One of the biggest questions everyone has when shopping for software is “how will this change my day?”

And it’s not an easy question to answer ahead of time. A big fear is that software will make our lives less manageable, not more. In this article, let’s demystify the process of introducing a software that can aggregate many data sources into one.

As our jobs and information architecture have grown more complex, it seems everyone is juggling at least a handful of management apps. Some came with the job. Others we researched and chose for ourselves. Often, at least one system is hand-built in Excel, where we carefully guard the contents and never give anyone edit privileges because they will break something. Eventually, the complexity added by all these “solutions” becomes a major drag.

So what can you do about it? Finding the right data aggregation software is an important step in your overall data governance program.

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A workflow built on multiple apps and systems

The frustration we all share with our handful (or truckload) of apps, is that they don’t talk to one another.

Data siloes are not a new issue, and there is no perfect fix. But making use of another type of system, one that can reach into all your apps and pull out a composite answer, goes a long way in simplifying things for you as the user.

Issues caused by messy systems

If you ever find yourself waiting on someone for a report--or the equally uncomfortable situation of having someone wait on you—that’s a data silo issue. If only you could each access the report yourself, without having to wait for someone to do all that work putting it together.

Versioning issues, copying and pasting between systems, losing access to information because the database is a hard-to-navigate mess of old information; these are all symptoms of poor data architecture.

What does a data aggregator do?

A data aggregator is an overarching structure that pools information from multiple places. It then allows to you search through it all to find what you need. This can save you from having to repeat the same task in multiple places.

Data aggregation provides structure that doesn’t require you or your peers to follow the same protocols. You can have your spreadsheet and they can have theirs, and the aggregator allows you to access their information without breaking their system.

Some industries that benefit from data aggregation:

Property management workflows become smoother

Environmental consultants gain client trust with predictable data handling

BC Energy Regulator creates better transparency around site cleanup

What stays the same?

The beauty of using an overarching system for data aggregation is that you don’t have to change what works for you. Furthermore, systems that can’t be changed won’t necessarily get in the way. If you like your time-tracking app and you can’t change your accounting system and you don’t know how to reorganize the company file database… that’s ok. Your data aggregator will still work.

What changes?

The first thing you’ll notice is that storing information is less work. We’ll go into me detail below, but effectively you’re able to skip a data entry step.

But the biggest changes become apparent when it comes time to access and use information. Instead of opening four or five apps and a couple spreadsheets, then emailing colleagues to fill in the blanks from their systems, you’ll just have one window open. Everything will be in one place, and you’ll know exactly how to get to it—even if you’re not the person who put it there!

Lastly, a data aggregation system will reduce the number of requests you get from others who need information from your wheelhouse. Just as you’re able to use retrieval-oriented search and filter tools to look through their project systems to find what you need, they can now self-serve themselves from what you’ve made available. The consistency enforced by such a system makes finding records and data easier for everyone.

Let’s take a look at a few specific scenarios to see how all this plays out.

Data storage

In an aggregated system, data storage and collection aren’t separated into two steps. So instead of having your staff or contractors email reports, documents etc. that you then get to file, information is uploaded directly into the right place. This is made possible by input tools that facilitate consistency and structure.

Distributing Information

As with collection, you get to skip a step when distributing information. Now, instead of composing an email and attaching a file for each update to your coworkers and contractors, you can share access to data that will be kept up-to-date as you use it. Permission settings allow to stay in control of who sees what.

Project Hand-off

Getting a complete understanding of openwork and project status during hand-off is difficult enough, but tracking down all relevant contacts, costs, photos, and records is often impossible. When each person is left to create their own storage system, these systems are invariably inaccessible to anyone other than their creator.

With a data aggregator, instead of having to search for and compile files with no real indication of when the package is ‘complete’, project hand-off through a data aggregation system is as simple as assigning a project to a different user. The new project’s expenses, reports, and geospatial information can be viewed together in one click.

Reporting

Using data from other departments can be a test of everyone’s patience. You’re not in control of how long the information you need will take to arrive, and somewhere else someone just got hit with a surprise chunk of work they need to do. What’s worse, because finding information is often assumed to be easy, it can be a pretty thankless task.

Even within your own systems, compiling information into one place so another person can analyze the results can be very time consuming. You have to open each system and search for the information again, copying and pasting into a format that will work for your audience.

A data aggregator, on the other hand, allows you to pull out most (if not all) of that information automatically. Whether the pieces are coming from your systems or someone else’s, you only have to look for it in one place.

A few final thoughts

In order for data aggregation to work for you, you need a system that can really fit your workflow. And while everyone hopes for something that will fix everything up right off the shelf, no pre-built product will be able to. You’ll need to get in there and tinker with it.

At Fieldshare we understand that every workflow, from small businesses managing a few projects on their own to enterprise or government organizations overseeing a mountain of interconnected processes, is made up of critical steps that aren’t found anywhere else.

In order to capture and facilitate these steps, a consultative approach is needed.

By giving our clients the tools they need to make their records accessible, to facilitate their work, and to consolidate information, we provide a scalable platform for growth.

If you’re interested in exploring how data aggregation could impact your own work, come see Fieldshare's data aggregation platform. We’d love to hear from you.

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