Do you or your staff spend many hours building reports? Is your data sitting in multiple different systems? Do you often feel different staff members have different information about the same individual (or company)? Do you not have one central source of truth for your organizational data? If so, you’re facing the challenge of data silos. 

Many organizations develop data silos when each department is using a different system to manage the member information, e.g., membership, events, donors, education, conference, etc. The problem becomes a lost opportunity when these systems are not integrated. Not just that, data silos hinder collaboration, efficiency, and data-driven decision-making within your organization while creating data inconsistency and data quality nightmare. According to Gartner, bad data costs companies a staggering $12.9 million annually. A lack of high-quality data forces leaders to make their decisions based on guesswork vs data.

Here are five strategic ways to address and minimize these silos within your organization:

1. Build a Data Dictionary

Start by identifying and defining the user personas (key stakeholder groups). Capture all the possible data points you would like to capture about these personas, both the data points you must have and those that are nice to have. 

2. Identify the Silos

Gather all systems/spreadsheets where data is stored within your organization. Document and understand what led staff to use the system they use, as this information would be useful for future adoption. Conduct internal audits and engage with team leaders through interviews to identify bottlenecks in data flow and collaboration.

3. Build a roadmap

There are often multiple solutions to a problem. However, it is crucial to identify and choose the right path for your organization. We suggest building a roadmap to address the identified issues while addressing the underlying reasons and staff’s wishlist. 

4. Implement Integrated Technology Solutions

Review the different options to bust the data silos and centralize your data. This may involve removing legacy technology and, sometimes, replacing modern technology that may not be working out for your organization. The key is to build a future state of processes, systems, and technology that best fits your organization. (shameless plug: if you are interested in exploring how we are doing this for our clients, book a call with us, and we will be happy to share some case studies or point you in the right direction.)

5. Standardize Data Entry and Management

As you build towards the future state, establish and implement organization-wide data entry and management standards. The standards ensure data quality is not compromised in the future. The proper implementation may require regular staff training on the systems and audits to ensure the standards are followed.

No one creates data silos on purpose; they are a by-product of daily operations within an organization. While the data silos may seem harmless at the outset, over time, they can prove costly, both in terms of knowledge management and lost opportunities. If you recognize these challenges within your associations/ nonprofit and want to learn more about creating a cohesive digital strategy, consider exploring our Digital Blueprint and Roadmap creation services.