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Delivering successful projects requires coordination, control, and informed decision-making, yet many organisations fall short in these areas. Often these failures can be a result of poor data management, where data is not captured, or is perhaps stored in disparate and uncontrolled files. In this post we review how RJDP uses data linking in its data management strategy to increase data value and reduce project management stress.

How your organisation is probably managing its project data

Projects can generate large datasets from multiple sources including communications, reviews, meetings, risks, issues, and actions; each can contribute hundreds if not thousands of unique data. If structured and utilised, data can be leveraged to inform project managers about a project’s health and keep them in control of its successful completion. However, it is our experience that many organisations overlook the benefit of robust data management practices, instead defaulting to one of three approaches:

Data is not captured: Not capturing data leaves project stakeholders without access to the information necessary to control the project's successful outcome. The consequence is often a 'reactionary' or 'firefighting' mode of project management, where decisions are made in response to immediate issues - greatly increasing the risk from oversights, errors, and stress.
Data is unstructured: Unstructured data takes many forms, from incomplete Excel files to OneNote and Word documents being interchangeably used to store meeting notes. Disparate data leads to wasted time and energy searching for what you need, and ineffective prioritisation of work. Similar to capturing no data at all, leaving data unstructured and outside of a centralised knowledge base, can leave project teams uninformed and in a state of 'reactionary management' or 'firefighting', increasing stress and project risk.
Data is structured but not effectively utilised: Even when data is structured, centralised, and easy to navigate, the organisation may lack the processes or tools to review, analyse, and apply this data effectively. This highlights a missed opportunity to leverage data to inform strategic decision-making, coordinate project activities, and control outcomes. This can be a case of ‘follow the process’ (as far as data capture and structuring) without considering how data should be utilised to benefit the project and business.

Do any of those sound familiar?

There is a lot to unpack when discussing data management and data utilisation in project management, from how data is captured and structured, to how it is prioritised and acted on. We will be covering these topics in future blog posts but for now our focus is on a powerful and rarely used tool in the data management toolbox: data linking. A process we have been successfully deploying at RJDP for years with great feedback and benefits.

Why we use data linking at RJDP

Assuming your project data is structured and you have the necessary software and processes to enable it, data linking is a powerful tool for all project management teams to deploy. At RJDP, we have been linking relevant project data on multiple projects for several years and feedback from our team and clients is that it benefits their projects immensely.

What is data linking?

Data linking is the process of adding outbound and backlinks to two or more datums in the same or different databases, creating a permanent two-way path between them.

In the human brain, billions of neurons connect through synapses to form a large network of information. These connections strengthen and multiply, linking related pieces of information to help us recall, create new ideas, and make decisions based on past experiences. Imagine how confused and ineffective we would be if all of our neurons remained isolated from each other.

At RJDP, our deployment of data-linking mimics the brain’s connections. For example, our project manager might include an outbound link from their meeting minutes to a risk or issue identified during the meeting, this process automatically creates a backlink from that same risk or issue to the original meeting minutes. Can you see the huge value-add in being able to navigate through these (traditionally disparate) sets of information with just a couple of mouse clicks?

This diagram demonstrates how we can structure all project meeting minutes in a single database and link them to related risks and issues using outbound and backlinks (represented by two-way arrows).

How we have used it

Data linking proved useful during a recent conflict resolutions, when our project manager was able to respond to a challenge by presenting logged project agreements with backlinks to the meeting minutes they were made in (showing a full list of attendees), all completed in under 1-minute.

By treating meeting minutes, risks, and issues as 'neurons' and the outbound and backlinks between them as 'synapses', they contribute to a cohesive project ‘memory’. Connecting relevant data this way allows our team to rapidly locate, review, and act on information, all while benefitting from vital context. This approach is used across all of our project databases not just the Risk Issues Lessons (RIL) pipeline.

Feedback from our clients, team, and other key stakeholders is that our centralised project knowledge base mitigates the stressful firefighting style of management they are accustomed to. Our project managers use our data management system to offload information retention, knowing they can revisit and locate the necessary information at any time. This allows them to focus on project control and completing the next steps required for successful project closure, all while avoiding stressful firefighting.

Benefits of data linking

We have explained how our use of data-linking mimics the brain's connection process, leading to more effective and less stressful project management. Let's now introduce the tangible benefits of this approach and what they mean for our clients, team, and project stakeholders.

Built-in context: Linking data affords project managers access to related information when conducting reviews or acting on tasks. With a simple mouse click they can navigate between related information giving them vital context. Our project managers make more informed risk assessments, forecasts, and strategies. This level of insight ensures decisions are not just based on fragmented pieces of information but on a holistic view of the project's ecosystem.
Builds a project ‘memory’: Linking data across a structured, centralised, and updated project knowledge base allows our project managers to create a trusted and comprehensive ‘memory’ of the project. They can quickly access this knowledge base at any time to recall key information and interactions, making them more effective and efficient as project managers.
Space to plan and take action: By creating direct pathways between related pieces of information, our project managers can easily move between relevant information, saving time by reducing the complexity of locating project knowledge. This enables them to allocate their limited resources more effectively and plan strategic actions with confidence.
Faster response times: Having near instant access to related data and insights allows our team to respond faster to queries, challenges, and opportunities - reducing delays and maintaining a swift project cadence.
Evidence based communication: Our team finds that having access to related data with one or two mouse clicks helps them easily access evidence to backup a project query or challenge. The outcome is more robust and accurate reports and communications on the first release - mitigating the need for follow-ups, boosting project efficiency.
Helps our team generate new ideas: The process of connecting data and information sparks creativity and innovation. By seeing data in new configurations and from different perspectives, project managers and other key stakeholders can identify novel solutions, uncover unexpected opportunities and trends, and formulate ideas that would be less likely to emerge from traditional disparate datasets.
Enhances knowledge retention: Data linking not only facilitates immediate access to information but also significantly improves the long-term retention and recall of knowledge within a project team and organisation. By mirroring the way our brains store and retrieve information, our team finds its easier to recall past projects, decisions, and outcomes. This collective ‘memory’ supports learning and continuous improvement, ensuring that valuable insights are preserved and accessible for future projects.

This is not an exhaustive list but serves to demonstrate a number of key benefits from the deployment of linked data.

Conclusion

At RJDP, our adoption of data linking mirrors the brain's ability to connect information, differentiating how our team controls and coordinates projects, and makes decisions. Our clients, team, and other project stakeholders have highlighted the effectiveness of this process and the benefits it brings to every area of project control and delivery. We will continue to iterate the successful deployment of data linking on current and future projects to maintain our lead in reduced-stress, effectively controlled, and successful project delivery.

Let diver™ solve your toughest project challenges

At diver™, we partner with you to tackle your most challenging projects, bringing a data-driven, solution-focused approach that empowers your team and drives project success. Start your journey toward a new approach to project execution by contacting us today.

Why we link data for more effective project management