Best Practices for Quality Utility Locating

Difficulty: Intermediate
Applies to: Field locators using TerraFlow Mobile
Time: 15 minutes reading

Learn proven techniques from experienced locators to improve accuracy, efficiency, and compliance in your utility locating work.

The Golden Rules

Before diving into specifics, remember these fundamental principles:

1. Accuracy Over Speed

  • A slower, accurate locate is better than a fast, wrong one
  • Excavation damage costs far more than extra time locating
  • Your reputation depends on quality

2. Document Everything

  • When in doubt, add a note
  • Photos are your best evidence
  • Future you will thank present you

3. GPS Quality Matters

  • Never accept red/poor GPS
  • Wait for good signal
  • Position accuracy = report quality

4. Verify Before Moving On

  • Check captured data immediately
  • Ensure depth readings look reasonable
  • Confirm utility type is correct

5. Communicate Clearly

  • Clear notes help office staff
  • Specific disclaimers protect everyone
  • Assumptions cause problems

Pre-Job Preparation

Night Before / Morning Checklist

Equipment readiness:

  • [ ] Locator fully charged (100%)
  • [ ] Mobile device fully charged (100%)
  • [ ] External GPS charged (if using)
  • [ ] Backup battery pack charged
  • [ ] All equipment paired and tested
  • [ ] TerraFlow app updated to latest version
  • [ ] Previous day's data synced

Job review:

  • [ ] Review ticket/job details
  • [ ] Note special requirements
  • [ ] Check site access information
  • [ ] Identify required utilities
  • [ ] Note deadline/priority
  • [ ] Check weather forecast

Vehicle prep:

  • [ ] Marking paint (proper colors)
  • [ ] Flags and stakes
  • [ ] Measuring tape
  • [ ] First aid kit
  • [ ] Emergency contact information
  • [ ] Water and snacks for long days

Site Arrival Best Practices

First 10 Minutes On-Site

1. Safety assessment (2 minutes):

  • Identify hazards (traffic, dogs, slopes)
  • Note weather conditions
  • Plan safe working zones
  • Set up traffic controls if needed

2. Site documentation (3 minutes):

  • Take overview photos from multiple angles
  • Capture ticket/work order number
  • Photograph any existing marks
  • Document site access points

3. GPS acquisition (3 minutes):

  • Open TerraFlow Mobile
  • Wait for GPS to achieve good accuracy (<5m)
  • Verify location on map looks correct
  • Note if GPS is poor (add disclaimer later)

4. Site walk (2 minutes):

  • Walk entire excavation area
  • Identify obvious utility indicators (hydrants, valves, manholes)
  • Note landmarks for offset measurements
  • Plan your locate strategy

💡 Pro tip: These 10 minutes save hours of problems later.

GPS & Positioning Best Practices

Maximizing GPS Accuracy

Site selection matters:

  • ✅ Open areas = best GPS
  • ⚠️ Near buildings = multipath errors
  • ❌ Under trees = blocked signals
  • ❌ Indoors = no signal

Positioning technique:

GOOD PRACTICE:              POOR PRACTICE:
Stand still for 2-3 sec     Moving while capturing
Hold device steady          Swinging arms
Clear view of sky           Under overhang
Away from metal             Next to vehicles

Antenna positioning (external GPS):

  • Mount on pole for best results
  • Keep GPS unit level and upright
  • Don't block antenna with hand/body
  • Maintain clear 360° view of sky when possible

RTK GPS users:

  • Verify RTK fix before collecting
  • Check correction age (<10 seconds ideal)
  • Ensure cellular connection for corrections
  • Re-initialize if accuracy degrades

When GPS is Marginal

If accuracy is above threshold

  • Do NOT collect data
  • Move to better location
  • Wait for better satellite geometry
  • Use external GPS if available

Utility Location Best Practices

Point Capture Strategies

Strategic point placement:

Must-capture locations:

  • Entry/exit points (property lines, street)
  • Direction changes (corners, curves)
  • Depth changes
  • Crossing points with other utilities
  • Valves, manholes, service connections
  • Branches or tees

Optimal spacing:

STRAIGHT RUNS:     10-15 meters (30-50 feet)
CURVES:            1 meters (3 feet)
COMPLEX AREAS:     As needed for accuracy
CONGESTED ZONES:   Every significant feature

Quality over quantity:

  • 50 well-placed points > 100 random points
  • Each point should serve a purpose
  • Don't over-collect (wastes time, clutters map)
  • Don't under-collect (gaps in coverage)

Depth Measurement Best Practices

Ensuring accurate depths:

Technique:

  1. Position directly over utility (peak signal)
  2. Hold locator level and steady
  3. Press capture sequence smoothly
  4. Wait for confirmation beep
  5. Verify depth seems reasonable

Sanity checks:

TYPICAL DEPTHS:
Gas mains:         1.0 - 1.5m (3-5 ft)
Gas services:      0.6 - 1.0m (2-3 ft)
Power (buried):    0.6 - 1.2m (2-4 ft)
Water mains:       1.5 - 2.5m (5-8 ft)
Water services:    0.9 - 1.5m (3-5 ft)
Sewer mains:       2.0 - 3.0m (6-10 ft)
Telecom:           0.3 - 0.9m (1-3 ft)

Red flags - verify if you see:

  • Depths <0.3m (unless shallow installation known)
  • Depths >3.0m (possible but rare)
  • Sudden depth changes with no explanation
  • Depths different from known installations

When depth is uncertain:

  • Mark as "approximate"
  • Add note explaining why
  • Consider test pit (if authorized)
  • Don't guess - document uncertainty

Utility-Specific Best Practices

Gas Lines

Extra caution required:

  • Mark "GAS - CAUTION" clearly
  • Note pressure (low/medium/high) if known
  • Document any odors or exposed pipes
  • Add strong disclaimers about hand-dig requirements
  • Photograph meter/entry points

Required information:

  • Depth at multiple points
  • Material (steel, poly, copper)
  • Size/diameter
  • Operating pressure
  • Owner (Enbridge, municipal, private)

Electrical

Safety first:

  • Note voltage if known
  • Mark overhead-to-underground transitions
  • Document transformer locations
  • Photograph service entries
  • Note any exposed or damaged cables

Critical measurements:

  • Depth (especially where <1m)
  • Conduit vs direct burial
  • Voltage level
  • Single-phase vs three-phase

Telecommunications

Multiple providers common:

  • Bell, Rogers, Cogeco, Verizon, fiber, etc.
  • May have 2-4 cables in same trench
  • Note all providers if identifiable
  • Mark "Multiple telecom present" if uncertain

Document:

  • Depth and path of each cable
  • Provider if known
  • Fiber vs copper
  • Pedestals and splice boxes

Water & Sewer

Size and flow matter:

  • Differentiate mains vs services
  • Note pipe material and diameter
  • Document flow direction (sewer) if determinable
  • Mark hydrants and valves

Common issues:

  • Deep burial (2-3m typical)
  • May be outside locate frequency range
  • Require tracer wire or other methods
  • Document search methodology if not found

Documentation & Notes Best Practices

Writing Effective Notes

Good notes are:

  • Specific: "Gas crosses water at 1.2m depth, 2m west of hydrant"
  • Concise: No unnecessary words
  • Actionable: Office staff/excavator knows what to do
  • Objective: Facts, not opinions

Examples:

❌ Poor note:

"Gas line somewhere around here, 
kind of deep I think"

✅ Good note:

"Gas main 1.4m depth, runs parallel to 
curb 2m offset. Shallow service (0.8m) 
branches to house at north property line."

Photo Documentation

Strategic photos capture:

  • Overall site context (wide angle)
  • Specific problem areas (close-up)
  • Reference landmarks
  • Existing marks or damage
  • Entry/exit points
  • Unusual conditions

Photo best practices:

  • Take photos as you work (not at end)
  • Hold device steady for clarity
  • Ensure good lighting
  • Capture scale (person, measuring tape)
  • Don't over-do it (5-10 photos typical, not 50)

When to definitely photograph:

  • Shallow utilities (<0.5m)
  • Utility crossings
  • Congested areas (many utilities close)
  • Unclear situations
  • Conflicting information
  • Site access challenges

Multi-Utility Locates Best Practices

Efficient Workflow for 5-Utility Sites

Recommended order:

  1. Gas first (safety - highest consequence)
  2. Power next (safety - electrical hazard)
  3. Water (usually deep, defines excavation limits)
  4. Sewer (usually deepest, reference for others)
  5. Telecom last (usually shallowest, most complex)

Why this order:

  • Safety priorities first
  • Deeper to shallower helps visualization
  • Telecom often most time-consuming (multiple cables)

Managing Complexity

In congested areas:

  • Slow down (accuracy critical)
  • Extra photos of crossings
  • Document relative positions:
    • "Gas above water by 0.5m"
    • "Telecom crosses hydro perpendicularly"
  • Consider sketch/diagram in notes
  • Mark each utility clearly on ground

Utility crossings:

  • Capture point for EACH utility at crossing
  • Note which is above/below
  • Photograph crossing area
  • Measure separation if less than 0.5m
  • Add caution note for excavator

Quality Control Checks

Before Leaving Site

Data completeness check:

  • [ ] All requested utilities located (or marked not found)
  • [ ] Adequate point coverage (no large gaps)
  • [ ] Depth info captured for all points
  • [ ] Required utility-specific data entered
  • [ ] Notes added where needed
  • [ ] Photos taken of key areas
  • [ ] Ground marking complete (if required)

Data accuracy check:

  • [ ] GPS accuracy was acceptable throughout
  • [ ] Depth readings are reasonable
  • [ ] Utility paths make sense (no wild jumps)
  • [ ] Points align with ground marks
  • [ ] No obvious errors in data

Compliance check:

  • [ ] All Ontario-required information captured
  • [ ] Appropriate disclaimers noted
  • [ ] Measurement accuracy documented
  • [ ] Safety warnings added where needed

Map view check:

  • Zoom out, look at entire job
  • Does it look right?
  • Any odd patterns or gaps?
  • Fix now - easier than later!

Communication Best Practices

Notes for Office Staff

Office staff generating reports need to know:

Site conditions:

  • "Good GPS - open site"
  • "GPS marginal - buildings on west side"
  • "Heavy tree cover - accuracy limited"

Utility details:

  • "All utilities confirmed present"
  • "No gas found - searched entire site"
  • "Private water service not included"

Excavation guidance:

  • "Shallow gas (0.7m) at driveway"
  • "Multiple telecom - hand dig carefully"
  • "Utilities congested near building"

Follow-up needed:

  • "Unclear utility at south corner - verify"
  • "Possible abandoned line not marked"
  • "Customer requesting call before excavation"

Disclaimers & Liability Protection

Always include relevant disclaimers:

Standard disclaimers:

  • Location accuracy (±X cm based on GPS)
  • Depths from existing grade at time of locate
  • Private utilities may exist
  • Conditions may have changed

Situation-specific disclaimers:

  • "GPS accuracy limited - see notes"
  • "Unmarked utilities possible in area"
  • "Tracer wire not responding on telecom"
  • "Hydro location approximate - no signal detected"
  • "Historic maps show utility, not located in field"

The rule: Better to over-disclose than under-disclose.

Time Management Best Practices

Working Efficiently

Time-saving techniques:

Preparation saves time:

  • Check ticket details night before
  • Pre-load address in GPS
  • Have marking paint organized
  • Keep equipment charged

Batching tasks:

  • Locate all of one utility type before switching
  • Take all photos at once (end of locate)
  • Group jobs by geographic area

Using technology:

  • Auto-fill common fields
  • Voice-to-text for notes
  • Photo stamps with location/time
  • Workflow templates

Avoiding time-wasters:

  • Poor GPS (move to better spot immediately)
  • Low battery (charge overnight)
  • Connection issues (pair equipment once, correctly)
  • Re-work (do it right first time)

When to Slow Down

Take your time when:

  • Safety concerns present
  • Complex utility crossings
  • Shallow installations (<0.5m)
  • High-consequence utilities (high-pressure gas)
  • Poor GPS conditions (need extra care)
  • Customer watching (demonstrates professionalism)

Speed kills quality in these situations.

Continuous Improvement

Learn from Every Job

After each locate, ask:

  • What went well?
  • What could I do better next time?
  • Did I encounter something new?
  • How can I be more efficient?

Track your metrics:

  • Average time per locate
  • Accuracy of estimates
  • Callback rate (re-work needed)
  • Customer satisfaction

Stay Current

Keep skills sharp:

  • Review new equipment manuals
  • Watch tutorial videos
  • Attend training sessions
  • Read industry updates
  • Learn from experienced colleagues

Update knowledge:

  • New utility installation methods
  • Updated regulations
  • TerraFlow new features
  • GPS technology improvements

Dealing with Difficult Situations

Utility Not Found

When you can't locate expected utility:

1. Exhaust all methods:

  • Try multiple frequencies
  • Check for tracer wires
  • Look for surface indicators
  • Review as-built drawings if available
  • Check with property owner

2. Document thoroughly:

  • "Gas not found - searched entire site"
  • "Methods used: passive sweep, active trace, visual inspection"
  • "No meter visible, no service connection apparent"
  • Photos of search area

3. Communicate clearly:

  • Note in TerraFlow
  • Call dispatch if emergency
  • Recommend utility company verification
  • Add strong disclaimer

Conflicting Information

When field data contradicts drawings:

Priorities:

  1. Field evidence wins (what you detect)
  2. Document the conflict clearly
  3. Photograph conflicting info
  4. Note: "As-built shows location X, field locate found at Y"
  5. Recommend verification

Never:

  • Ignore field findings to match drawings
  • Assume drawings are correct
  • Fail to document discrepancies

Difficult Site Access

Locked gates, aggressive dogs, obstacles:

1. Safety first:

  • Don't take risks
  • Don't trespass
  • Don't confront property owners

2. Document and communicate:

  • Photo the access issue
  • Note: "Unable to access east side - locked gate"
  • Call dispatch for assistance
  • Coordinate with property owner/customer

3. Complete what you can:

  • Locate accessible areas
  • Mark as "partial locate - access limited"
  • Note areas not searched

Season-Specific Tips

Winter Locating

  • Frozen ground affects signal
  • Snow covers surface indicators
  • Short days = less working time
  • Battery life reduced in cold
  • Keep equipment warm
  • Allow extra time

Summer Locating

  • Heat affects equipment and batteries
  • Hydration critical
  • GPS satellite geometry sometimes worse
  • More vegetation obstructs signals
  • Work early/late to avoid peak heat

Spring/Fall Locating

  • Mud and wet ground affect access
  • Frost heave changes depths
  • Leaves block GPS in fall
  • Plan for changing weather

Key Takeaways

The fundamentals never change:

✅ Accuracy over speed
✅ Document thoroughly
✅ Good GPS is non-negotiable
✅ Safety first, always
✅ Communicate clearly
✅ Verify before moving on
✅ Learn from every job

Your work protects:

  • Excavators from injury
  • Utilities from damage
  • Public from service disruptions
  • Your company from liability
  • Your professional reputation

Excellence is a habit. Apply these best practices consistently, and they'll become second nature.

Additional Resources

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Last updated: October 2025 | Based on feedback from 100+ experienced locators