Developing and standardizing new procedures is one of the biggest challenges facing surveying and mapping firms. Here are some strategies to ease the process.

“We need to ensure that we respect differences, but also be willing to challenge them, ask why, and seek a better solution.”
—Mike Fretwell, VP of Innovation, Challenger Geomatics
When Challenger Geomatics set out to automate their field returns, VP of Innovation Mike Fretwell was confident the result would be a faster, better and more competitive process.
The problem was convincing the field crews to implement a new standard operating procedure (SOP) for returns that would ensure the consistent formatting required for automation.
“The old analogy, ‘The train is leaving the station; you’re either on the train or on the platform,’ isn’t appropriate when you need buy-in on changes,” says Fretwell. “We had to take a much more subtle approach.”
Six months before implementing the automation, Challenger adopted a new SOP for the required submission return structure. The company faced some pushback but eventually achieved about 50% compliance.
Then, they rolled out the automation. Quickly, their SOP compliance climbed to near 100%.
It’s a success story they’ve repeated with other SOPs. How do they do it?
Here are seven tips they identified in their Tech Insider interview.
1. Define the Importance of SOPs
Make sure everyone understands that SOPs are essential for maintaining consistency and accuracy in deliverables. They minimize errors, enhance efficiency, and ensure that high-quality standards are upheld, which is critical for the success and credibility of surveying projects.
“We are ISO 9001 certified, so we need to make sure we have quality management in place,” Fretwell explains. “Our SOPs are a part of that quality management system.”

2. Identify Key Components of Effective SOPs
Establish detailed instructions for equipment handling, precise data collection methods, communication protocols, and safety measures. Ensure these components are comprehensive yet adaptable to suit various project requirements.
“Being transparent and being open for questions at all times really helps people understand and eventually adopt the system.”
—Mandy Rammer, Senior Survey Technologist, Challenger Geomatics
3. Highlight the Benefits of SOPs
Emphasize the advantages, including improved safety, operational efficiency, and client satisfaction. Automation can reduce repetitive tasks and expedite processes, enabling timely and accurate data delivery, but be prepared to show these results to get full buy-in.
“We have to demonstrate that if we implement the change, we’re going be that much better,” says Fretwell.
4. Address Challenges in Implementation
Recognize potential obstacles such as staff resistance to change. Counteract this by fostering open communication and consistently illustrating the value of SOPs. Regularly update SOPs to align with technological advancements and regulatory changes.
“We need to ensure that we respect differences, but also be willing to challenge them, ask why, and seek a better solution,” says Fretwell.

5. Develop a Plan for Achieving Compliance
Involve all staff levels in the development process to secure buy-in. Clearly communicate the purpose and benefits of SOPs. Implement a structured approach, beginning with pilot programs to fine-tune procedures before full-scale rollout.
“We have endorsement at the highest levels,” Fretwell says. “Everyone involved in operations has a stake in the game, from the highest to the lowest.”
6. Implement Best Practices for SOP Development and Maintenance
Conduct regular reviews and updates to keep SOPs relevant and effective. Use feedback loops, like quality reports, to monitor compliance and identify improvement areas. Utilize technology and automation to streamline processes and enhance precision.
“We found that being transparent and being open for questions at all times really helps people understand and eventually adopt the system,” says Mandy Rammer, senior survey technologist.

7. Celebrate Milestones and Aim for Continuous Improvement
Set clear expectations and provide training and resources to support staff. Employ automated systems for instant feedback and quality control. Celebrate milestones and continuous improvements to encourage adherence and cultivate a culture of precision and consistency.
“Challenger expends a great deal of effort in building and maintaining SOPs,” says Fretwell. “Adherence is on everybody.”
Developing, implementing and maintaining SOPs is one of the most challenging aspects of managing a geospatial business. But even if you don’t reach the elusive 100% compliance, the outcome is worth the undertaking.
“The point is not change for the sake of change, but change because we need to improve our process to be competitive and bring more value,” says Fretwell. “That effort is good for us and for the profession as a whole.”
Need guidance on developing, implementing and maintaining SOPs? Contact us to learn how our experts can assist you through the process.