In one respect, data is similar to air. It’s hardly noticed, until there’s a problem with it.
There are many reasons for this, one of which is that it’s of vital importance to any organisation is often underestimated or misunderstood. Consider this: Walter Wriston, the then chairman of Citigroup, once said, “Information about money has become almost as important as money itself”. Bob Crandall, the CEO of American Airlines, said that if he had to choose between the airline and Sabre (American Airline’s booking system), he’d choose Sabre. So what is it that made two hard-nosed businessmen in effect state that information about their business was as important as what most people would consider to be the business itself?
It’s often said that knowledge is power, yet knowledge is derived from information. Imagine how difficult it would be to manage an organisation if you had no information about it. Information in turn is derived from data, the raw material of the knowledge economy. Data in and of itself is not the crucial element, however. What is crucial is the knowledge an organisation has of all the elements (customers, products, suppliers, contracts, stock levels, personnel, etc) it has to deal with in order to achieve its objectives. Data provides the facts that need to be known in order to deal with these elements effectively. Good-quality data is the foundation stone on which effective control of an organisation is built.
Data is a key asset yet its importance and significance is rarely appreciated. An organisation’s finances are invariably centrally managed and controlled. Imagine saying to the Chief Accountant that money should just be distributed to spending departments and they should be left to sort things out. It’s hard to imagine a more incendiary statement. Yet isn’t that generally the way an organisation’s data is managed? It’s kept in small pockets with little concerted effort made to keep it up to date and accurate, let alone coordinated as an organisational asset.
Imagine what it could be like if the data was maintained and managed as a central pool, with all parts of the organisation being able to see all the information they needed in order to achieve their objectives. They all see the same things and so there are no cross-departmental arguments as to which items of data are accurate. Even if data items were found to be inaccurate, they would only need to be changed in one place, once. Just how effective would such an organisation be? How much more synergy would it have? How much more knowledge growth could it achieve? How much better would it be in achieving its objectives?
It’s often assumed that the data an individual department collects and uses is its own property and none of anyone else’s business. However, if the department is part of the organisation as a whole, its data belongs to everyone within it and should be known and visible to all relevant parties. The department is really only what is referred to as a `data steward’.
Data Management is a growing sector. Unfortunately, it’s too often thought of as being “something to do with IT” and regarded with indifference, as not being relevant to the mainstream, or with horror as being too technical. But it’s important to think of IT as just an enabler for an organisation and not a black-box bolted on to it. The key question to be asked of IT is: “How will this help set and achieve the organisation’s objectives?” In the case of data, the answer is, “It can impair or improve the organisation’s effectiveness at all levels, depending on how badly or well you manage it”. It is important, though, to ensure that data isn’t fragmented and distributed for an individual IT project’s convenience.
One of the key elements in Data Management is Data Quality. There are many aspects to it, some of which are:
Integrity
Can the data be trusted? Can we safely make decisions based on it? Even apparently trivial pieces of erroneous data can have a large impact if tens or hundreds of decisions are informed by it on a daily basis.
Consistency
Is the data consistent for all of its users around the organisation? Just how much do you enjoy going to meetings with Accounts to thrash out discrepancies between your data and theirs? How often have you mused on how much better it would be if you could spend the time on more productive activities?
Appropriateness
Is the data available to a department useful and relevant to them as it stands? How much effort does its staff have to expend to trawl through data acquired by other departments in order to obtain information that is useful to them? What data do they need that isn’t available to them?
Timeliness
How much data is collected by an organisation too late to grasp a lucrative opportunity? Just how cost effective could it be to actively and even aggressively acquire such data, even if it meant setting up a separate unit to do so?
For the marketing professional, some statistics worth considering are that 35% of customer data becomes outdated each year. Some 30% of managers change their jobs each year. 32% of B2B emails are sent to non-existent email addresses. Over five million employees and business details change every year. How seriously could these facts affect how your organisation operates?
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