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DATA PLAN
A data plan is a proactive way to achieve transparency and accountability across departments. It considers the importance of data while focusing on just a handful of topline data points most important to achieving goals. A data plan will simplify data management while ensuring the key metrics not found on a P&L are being measured.
It spotlights activities that drive revenue but are not typically monetary measurements. These are quantities, length of time, or cadence … how many sales calls, how long it takes to process an order, how many proposals, and how changes in these metrics positively or negatively affect other measurements.
A good data plan will not overwhelm processes with data collection. It will provide visibility, access to additional resources, or support for process changes when needed. The initial data plan is the foundation that will be built upon. A data plan, once established, should be reviewed and updated annually to ensure the metrics are aligned with the new scorecard and updated business goals.
PROCESS REVIEW
A process review puts company leaders in front of potential problems. Typically, when business processes change, it will be gradual and unnoticed by most people in an office. That is until issues arise and someone looks into what is going on that is causing the failure. However, by then, it can be too late, or problems have become larger, more difficult, and costly to solve. With a data plan and scorecard in place, there is more transparency within all layers and functions of the business. This means less time putting out fires and more time developing the business.
The process review is conducted through collection forms and interviews. The scope of the process review is customized based on the size and complexity of the organization. A process may exist with a few variations, while some others will require a completely separate review. Each process is then visually depicted in a simple diagram as an overview. This diagram is coded to indicate how well a process is currently working much like a navigation roadmap showing areas under construction, in need of repair, or just moving slowly and causing a bottleneck.
The purpose of the review is to highlight which parts of a process are working well and to bring attention to areas that need it. Ultimately getting solutions in front of problems before they become unmanageable or costly.
PROCESS DATA
Every process can be measured to provide useful first-party data. That data can help guide management decisions. Using the data as a process management tool can ensure that resources are focused on the right activities. It helps to clarify responsibilities and provides a target for employees to work toward. We can help identify key data to be tracked and ensure a process is in place to have access to supporting data when it is needed.
PROCESS DOCUMENTS
Several types of documents support any process. These include data reports, tracking spreadsheets, dashboards, lists, and of course, the actual written or charted process. This collection becomes a toolbox of information for anyone who has to work on this process.
Identifying these documents and providing custom templates is how we can help build your toolbox.
DATA COLLECTION STANDARDS
Naming Conventions
Naming files seems like such a simple, mindless requirement until you have to find something. The ability to quickly retrieve information is becoming increasingly important. Not only does it make the organization of the files better, it helps maintain historical data that can be easily managed. Sure, most file systems boast a robust search capability, but why rely upon it as your primary methodology when a simple naming convention can protect files from duplication or accidental deletion? Plus, if files are ever used for data retrieval, this naming consistency allows for automation.
In addition to naming files, the naming of tags, fields, categories, etc are standardized across the organization so if system or file data is ever merged it will align.
Dates and Intervals
Using standards for reporting timeframes is useful when looking at multiple data sets. Reporting standards make management of the reports and analyzing the reports easier. Standard would include timeframe and cadence.
File Structure
Managing files can be easy if there is a process in place. Too often, files pile up, and they become difficult to navigate. Having a file system that keeps active files in the forefront and archives files accessible when needed can reduce the stress of searching for critical information when it is needed. It creates an on-demand system that is intuitive for anyone accessing it to find what they need.
We will ensure you have guidelines to follow to ensure your files will continue to stay organized as new projects and initiatives are added.
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