October 09, 2024
Katy Snell,  Knowledge Systems Information Manager | Alice Laird, Information and Metadata Manager | Howard Kennedy LLP

When it comes to looking at your firm data it may seem like you need the stamina and skill of an Olympian to begin to tackle getting it in order. Maybe your firm has never had any naming conventions or perhaps knowhow documents are held in different (unlabelled) places across your document management system. It can also be difficult to get a grip of all the possible places data is held and often it is not even within your own team, for example, data is restricted in finance or business development systems making access difficult. Whatever the issue is it often seems insurmountable at first glance.

With the advent of AI it's becoming clear that we can no longer just put this off. If we want to be able to make best use of these products, we need good, curated data. Now we can't all be the GOAT when it comes to data management but isn't it true that sometimes we admire the athletes who have had a go despite adversity, just as much as the ones who have natural talent?

It is usually better to do something rather than just putting your head in the long jump landing pit. 
Here are some simple ways to get started:
 

1.  Identify data types

Identify all the different types of data in your firm and where it's held. Just understanding that will stand you in a good position at the start of any project.

2.  Teamwork

Like the Olympics it's all about teamwork. Collaborate with colleagues across your organisation to find projects that need organised data. It could be a content management system that needs a taxonomy to function and organise content efficiently, or perhaps everyone in your firm is struggling at directory submission time to find those key matters that demonstrate expertise – wouldn't it be better to have a process to get them organised, labelled and properly accessible as part of the matter lifecycle? 

3.  Utilise your resources

With all the scientific advancements in sport, modern athletes and their teams use this knowledge to give the best performance. You should use all the professional knowledge available to help achieve your goals too! This may involve joining a professional support network for example noslegal, the BIALL Knowledge Management Special Interest Group, or IKSO UK (International Society for Knowledge Organisation). This will give you access to resources, discussions, and contacts you can bounce ideas off as well as introducing you to innovative ideas. It will likely also involve building on relationships within your own organisation, with help from your Communications Team if you have one. 

4.  Support is crucial

Athletes like to get the crowd on their side to boost performance – you need to get the firm behind you. At Howard Kennedy we arranged a series of lunchtime awareness sessions and workshops to raise the profile of the importance of well-organised, labelled data and to explain the projects that we were starting. Don't worry if you need to repeat your message more than once – repetition and clarity will win through eventually. It is also worthwhile targeting data champions in senior roles to support and help spread the word. 

5.  Be prepared to compromise

We see gymnasts take decisions about the level of technical ability to include in routines. Sometimes they can do something more complex, but it isn't the right strategic decision to get a medal. Be prepared to compromise to get the result you want. You might have a picture in your head of exactly how tidy data should look but it might be impossible to implement for a variety of reasons – system constraints, resource limitations, time pressures. It can be better to be pragmatic and compromise and plan to make improvements later.

Our overall message is don't take your eye off the data management issues in your firm – it's the absolute foundation to everything you do. A lot of organisations are currently distracted by AI but if you saw the recent Olympic 1500m Men's final you'll know that if you only focus on what you think is the up-and-coming thing you might lose sight of the ultimate goal and get overtaken to the finish line!