Customary Working Procedures: Simply Automate It

Customary working procedures. “SOPs” for brief. Not an attractive subject, however an essential one for journey tour operators, particularly on the subject of discovering methods to automate them.

SOPs are crucial for sustaining consistency, security, and high quality in journey tourism operations. Whereas the title does say “normal,” SOPs could fluctuate relying on the particular actions you provide, the place you’re situated, and your organization’s insurance policies.

So, we’re going to place the “normal” in Customary Working Procedures by giving a common overview of what they’re and easy methods to automate them to your journey tour guiding enterprise.

What Are Journey Tour Information Customary Working Procedures (SOPs)?

Okay, so perhaps you’ve by no means even heard of Customary Operator Procedures. That’s okay. That’s why we’re right here.

Journey tour information Customary Working Procedures (SOPs) are detailed pointers and protocols that House owners/Operators comply with to ensure they’re offering a secure and gratifying journey for his or her guides and their shoppers. 

In different phrases, the Boss creates a listing of issues to do and easy methods to do them. This manner everybody’s on the identical web page and work is extra environment friendly.

Under are some frequent belongings you may discover in journey information SOPs:

1. Pre-Tour Preparations

2. Emergency Procedures

3. Exercise-Particular Pointers

4. Group Administration

5. Environmental and Cultural Preservation

6. Communication

7. Navigation and Orientation

8. First Support and Medical Help

9. Climate Monitoring

10. Submit-Tour Procedures

Why Ought to You Automate Your Customary Working Procedures?

Like April in Parks and Rec as soon as mentioned, “Come on, time is cash, cash is energy, energy is pizza, pizza is information, let’s go.”

Save Time and Cash

It is best to automate your SOPs to save lots of your self time. By saving your self time, you’re prone to save your self cash too.

There’s doubtless a paper doc floating round (or stacked someplace) within the workplace along with your Customary Working Procedures. With printed paperwork, they’re tougher to distribute, revise, and observe. Finding these bodily paperwork and updating them frequently takes a number of precious time—time you need to use to develop your journey firm as a substitute.

Preserve Processes and Procedures Safe

By automating your SOPs, you may also add a layer of safety to them, particularly when the file will get digitized and saved on a safe platform. This protects non-public firm info and retains it safely saved in a location (solely) you possibly can simply entry.

Now that we’ve lined what Customary Working Procedures are and why it’s essential to automate them, let’s go over how one can really automate completely different processes and procedures to make your life as an Journey Tour Operator simpler. 

How To Automate Pre-Tour Preparations

Lots goes into making ready for a tour earlier than the tour even begins. You’re reserving your shoppers with their most well-liked date and time. Doing security checks on gear and equipment. Ensuring you could have all of your permits and permissions available. Briefing your shoppers in regards to the tour, security procedures, and expectations. You’re additionally ensuring they’re match sufficient to satisfy the bodily necessities of the tour.

Listed here are a number of methods you possibly can automate pre-tour preparations to get your shoppers adventuring sooner:

1. Get On-line Reserving Software program

Discover and implement on-line reserving software program (like Origin) so your shoppers can reserve excursions, present important info, signal waivers, and make funds electronically.

An automatic reserving system updates tour and information availability in actual time, reduces the chance of overbooking, and eliminates the necessity for guide reservations.

2. Automated Affirmation Emails and Reminders

Arrange an e-mail advertising and marketing platform to ship out tour confirmations and reminders to members (Origin routinely sends these in your behalf). These emails can embrace important particulars comparable to assembly factors, required gear, and security pointers.

Automated reminders will help stop no-shows and assist members get ready for the tour.

3. Digital Pre-Tour Data Packets

Create digital info handbooks for shoppers. Make them accessible on-line or ship them through e-mail and embrace detailed details about the tour, what to anticipate, security pointers, packing lists, and different related particulars.

Together with images, movies, and interactive parts also can make these extra entertaining and memorable to your shoppers too.

Origin’s Journey Agenda

Utilizing Origin, you and your staff can create journey agendas with pre-tour info that features emergency contact info all particulars your guides have to know. It’s simple so as to add and a fast obtain provides them every little thing they want.

4. On-line Well being and Health Assessments

Use on-line well being and health evaluation varieties (Origin helps you to add inquiries to the checkout course of for this precise state of affairs) to your shoppers to fill out earlier than becoming a member of a bodily demanding journey tour.

This will help establish potential well being dangers and guarantee your shoppers can take part safely on the tour.

5. Automated Tools Checklists

Create automated checklists to your tour guides to confirm that each one crucial gear and equipment are in correct working situation earlier than the tour.

This ensures that nothing is missed and reduces the chance of accidents attributable to defective gear. Even a easy Google Sheet will assist automate this step.

6. GPS Monitoring and Route Planning

Use GPS monitoring and route planning software program to automate navigation and assist tour guides comply with pre-determined routes. GPS expertise can be used to observe the situation of members through the tour for added security.

7. Automated Climate Updates

Combine climate APIs into your system to obtain automated climate updates for the tour location. This helps tour guides make knowledgeable choices about whether or not to proceed with the tour or make changes primarily based on climate situations.

9. Doc Administration Methods

Use a doc administration system, like Google Drive, to retailer and manage essential paperwork, permits, and waivers securely. This offers you fast entry to crucial paperwork throughout Pre-Tour Preparations.

How To Automate Emergency Procedures

For journey guides, having a set of emergency procedures is crucial primarily based on the character of the actions you lead. It’s a must to have step-by-step emergency protocols for various situations (e.g., accidents, hostile climate situations, misplaced members).

You have to have designated roles and duties for tour guides and different workers throughout emergencies. Additionally, there are communication procedures for contacting emergency providers and authorities it’s important to have.

Automation can streamline emergency communication, facilitate fast help, and improve security measures. Listed here are some methods you possibly can automate your emergency procedures:

1. Emergency Communication System

Implement an automatic emergency communication system that features two-way radios, walkie-talkies, or push-to-talk cell apps. Be certain that all tour guides and related workers members have entry to this technique for fast communication throughout emergencies.

Some firms that present emergency communications are SPOT X, Garmin inReach, and EVERYWHERE

2. Emergency Contact Data Database

Create a centralized database containing emergency contact info of all members, tour guides, assist workers, native authorities, medical amenities, and related stakeholders. Automate the method of updating and sustaining this database frequently.

Utilizing a Buyer Relationship Administration platform like HubSpot, SalesForce, or Monday.

3. Pre-Loaded Emergency Response Protocols

Present tour guides with pre-loaded emergency response protocols on their cell units or in simply accessible folders, like Google Drive that we talked about above.

These protocols ought to define step-by-step directions for various kinds of emergencies and with one thing like Google Drive, they can be accessed via an app.

4. Automated First Support Help

Whereas your guides must be First Support/CPR/AED licensed, you possibly can assist them additional with first support apps or digital how-to’s that present immediate steering on administering first support for frequent accidents and emergencies.

5. Emergency Evacuation Plans and Routes

Automate the method of offering tour guides with entry to emergency evacuation plans and routes in digital format. Add it to Google Drive and provides them entry to the folder. This ensures fast and environment friendly evacuation throughout emergencies.

6. Automated Incident Reporting

Implement an automatic incident reporting system that permits your tour guides to submit detailed incident studies promptly. This information will be precious for post-incident evaluation and enchancment of security protocols.

Doubtless, your legal responsibility insurance coverage firm has a course of. Ask them how one can automate incident reporting to make it quick and seamless for you as an Operator.

Whereas automation can considerably improve emergency procedures, it’s essential for tour guides to endure thorough coaching in emergencies and perceive the restrictions of automated techniques. Human judgment and fast pondering are nonetheless invaluable throughout crucial conditions. 

Commonly overview and replace automated emergency procedures to remain up-to-date with greatest practices and trade requirements.

How To Automate Exercise-Particular Pointers

Offering detailed directions on easy methods to conduct particular journey actions, comparable to mountain climbing, rafting, mountain climbing, and zip-lining, and demonstrating correct utilization of apparatus and security gear is one in every of your many duties as an Operator.

By utilizing expertise and digital instruments, you possibly can streamline the method of offering particular pointers to your shoppers for every exercise your tour firm affords. Right here’s how you are able to do it:

1. Create Digital Exercise Guides

Develop complete digital guides for every exercise you provide and supply these through e-mail to your shoppers. Embrace step-by-step directions, security pointers, gear utilization, and another related info. 

These guides will be in PDF or internet format and must be simply accessible to each tour guides and members. Positive, you’ll in all probability nonetheless have to go over the logistics along with your shoppers in individual, however this helps carry them up to the mark, which ought to prevent time at first of the tour.

2. Automated Electronic mail Communication

Use an e-mail advertising and marketing system that sends activity-specific pointers and preparation tricks to your shoppers earlier than the tour. When you’re utilizing Origin, you possibly can add a hyperlink to the automated reminder emails which can be despatched earlier than the journey. It will assist inform and put together them for the exercise earlier than the journey.

3. Automated Security Checklists

Develop automated security checklists for tour guides to comply with earlier than and through every exercise. These checklists will be accessed via Google Drive.

4. Participant Suggestions Assortment

Use automated surveys or suggestions varieties after every exercise to assemble suggestions from members about their expertise and recommendations for enchancment. When you’re utilizing Origin, we acquire opinions routinely for you. 

How To Automate Group Administration

As a lot as we’d wish to automate managing folks, you possibly can solely go to this point. However there are methods to pre-manage teams of individuals. You possibly can, for instance, set a most client-to-guide ratio to make sure correct supervision and security (psst…you are able to do this in Origin). 

You can too develop methods for managing teams with various ability ranges and expertise.

1. Set Consumer-To-Information Ratios

Hopefully, you’re utilizing reserving software program that may do that for you. If not, could we propose checking us out as a result of we will do that for you? Inside Origin, all it’s important to do is kind in what number of shoppers per information you need and our system will routinely preserve that up to date and apply it to all journeys.

2. Set Ability Ranges And Expertise Methods

It’s difficult to take a bunch of shoppers with various ranges of expertise and abilities, particularly once you don’t have a method in place to handle all of them.

Utilizing one thing like Origin can preserve your shoppers with the identical abilities and expertise collectively whereas additionally grouping them with a suitable information.

How To Automate Environmental and Cultural Preservation

As an organization that adventures in nature, it’s essential to observe the Go away No Hint Rules and educate your shoppers on them too. This helps protect the surroundings for future generations.

1. Train Your Purchasers About Environmental Duty 

Educate your shoppers in regards to the significance of minimizing the influence on the surroundings and native communities. Once more, you possibly can create a presentation or doc you can hyperlink to inside your emails to your shoppers. The extra interactive the extra memorable it’ll be.

2. Keep Up-To-Date On The Newest Analysis

Go away No Hint affords on-line programs about LNT Rules you need to use to remain up-to-date. In addition they have a plethora of assets to tell you of environmental duty. There’s no automated solution to study but, so this must be accomplished the previous vogue means.

How To Automate Communication

Communication will at all times be the utmost precedence for an journey tour information, particularly with how harmful it may be. Having established communication protocols between tour guides, shoppers, and assist workers could make an enormous distinction between enjoyable, security, and effectivity.

Automating communication not solely improves response occasions however you’ll even have higher coordination and faster entry to info, and your shoppers shall be happier. It additionally lets your guides concentrate on delivering distinctive experiences throughout excursions as a substitute of getting to determine easy methods to get in contact along with your workplace.

Listed here are a couple of methods to automate communication amongst you, your guides, your workers, and your shoppers.

1. Automated Itinerary & Submit-Journey Sharing

Automate the method of sharing tour itineraries along with your shoppers, guides, and workers through e-mail, app notifications, or textual content messages. With Origin, admins can generate tour itineraries in a few clicks and share that amongst your workers.

Origin additionally routinely sends out post-guide journey report requests to your guides to finish to your firm. This consists of the fundamentals like date, journey, buyer information, and many others. and you may also add customized questions that can assist you perceive how the journey went. 

2. Group Messaging and Notifications

Use group messaging apps to speak essential updates, itinerary modifications, and security reminders to your guides and workers through the tour. You need to use one thing like Slack to maintain dialog subjects organized. 

3. On-line Reserving and Scheduling

Utilizing on-line reserving and scheduling software program will enable you to streamline communications between you, your guides, your workers, and your shoppers. Relying on the platform you utilize, you possibly can automate quite a lot of issues that’ll enable you to streamline your communication. With Origin, you possibly can automate reservation confirmations, journey reminders, digital waiver collections, information assignments, and fee assortment.

How To Automate Navigation and Orientation

On the very least, your guides ought to know easy methods to navigate the terrain by compass and map. When you’re a information or an aspiring one, ensure you’ve taken a course on it and might confidently and safely get from Level A to Level B.

There’s additionally no solution to automate studying terrain, navigation, and orientation. You possibly can watch as many movies as you need, however it’s good to navigate the ol’ vogue means: going on the market and discovering your means. On the similar time, there are methods to automate it, like utilizing GPS units, for instance.

1. GPS/Mapping Apps

Simply because you possibly can learn and comply with a paper map doesn’t imply you have to. There are a variety of fantastic GPS apps on the market you need to use to automate navigation.

Gaia GPS

With over 300 maps, you’ll have detailed path guides to get you from A to B. You possibly can measure point-to-point distances and map out off-trail adventures. You possibly can even generate elevation profiles and calculate the size of your route.


One other nice GPS/mapping app is CalTopo. Measure slope angles and snow depth. See present and altering situations to your deliberate journey earlier than going. See real-time information for 7,500+ streams and reservoirs in addition to wind and climate.

How To Automate Submit-Tour Procedures

You’re not accomplished when the tour wraps up. You continue to have post-tour procedures to finish like gathering suggestions and addressing any issues from visitors. You additionally must doc incidents, suggestions, and any crucial enhancements for future excursions.

Listed here are some steps to automate post-tour procedures:

1. Buyer Suggestions and Evaluations

When you’re not utilizing Origin to routinely acquire suggestions and opinions, you’ll have to arrange an automatic e-mail system to ship post-tour suggestions varieties to your shoppers.

You need to use platforms like SurveyMonkey or Google Varieties to gather their responses.

Moreover, encourage your shoppers to depart opinions on platforms like Google and share the hyperlinks in your automated e-mail. Optimistic opinions will help appeal to new shoppers. Additionally, ensure that in case you get a unfavourable overview, you reply instantly. 

2. Submit-Tour Thank You Electronic mail

Ship automated thanks emails to shoppers after the tour. Categorical your gratitude for selecting your tour and request them to share their expertise on social media or with mates.

You possibly can even embrace your overview request on the finish of your “Thanks” e-mail. This manner, you’re not overwhelming your shoppers with too many emails and your request comes after thanking them for selecting your corporation to take them on an journey.

3. Automated Comply with-Up Promotions

Use your shoppers’ emails and call info from the reserving system to arrange automated e-mail advertising and marketing campaigns.

Electronic mail promotions (e.g. vacation gross sales), reductions (e.g. birthday reductions), or upcoming tour bulletins (e.g. new tour choices) to earlier shoppers to encourage repeat bookings and keep prime of thoughts for his or her subsequent journey.

4. Digital Photograph Sharing

When you take images through the tour, automate the method of sharing these images along with your shoppers on-line. Not solely is that this one solution to make additional revenue, but it surely’ll additionally add worth to their expertise and keep in mind their journey with you.


Having normal working procedures are essential for guaranteeing the security, high quality, and success of journey tourism operations. 

By adhering to those pointers, journey tour guides can present memorable and gratifying experiences for his or her shoppers whereas minimizing dangers and sustaining environmental and cultural sustainability. 

Common overview and updates to SOPs primarily based on expertise and trade greatest practices are additionally important to constantly enhance your journey tourism providers. And by automating a number of the features of your SOPs, not solely will you keep on prime of every little thing, you’ll be capable to with out added guide labor.

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