Key Tips for Data Collection
Data data data!!! A quick internet search on data collection generates results from consultants, research integrity organizations, business journals, and academic offices. We are all interested in collecting data.
But a lot of people feel challenged in getting the data they need to make key decisions.
One of the reasons we launched was in response to the questions we received on how best to collect data people need to build meaningful organizations. When we work with our clients we often focus on five key factors:
Determine necessary data
What information do you need to determine your organization’s direction? You may even try to keep it to a relatively small number, say 3-5 information questions, as a starting point.
Use these key questions to identify the data you need. Collecting more than the required information is costly, confusing, and complicated.
For example, if you need to understand how many of each flavour of cupcake is sold daily, do you need to have:
Daily counts on cupcake sales by flavour, for a few months to a year?
Variability of the number of cupcakes sold, sorted by flavour, by day of the week?
Number of people who buy cupcakes?
To respond to the question at hand, you do not need to know the number of people buying cupcakes.
Do you need to know how many people buy cupcakes per day? That could be another key question. Determine the data need before you start counting.
One of the biggest mistakes we make when we begin to collect data is to look at all available information, or look at what others are collecting. But it’s about you :)
Ensure data sources are reliable
You are making decisions that impact your daily activities to optimise results, so you need the most accurate information possible.
To do that, you need to identify the data source that will collect information in the same way every day, and will present the most accurate picture of what is happening.
Taking the cupcake example, you could ask people as they leave the store how many cupcakes they bought, but a record of daily sales is much more accurate, and resource efficient way to collect and maintain the information, and use that count to compare sales from one day to the next.
Share the responsibility to avoid blips during vacations, turnover
One of the most important factors is taking a collaborative approach to data collection. What data processes are user friendly and most likely to remain in use by a team in the organization?
Developing processes together ensures that the data collection practices stay with the organization, even when people go on vacation or move from their position. When someone is away, is there an automatic designate? How many people are familiar enough with data collection to assume responsibilities as roles shift?
Clearly documenting data collection processes is a great time investment to ensure you get the information you need when you need it.
Use simple methods that focus on usability
The simplest method that gives you the information you need is the correct method. Shiny tools are no substitute for getting reliable, usable data. When creating data processes, look at the most effective, efficient ways to access, analyse and answer the questions for which you are collecting the data. You can start to look at the data collection tools you have in house, and identify gaps, before looking to purchase new tools.
Collect data using same methods to ensure comparability
We invest considerable resources in creating user friendly data collection methods, and documenting the processes clearly, because a uniform approach to data collection builds accurate data on which we make decisions that make the most sense for the organization. When determining data collection tools, it is important to identify which approach will most easily duplicate data collection methods, producing the fewest errors.
Reach out…
It’s tough to find the resources to establish and strengthen data collection when you are juggling the multiple responsibilities required to just keep going. That’s why we are here! Contact us to help you create data collection processes to make the best decisions for your organization.