and collect copies of the previous 28 days like with paper logbooks.

The efficiency and productivity of EWDs streamline administrative processes alongside tech enabled management decisions, reducing lost driving time and improving decision making for drivers and fleet managers. With automated logging and reporting features, EWDs increase operational efficiency, allowing drivers to focus more on safe driving practices and fulfilling their delivery responsibilities.

The EWD app allows drivers to stop for a rest at any time they like. When using paper work-diaries, a driver must only start a rest at a 15-minute interval. (1 pm / 1.15 pm / 1.30 pm / 1.45 pm).

This is a significant benefit to drivers who use EWD as they are not wasting time waiting to start breaks at 15-minute intervals. The EWD app speaks to the driver and also shows them at a glance how much longer they can drive before they require a rest to stay compliant.

The driver’s mobile app is accredited by the NHVR, which removes the requirement for a driver to carry a paper logbook once a driver has completed 28 days of using an EWD. Furthermore, the app includes rule sets for Standard, Standard 2UP, BFM, BFM 2UP, BUS, WA and AFM on request.

One new EWD user explained how the EWD now enables him to complete his 1100-kilometre run on BFM in under 14 hours. In comparison to using the paper logbook with 15-minute rounding, he would have taken 26 minutes longer and would not have made it legally to his destination.

Finally, they reduce compliance risks. EWDs help mitigate compliance risks by automatically tracking and alerting drivers when they approach their legally allowable working hours. This proactive approach minimises the chances of unintentional breaches of regulations, reducing the risk of fines and penalties for drivers and transport companies.

Hannah, the driver timekeeper from Specialised Breeders, says she consistently noted breeches for minor errors when their drivers used manual paper work-diaries. However, since moving to the EWDs, they have had zero breaches.

James Gloucester from Plant Hire Solutions Australia is another operations manager who incorporated EWDs into their day-to-day operation to ensure drivers cover all fatigue components. Regarding audits and compliance, he admits the transition from paper work-diaries to the EWD system was almost effortless.

Laurie Pensini from Rockleigh Tours says the Logmaster EWD system introduced a significant productivity gain, especially on the fatigue management side of their operations, and cost savings thanks to the reduced staff hours required to check paper work-diaries.

However, not everything is perfect. Some drivers cite implementation costs as a pitfall. The initial investment required to adopt EWDs can be a significant barrier for some smaller transport operators. But Josh Saunders quickly points out that the annual subscription for a Logmaster EWD is the equivalent of purchasing paper work-diaries for 12 months.

In the meantime, some drivers are sceptical of the technological challenges associated with EWDs. The reliance on technology introduces the risk of technical glitches, connectivity issues, or software malfunctions.

In situations where EWDs fail to function correctly, it can disrupt drivers’ normal workflow and lead to reporting delays, potentially affecting compliance and operational efficiency. The quality of support provided by the EWD company is something to look into as well as how often they are updating their software to meet these challenges.

One of the biggest apprehensions some drivers have is privacy concerns. Because some EWDs are provided along with truck location tracking software and tools, this raises privacy concerns for some drivers. But Josh Saunders points out that Logmaster EWD is a robust platform that only logs the same data, location, kilometres and time as a driver would record in the old paperwork diary. In fact, it only retrieves location data at the time an logbook entry is made, the rest of the time it has no tracking active.

Then, there are the naysayers that will resist the shift from traditional paper logbooks to electronic systems due to familiarity with the former. But Josh adds that they offer comprehensive training and support to help drivers transition to EWDs. Many of those users are more willing to consider changing when they realise the flexibility that is provided with error correction, one minute rounding and an eight-minute delay before breaches are displayed.

As I stated earlier, I use one. It works splendidly for me. But that’s just me. I especially value the prompts from the EWD and how it counts time automatically in the background.

At the end of my journey, I’m not sitting in the truck counting up my hours. The EWD instantly totals my work and rest hours and then automatically emails my hours (duplicate page) to the record keeper as soon as I end my journey. The EWD saves me a lot of time, but importantly, it gives me peace of mind that I’ve no breeches.

Another massive benefit of the EWD for a truck journo, or any truck driver who regularly uses airline travel is no longer needing to carry the large, heavy paper work-diary in my luggage when flying.

There’s good news for drivers, too. Due to the accuracy of EWDs, some companies are now using them to replace traditional timecards, and we’re starting to see an end to trip money and hours spent working for free.

Electronic Work Diaries have undoubtedly brought about positive changes in the Australian road transport industry by enhancing efficiency, safety, and compliance.