Where to start with data

Data.

It can feel a bit overwhelming. What to collect? How to do it? How to use it?

It can be an afterthought. So focused on delivering the service, collecting the data to support it is way down the list.

And for some it feels like a right pain. You only do it because you have to. It’s just something to send to funders.

Is it really worth the effort? Well, we’re here to say: yes. It’s worth it. If you don't start now, you might regret it down the line. Data is almost always useful if it’s used in the right way.

But where to start?

1. Work out what to collect

Thinking is free. Here are some things to think about:

How would you evidence ‘success’ for your project/work?

Who do you need to tell about your work?

What do you think they will want to know?

What would help you to track your work and make improvements?

If you really want to throw yourself into it, you could look at a Logic Model or Theory of Change. This will help you join the dots between what you do and what you want it to achieve.

If you can, do this as a group. Different perspectives at this stage always help.

2. Collect it in the right way

Now you’ve got a clear idea of what you want to collect, you need to put a proper system in place. Again, this doesn’t have to be expensive. There’s nothing wrong with a well thought out (and managed) spreadsheet.

The important things here are:

Structure – the more you can identify clear data fields the better. Imagine trying to make sense of a load of notes further down the line. With a bit of thought, a lot of what you need can probably be boiled down into a data point.

Consistency - you can make your life a lot easier by keeping your data collection consistent. Have clear, defined categories for your data points. Literally call a spade a spade. Not a shovel. Or a digging tool.

And once you’re collecting data, don’t just switch off and leave it until you need it. Review your data nice and early. For one, it’s interesting and there might be some early insights which are useful to you. But more importantly, if there’s an issue with your data collection, it’s best to spot it as soon as possible and do something about it.

3. Add to it

Don't just work with what you’ve got, build on it. You could:

Bring in external data (it’s amazing what you can link from a postcode)

Bring in data from other parts of your organisation if you’ve got unique identifiers connected to other services

Combine some of your data points like different demographics (e.g. women aged 25 to 44) or response options (e.g. users of A, B or C services)

Do something with opens - bits of feedback on their own might seem innocuous on their own, but analysing them all can be powerful (and not as hard as you think)

4. Get the most from it

Really dig into your data.

It takes time (and expertise) but it’s worth it. Ask questions of your data. Who is more/less likely to use your service? Are there trends over time? Is there a link between using one service and another?

Pull this analysis out in whatever way works for you and your audience. It could be a report, dashboard or infographic. It might just be having some stats up your sleeve for that important meeting. However you do it, make sure people know about it.

5. Learn from it

Take stock and look at how you can refine the way you’re collecting and using data. And don’t just keep adding to the data you collect. What don’t you need? What isn’t adding any value? If you don’t use it, lose it.

Above all else though, use the data you collect to make improvements to what you do. That’s the whole point of it. Otherwise it’s a bit of a waste, isn’t it?