Product Overview

Summary: This Safe Operating Procedure sets out safe and effective practices for using GPS and navigation tools in Australian workplaces, particularly for mobile, remote and field-based work. It helps organisations manage fatigue, distraction and remote work risks while improving route planning, journey management and real-time location visibility.

This Use of GPS and Navigation Tools Safe Operating Procedure provides a structured, WHS-aligned approach to how workers plan, commence and complete journeys using in-vehicle and handheld navigation systems. It addresses the practical realities of Australian conditions, including long distances, remote locations, variable mobile coverage and changing road conditions. The SOP sets out clear expectations for pre-trip planning, device mounting and setup, safe interaction with navigation equipment while driving, and communication protocols with supervisors or control rooms.

For businesses with mobile or field-based workforces, poor use of GPS and navigation tools can contribute to driver distraction, route errors, fatigue, delays and increased crash risk. This SOP helps to eliminate ad-hoc practices by defining when and how navigation devices may be used, how routes are verified, and what to do when GPS directions conflict with on-road conditions or site access rules. It supports compliance with Australian road rules and WHS legislation by integrating journey management, lone worker considerations and incident reporting requirements into a single, practical procedure that can be rolled out across your fleet and field teams.

By implementing this procedure, organisations gain a defensible, documented system for managing the risks associated with technology use on the road. It supports consistent training, simplifies inductions for new drivers and contractors, and provides clear guidance for supervisors monitoring trips, responding to alerts and managing escalations when a worker fails to arrive or check in as planned.

Key Benefits

• Reduce driver distraction by defining safe, lawful methods for interacting with GPS and navigation tools.
• Improve journey safety and reliability through standardised route planning and verification processes.
• Enhance visibility of worker location and status to support remote work, lone worker and emergency response arrangements.
• Support compliance with Australian road rules, WHS legislation and company policies on mobile device use.
• Streamline training and inductions for drivers, field staff and contractors using company vehicles or navigation systems.

Who is this for?

• Field Technicians
• Service and Delivery Drivers
• Construction Site Supervisors
• Surveyors and Inspectors
• Fleet Managers
• WHS Managers and Advisors
• Operations Managers
• Remote and Regional Workers
• Utilities and Infrastructure Crew Leaders
• Local Government Works Supervisors

Hazards Addressed

• Driver distraction from interaction with GPS or mobile navigation devices
• Motor vehicle incidents and collisions due to inattention or sudden route changes
• Fatigue-related incidents on long or remote journeys
• Workers becoming lost, stranded or disoriented in remote or unfamiliar areas
• Exposure to extreme environmental conditions when off-route (heat, bushfire, flood, remote terrain)
• Communication failures and delayed emergency response for remote or lone workers
• Manual handling and musculoskeletal strain from poor device mounting or reach
• Slips, trips and falls when focusing on a handheld device while walking on sites or near plant

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Terminology
• 3.0 Roles and Responsibilities
• 4.0 Applicable Legislation, Standards and Road Rules
• 5.0 Approved GPS and Navigation Devices
• 6.0 Pre-Trip Planning and Route Selection
• 7.0 Device Mounting, Positioning and Power Supply Requirements
• 8.0 Safe Use of GPS and Navigation Tools While Driving
• 9.0 Use of Navigation Tools for Walking and On-Site Movement
• 10.0 Remote and Lone Worker Location Monitoring
• 11.0 Communication, Check-In and Escalation Procedures
• 12.0 Managing Conflicting Directions, Road Closures and Site Access Rules
• 13.0 Fatigue Management Considerations for Long-Distance Travel
• 14.0 Data Privacy, Tracking and Worker Consultation
• 15.0 Incident, Near Miss and Malfunction Reporting
• 16.0 Training, Induction and Competency Requirements
• 17.0 Document Review, Audit and Continuous Improvement

Legislation & References

• Work Health and Safety Act 2011 (Cth) and equivalent state and territory WHS Acts
• Work Health and Safety Regulations 2011 and equivalent state and territory WHS Regulations
• Safe Work Australia – Guide for Managing the Risks of Working in Remote or Isolated Work
• Safe Work Australia – Work-related Driving Fact Sheet
• AS/NZS ISO 45001:2018 Occupational health and safety management systems
• AS/NZS 4024.1201:2014 Safety of machinery – General principles for design – Risk assessment and risk reduction (for integration with plant and vehicle risk assessments)
• Austroads Guidelines and relevant state/territory road rules on mobile and visual display unit use while driving