Data Delivery Mechanisms: How to Choose the Right One

Organizations are becoming more and more data-driven every day. Although gathering data and conducting analyses are important steps in the data-driven process, potentially the most critical step is delivering insights in a manner that drives action. If delivery is effective, it will be the first step in driving action; however, if delivery is ineffective, nothing will likely be done with the information.

If delivery is effective, it will be the first step in driving action; however, if delivery is ineffective, nothing will likely be done with the information.

At C1C, we believe there are five main mechanisms by which you can deliver analytic insights. Although no single mechanism is superior to another, some mechanisms will work better depending on your stakeholders’ needs. It is important to select the delivery mechanism that has the highest likelihood of driving action. It is also important to keep in mind that these mechanisms vary according to the time it takes to develop them, and the time it takes to interpret their results (see figure below). A description of each delivery mechanisms as well as recommendations for when to use each one is provided below.

1.      Data File – A data file is an electronic file containing raw (i.e., not processed for meaningful use) data. Data files are typically delivered or shared via Excel, Access, SQL, or another database system. They are best used when your stakeholder has data analysis capabilities and interest, as well as the time to complete their own analyses and interpretation. For example, you may use a data file to share analytic insights with an actuary from the benefits department who is interested in better understanding employee 401(k) elections.

2.      Report – A report is a document containing data that has been organized into informational summaries. Reports can be system-generated or created manually. They are often developed on a recurring basis and distributed via Word, PDF, or another formatted file program. They are best used when your stakeholder needs lists or descriptive statistics that do not require further analysis. For example, you may generate a report when your labor relations department requests a monthly update on safety incidents.

3.      Dashboard – A dashboard is a tool that displays metrics in a graphical and tabular format, typically on a single webpage and connected to an online system. Dashboards often have a variety of features such as self-service, real-time data, and interactivity (e.g., slice, dice, sort, filter, drill-down). They are best used when your stakeholder is able to determine a question, understand metrics, navigate a dashboard, interpret results, and take action – all without additional support. For example, you may use a dashboard when an analytically savvy business leader wants to stay up to date with his or her business unit’s sales forecasts.

4.      Scorecard – A scorecard is a document used to track progress toward goals, typically a limited number of key performance indictors (KPIs) with specific targets. Scorecards are often generated on a previously specified recurring basis (e.g., quarterly) via manual or system-generated methods. They are best used when your stakeholder has a strategic plan and targets that they want to track progress towards. For example, you may develop a scorecard to help the finance department track progress on their strategic plan in order to determine if they are reaching their four KPIs for the year.

5.      Story – A story is a document providing a holistic overview of an analytic initiative such as a culture audit, program evaluation, or retention study. Stories typically include an executive summary, research question, research methods, results, and recommended actions. They are best used when your stakeholder has a question or problem, but needs additional support with analyses, interpretation, and action. For example, you may create a story when you want to deliver the results of a study you did examining why employees are leaving your organization.

To help you determine which delivery mechanism you should use, please consider your stakeholder’s actual data, data skills, data interest, and the time they have to interpret the results. I hope this post helps you identify and use data delivery mechanisms to drive action in your own organization. If you find yourself in need of additional support, feel free to reach out!