Streamlining spatial workflows within an organization often demands more than simply introducing new tools. Mobile GIS solutions, such as ArcGIS Online paired with Field Maps, are powerful platforms that enable teams to collect, manage, and share geospatial data in real time. They offer efficiency, data integrity, and the ability to collaborate seamlessly, but successful implementation requires more than technical expertise. At TerraLab, we’ve introduced mobile GIS systems in various organizations and learned that even the best-designed tools can fail without proper user adoption. A well-thought-out implementation plan that considers user engagement, training, and ongoing monitoring is essential for success.
Imagine the alternatives to a mobile GIS: distributed files stored on various devices, or worse, data captured on paper and hand-drawn maps. These systems are fraught with inefficiencies and prone to errors, and they create silos of information that hinder collaboration. In contrast, a mobile GIS brings teams together under a unified platform, ensuring everyone works with the same accurate, up-to-date data. Despite these advantages, introducing a new system into an organization can be challenging. Users often fall on a spectrum, with early adopters enthusiastically embracing the technology on one end and detractors resisting change on the other. Bridging this gap requires strategic planning and ongoing effort.
We offer the following steps in delivering a new mobile mapping system to an organisation:
Solicite user and analyst feedback
The first step in implementing a mobile GIS is designing a system that meets the needs of its users. This involves gathering feedback from a wide range of stakeholders. Field users, for example, need tools that are intuitive and efficient for data collection, while analysts and managers require data in formats that are easy to analyze and incorporate into reports. Understanding these needs ensures the system is practical and relevant for everyone involved. At this stage, engaging users in discussions about their workflows and challenges can foster a sense of ownership and excitement about the new system. When people see that their input shapes the design, they’re more likely to support its implementation.
Identify and work with ‘champions’
Identifying champions within the organization is another critical element of success. These champions are typically enthusiastic users who are excited about the project and willing to invest time in learning and advocating for the system. They play a dual role: testing the system during its early stages and helping their peers adopt it later. Champions can provide valuable feedback during the trial phase, highlighting bugs and usability issues that might not be apparent to developers. By addressing these issues before the broader rollout, organizations can avoid early frustrations that might otherwise erode trust in the system.
Trial
Starting with a small trial group is an effective way to refine the system and build momentum. This pilot phase allows developers to identify and fix problems without exposing all users to potential issues. The trial group, often composed of champions, provides feedback that can improve the system’s functionality and usability. Additionally, their positive experiences can generate buzz and encourage others to give the system a chance.
High-level comms and info sessions
Clear and consistent communication is vital throughout the implementation process. Users should know what to expect, why the system is being introduced, and how it will benefit them. Initial announcements should be concise and focus on the system’s high-level advantages. Overloading users with technical details early on can be counterproductive, as it may intimidate or overwhelm them. Instead, brief introductory meetings or memos can set the stage for more in-depth training later.
Grandfather the old system
During the rollout, an overlap period with the old system can ease the transition. This period allows users to become familiar with the new system while still relying on the old one if needed. However, it’s essential to set a firm deadline for retiring the old system. Without this deadline, users may delay adopting the new platform, undermining the transition effort. Communicating the timeline clearly ensures everyone understands the expectations and has time to adjust.
Training for all
Training is a cornerstone of successful adoption. Scheduling small-group sessions with multiple timeslots can accommodate users’ schedules and foster a more interactive learning environment. These sessions should be practical and hands-on, focusing on the tasks users will perform most frequently. Follow-up training sessions or check-ins can reinforce learning and address any issues that arise as users begin working with the system. For those struggling to adapt, one-on-one assistance can be invaluable. Personal outreach shows users that their success matters and provides an opportunity to address specific concerns.
Monitoring
Monitoring the system’s use is crucial for identifying both successes and areas for improvement. User login data can reveal who is actively engaging with the system and who may need additional support. For smaller organizations, personal follow-ups with disengaged users can make a significant difference. These conversations can uncover barriers to adoption and provide an opportunity to reignite enthusiasm for the platform. In larger organizations, group follow-ups and regular updates can maintain momentum. Sharing metrics, maps, and charts that highlight the system’s impact can reinforce its value and inspire continued engagement.
Solicite feedback
Feedback is another important component of the process. Creating a forum for users to share their thoughts, both positive and negative, fosters a culture of openness and continuous improvement. While not all feedback will lead to changes, acknowledging and acting on good ideas demonstrates that the organization is listening. This responsiveness can enhance trust and encourage users to invest more effort in the system.
GIS user group
Finally, consider establishing a GIS users group with representatives from various teams. This group can serve as a platform for discussing challenges, sharing best practices, and identifying opportunities for improvement. Regular meetings can keep the system aligned with users’ evolving needs and ensure it remains a valuable tool for the organization.
By focusing on user engagement, training, and monitoring, organizations can overcome the challenges of implementing a mobile GIS. The process requires thoughtful planning and ongoing effort, but the rewards—including greater efficiency, improved data integrity, and enhanced collaboration—are well worth it. At TerraLab, we’ve seen how these strategies can transform workflows and empower teams, and we’re excited to help others achieve the same success.