How to Plan Efficient Field Data Collection Projects with GIS (Without Losing Your Mind)
- Lisa Jackson
- 3 days ago
- 4 min read
Field data collection is where your GIS project meets the real world. But without a clear plan, it can spiral into frustration—broken schema, bad GPS signals, and teams capturing data in five different formats. Whether you’re leading a team or flying solo, a few smart choices upfront can save hours (and your sanity) in the field.
Here’s a streamlined guide to help you build efficient, accurate, and field-ready GIS projects.
1. Know What You're Collecting (And Why) Start by defining your end goals.
What do you need this data for? Reports? Maps? Analytics?
Identify:
What features need to be collected (points, lines, polygons)?
Which attributes are essential?
Who is collecting the data, and what their tech comfort level is?
Keep your schema simple. Fewer fields = fewer mistakes.
Too often, teams jump into fieldwork without a firm grasp on what data is actually needed. Start by identifying the project’s purpose: are you updating assets, monitoring conditions, or creating a baseline inventory? The type of features you need—points, lines, or polygons—should reflect that goal. Next, define your essential attributes. Every field you include should have a reason to exist, tied directly to the project outcome. Avoid feature creep—don’t add a field just because you might use it later. Finally, understand your team’s skills and technology. A fieldworker using a smartphone with minimal training needs a very different form than a GIS analyst using a tablet. Matching tools to users is as important as matching schema to purpose.
2. Choose the Right Tools for the Job There are great mobile GIS tools out there. Here are three we recommend based on your use case:
Tool | Best For | Offline Support | Notes |
ArcGIS Field Maps | Enterprise users, Esri shops | Excellent | Integrated with ArcGIS Online/Enterprise |
QField | Open source users | Excellent | Pairs with QGIS, highly customizable |
Survey123 | Form-based data | Good | Great for inspections, simple UI |
Helpful links:
GIS Field Tools Downloadable:
Tool Capabilities and Industry Fit
ArcGIS Field Maps is built for users embedded in the Esri ecosystem. It supports real-time syncing, feature editing, tracking, and map viewing all in one app. Industries like utilities, local government, transportation, and environmental consulting rely on Field Maps for standardized, scalable operations. Less suitable for smaller teams or non-Esri users due to licensing cost and platform lock-in.
QField offers open-source flexibility, perfect for those using QGIS. It supports complex symbology, forms, and custom offline workflows. Common in academic research, conservation, archaeology, and forestry, QField appeals to teams needing customization and low cost. Less optimal in organizations requiring enterprise-level IT support or formal data governance.
Survey123 simplifies form-based data collection. Ideal for health surveys, asset inspections, and compliance documentation, it supports conditional logic, media attachments, and offline use. It’s best for cases where geometry is secondary to attribute data. Not ideal for mapping-intensive workflows or field edits to geometry.
3. Test Your Geodatabase Schema Before You Go A broken form or misspelled field name in the field will ruin your day. Build your domains, dropdowns, and required fields before syncing to mobile. Test them with sample points.
Quick tip: Name fields clearly and avoid spaces. Use underscore_case for compatibility. Here is a simple example below.
Name | Street | City | Zip_Code |
Before heading into the field, treat your geodatabase like mission-critical infrastructure—because it is. Validate every field name, domain list, and default value by running test entries on your actual mobile device. Use realistic sample data, not placeholder values, to confirm the logic of dropdowns and conditional visibility. Make sure required fields don’t block progress due to missing default values. If you're using Survey123, preview your form in the web and mobile apps; if you're using Field Maps or QField, test editing features in your map package. Spotting one small mistake at your desk can prevent dozens of frustrating hours in the field. Always test with the same level of permissions and connectivity your field crew will have.
4. Plan for GPS Accuracy and Offline Use
Even the best apps struggle without a signal. This is often referred to as disconnected or offline.
Prepare for this:
🗺️📥Enable offline basemaps in advance
🌍💾Download and cache the area of interest
🎯📏Set your GPS accuracy threshold (sub-meter? 5m?)
📡🔗If possible, pair with external receivers like Trimble or Bad Elf
Before heading out, test your setup in conditions similar to the field—inside your vehicle, under trees, or in rural areas. Even strong hardware can't fix poor planning. If your app allows it, enable GNSS metadata capture so you can audit each feature’s positional accuracy later. Always confirm that offline maps load correctly and that you’ve stored enough tile data at the right zoom levels for navigation.
When possible, preload forms and layers on each device to avoid Wi-Fi bottlenecks at the staging area. And don’t forget to bring extra batteries or power banks—GPS and mobile data apps drain power fast, especially with external receivers connected.
Learn more:
5. Create a Data Collection Plan Document
We recommend including:
Purpose and objectives
Data schema and field types
Collection workflows (step-by-step)
Backup plan for offline issues
QA/QC process post-collection
Download a free template here:
GeoLivity Field Data Collection Plan Template (PDF)
6. Lessons From the Field: Be Patient and Be Present
Sometimes, the most important skill isn’t technical. It’s patience. Whether you’re troubleshooting a failed sync, dealing with heat and insects, or waiting for a GPS fix under thick tree cover, fieldwork tests your focus and resolve. It teaches you to slow down, to listen—to your team, the landscape, and the process. Field data collection isn’t just about gathering information; it’s about doing it responsibly.
At GeoLivity, we see this as an act of stewardship. That means being prepared, respectful of the land and the people affected by your work, and committed to accuracy even when it’s inconvenient. Staying present in the field helps prevent mistakes, fosters better collaboration, and reminds us why the work matters.
Final Thoughts
Field data collection doesn’t have to be chaos. With a clear goal, simple schema, the right tools, and a little patience, you can collect clean, reliable data the first time around.
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