Being able to collect data is a key part of performance and impact measurement. (Collecting the right data, and using is effectively are the other parts). Like maitaining a building or car, streamlining, systematizing and maitaining data can save you a lot of time and money.
How would you rate your data collection?
Use a scale of 1 to 5, where 1 is strongly disagree, and 5 is strongly agree. Rate yourself on the following 7 questions:
1. It is time consuming to pull out and summarize information every time we need it.
2. We have many different versions of the same files.
3. The data are ‘messy’. (e.g. inconsistent naming, many versions and locations, mysterious calculations, units, notes)
4. We don’t know what’s important so we keep everything.
5. We start systems for tracking but they are too onerous and we didn’t use them.
6. We know there are some things that could make our lives easier, but we don’t have time to figure it out.
7. We feel locked into using the systems we have because it would be too much work to change course.
If you have answered 4 or 5 on many of these questions, it is a good idea to devote time to improving your data collectionsystems at this time. Here are a few ideas how:
1. It is time consuming to pull out and summarize information every time we need it.
Develop a Snapshot or a Dashboard that depicts the information that you need to see most often (see Measurement 101 Course). Then focus in on just data you need and improve how you are collecting, storing and summarizing it. Clean those files up. For instance, if they are Excel files, learn about and use the built in data functions. Add in a ‘summary sheet’ with indicators that are calculated automatically from the data.
2. We have many different versions of the same files.
If you are shy about deleting older copies introduce a folder called ‘archive’ or ‘working copy’. Put in all the older files in them except the current file version. If many people are working on the file, develop and follow conventions for how you edit information. Consider using something like Google Docs that can archive different versions easily and show you different people’s changes. E-mail directory locations rather then the files themselves so you do not have important versions sitting in your e-mail program.
3. The data are ‘messy’.
Take some time to develop some rules and follow them! If you develop data with a lot of inconsistency, for instance in how names are used, or abbreviated, learn about and apply validation rules, including how to include drop down lists. If people are planning to do some analysis on the data, have them make a copy of the file, so that the main dataset is kept ‘clean’.
4. We don’t know what’s important so we keep everything.
This may be okay for a little while, but not forever. Archive files and folders if you cannot recycle!
5. We start systems for tracking but they are too onerous and we didn’t use them.
Choose and implement systems with the end-user’s perspective in mind. They should be included directly in any decision-making. Take the time to simplify your system, if possible. Successful tracking and measurement is typically built right into business process and systems.
6. We know there are some things that could make our lives easier, but we don’t have time to figure it out.
If you have a hard time finding time, define a few projects that you can do when you have a window of time with less pressure. Remember that you are likely already spending a lot of time and effort trying to pull together data and information, so by systematically improving what you do, you can ultimately save time and resources.
7. We feel locked into using the systems we have because it would be too much work to change course
You may not want to commit yourself to change, but it would be worthwhile to evaluate how well your needs are met and investigate the pros and cons (benefits and costs) of a new system. It can be helpful to connect with other people in similar situations to ‘piggy back’ on what they’ve learned. Many communities have meetup groups that discuss technology issues (like NetSquared). Web forums and case studies may also be helpful.