We are flooded with data and we don’t understand most of it. While the below HBR tip of the day has specifics about communicating outside the company, I think that the basic concept — helping people understand the data — is a fundamental part of being a Business Analyst.
The standard mantra you hear is “too much data, not enough information” or “information is data made actionable”. These sayings are all getting at the fact that looking at data does not convey everything that we can learn from the data. Understand what is being looked at, understand the limitations of the data, understanding the assumptions in the data, understanding the cleanliness of the data. That is critical to having a business leverage the data they have.
But data can steer you wrong if you don’t know the information around the data.
When someone is looking at a report, is it easy to see the metadata? When someone looks at a spreadsheet or a PDF output of some sort, can they see where the data comes from and what assumptions are in place?
It is easy to simply slap a report out for the requester to get what they want. Too often, the requester and the report writer miss the fact that someone else is going to use this report six months from now and not have the same background the requester had. Or think differently from the requester.
So when writing reports or creating spreadsheets or otherwise presenting DATA that is meant to be understood, consider adding this information (automatically updated, of course) to them:
metadata (date of data, all the parameters, specified and implied filter and sort parameters)
Where did the data come from? Can you provide a link back to the original data for detail reports?
What are the calculated fields and what are the calculations?
Who is responsible for the data?
Who do I talk to if I have questions?
Do the field names make absolute sense to everyone looking at the report?
Help People Understand Your Data by Making It Relatable
People can’t use data to make decisions if they don’t understand what the numbers mean. To help colleagues wrap their heads around a data point — how big or tiny it is, how important it should seem — compare it with something concrete and relatable. When you’re talking about lengths of time, frame your data in terms of flights between cities, TV episodes, or how long it takes to microwave a bag of popcorn — whatever your audience will know. When you’re talking about size, use places and things that are familiar to listeners. For instance, if you were trying to show a San Francisco audience what 1 million users really looks like, you might mention the San Francisco Giants baseball field, which has 41,915 seats: “Our users would fill the stadium almost 24 times.” Articulating figures this way can keep the narrative from getting lost in the numbers.
As a developer, I was so tempted to put messages like this in the parts of the code that should never execute. I did a couple of times, although never this clever. I’m not up on the latest programming languages, but I imagine that it is still possible to have these places of despair. These ‘black holes’ of code where you should never go but if you do, you will never recover.
This article was published back in the June 2005 edition of Medical Product Outsourcing magazine. As the article title says, it covers how a company’s IT infrastructure can help with its medical device design process.
Mobile phones are going to be here for a while. At the risk of writing a post that will be useless in a few years, here are some thoughts on helping you stay in control. Make the phone act like a tool that is invisible unless you need to use it.
Immediately after installing a new app, go into settings. Look around a bit to see what things they allow you to control. Since useful instructions rarely come with apps, this is sometimes the only way (other than web searching the app) to find out what features there are.
Control your notifications. Almost every app has a Settings option. Under settings, there is almost always a Notifications options. Turn off all notifications. Everything. There should only be a few things (text, maybe email) on your phone that actually make a sound or vibrate.
Web search the name of your new phone and look for tips and tricks in the results. You might find a few things you didn’t know.
Set security. Swiping to unlock is not the best idea. Depending on your phone, there are lots of options. Learn what they are and pick one that seems the best for you.
If something frustrates you about your phone, chances are there is a way to make it better. Web search for your phone name and the problem. It may require that you learn something or change the way you do something. Sorry.
I believe that a big part of keeping your phone invisible is controlling when the phone tries to get your attention. You decide when you want to interact with your phone, not the phone. Setting the security to what works for you and protects you, allows you to get into your phone quickly.
Do you control your technology or does it control you?
In telecommunications, the concept of Signal To Noise Ratio has been around for a long time. The basic concept is the signal (what you are trying to communicate) and the noise (all the crap that isn’t the signal) are related. the higher the ratio of signal to noise, the better. High ratio: more signal, less noise. Low ratio: less signal, more noise.
A high signal To Noise ratio is clearly a good thing. Thinking about the concept, not the math, if we have better signal and less noise, we have better communication.
This post is mainly about receiving communication. This includes talking to someone, email, texting, social media, etc. Some of this is obvious: if you are trying to listen to someone and there is a jackhammer going on five feet away, there is too much noise to hear. If someone texts you with a name you need and wraps it up in 2000 characters of opinions and other useless info, that is bad signal to noise.
But there are some non-obvious ways to look at it.
If you get a lot of unnecessary emails or texts, it will be harder to find those that you want to get. We can keep an eye out for message from people we want to hear from, but we will miss messages. The list of things to read (the list of conversations in your text messages, your email inbox) is something that has a signal to noise ratio.
If we have curated our social feed, we have lower noise and better signal..
Consider a few possibilities
Email: be vicious in unsubscribing from things that you don’t actively need. Be proactive in managing your inbox.
Social feeds: be aggressive at muting, blocking, unfollowing those that post noise (you get to define that). If you complain about Facebook or Twitter about how much stuff you have to scroll to see anything interesting, then you are following too many of the wrong accounts.
Learn the controls available to you. Yes, it is a pain when Facebook, et al, keep changing their feed algorithms and add/remove settings. But learning them takes time. Yes, understanding Gmail’s tab structure and conversations seems overly complicated. However, spending a few minutes trying to figure out how to use them to your advantage will save you lots of time in the long run.
Curate your electronic life. It pays off quickly.
Electronic Bits Coming fast from everywhere Are you in control?
If your job doesn’t fundamentally depend on your email*, then ask yourself if you control your email or if email controls you. Our Email Is A Monster (Oatmeal). Some ideas to consider:
No matter how focused you are, when that little window flashes up in the corner of your screen or your phone beeps, you have at best a micro-distraction that derails your thinking and at worst a full distraction. Turn off your email notifications and schedule time during the day to open email.
Signal (high priority emails) to noise (low priority emails) in your inbox is a problem. Not all emails are equally worthy of your time. If conditional formatting (like in Outlook) is available, use it. Set a condition for when you are on the CC list. Read those last. Set a condition for when you are the only one on the TO: list. Set conditions for people that you need to respond to right away.
* Customer service type jobs and a few others do require constant vigilance of an inbox so the above suggestions don’t help you. Hopefully you have other techniques to make things more efficient.