Data drives decisions. It tells us where we are, where we’re going, and whether we’re on the right track. But what happens when the data you need doesn’t exist? For many organizations, this is an all-too-common challenge—especially in environments relying on outdated systems or disconnected processes.  

When faced with this gap, it’s easy to feel stuck. Guessing, googling, or asking someone who knows technology still isn’t a great idea yet, as business leaders, we can’t wait for data to appear magically to make an informed decision. So, what can we do when there isn’t technology available to provide insight into the day-to-day business? We need to develop that data. One of the key lessons we’ve learned is this: when data isn’t available, you must build it. Remember we’re sticking to the facts, so developing the information should not be cherry-picked or biased.  

Creating data may seem daunting, especially when you need to make a good decision, and fast. Developing the facts is often the most practical way to achieve fact-based decision-making when pre-existing datasets are incomplete or nonexistent. In this piece, we’ll explore actionable strategies for collecting and generating meaningful insights—ensuring that your decisions are rooted in facts, even when traditional data sources fall short. 

Why Do Data Gaps Exist? 

Before diving into solutions, it’s important to understand why data gaps occur. Often, they result from one or more of the following factors: 

• Outdated Systems: Legacy systems may not collect the granular data needed for modern decision-making. 

• Siloed Operations: Departments operating in silos may collect data independently, leading to inconsistencies or gaps. 

• Lack of Infrastructure: Some organizations lack the tools and processes needed to gather comprehensive data. 

• Human Resistance: Employees may resist adopting new data collection processes, either due to a lack of training or fear of change. 

• Emergent Situations: During crises or new initiatives, pre-existing data may not cover the emerging variables in play. 

Recognizing the components that contribute to decentralized data can help leaders prioritize how and where to focus their efforts when building the data they need. 

The Importance of Fact-Based Decisions 

As leaders we know that every decision carries consequences. Without grounding them in facts, we risk costly missteps, inefficiencies, and missed opportunities. The absence of readily available data doesn’t absolve us from this responsibility; instead, it challenges us to find innovative ways to gather, verify, and use information to inform our choices. 

Developing facts in data-scarce environments demands creativity, resourcefulness, and a strategic approach. Let’s explore how organizations can navigate these situations effectively. 

Strategies for Fact-Based Decision-Making When Data Is Unavailable 

1. Time and Motion Studies 

When efficiency and productivity need to be quantified, time and motion studies are invaluable. This method involves closely observing how tasks are performed, measuring the time it takes to complete them, and documenting every step. For example: 

• Applications: Identifying inefficiencies in manufacturing workflows, call center operations, or administrative tasks. 

• Process: Break tasks into discrete steps, measure the time required for each, and map them out for analysis. 

• Outcomes: Insights into bottlenecks, redundant steps, and opportunities for streamlining processes. 

A well-executed time and motion study provides a factual baseline for evaluating improvements over time. 

 

2. Paper-Based Surveys 

In situations where digital tools are unavailable or impractical, paper-based surveys can still serve as an invaluable resource. Carefully crafted questionnaires allow leaders to gather input directly from stakeholders, whether they are employees, customers, or community members.  

Similarly, interviews conducted in person provide qualitative insights that are difficult to capture through other means. These conversations can uncover hidden challenges, identify areas for growth, and generate new ideas. Recording audio or video footage during these sessions ensures no critical detail is missed and provides material for further analysis. 

For instance: 

• Use Cases: Employee satisfaction surveys, customer feedback forms, or event evaluations. 

• Distribution: Ensure forms are concise and use clear language. Allow for both quantitative (e.g., ratings) and qualitative (e.g., comments) responses. 

• Digitization: Once completed, data can be manually entered into spreadsheets or software for analysis. 

While slower than digital methods, paper surveys can still deliver actionable insights if designed and managed properly. 

 

3.  Leveraging Observational Studies 

One of the most effective ways to gather information without existing data is through observational studies. Techniques like time-and-motion studies allow leaders to measure workflows, identify bottlenecks, and gain a deeper understanding of how tasks are performed. These studies rely on direct observation to create a factual foundation for process improvement. 

Observation can be as simple as tracking how long it takes for a specific task to be completed or noting how resources are allocated. By documenting these findings—even through handwritten notes—organizations can establish baseline metrics that guide better decisions. 

• Example Scenario: In a retail store, observing how customers navigate the space can reveal layout inefficiencies or missed upselling opportunities. 

• Tips for Success: Document observations systematically by focusing on key behaviors, patterns, or pain points. 

• Benefits: Insights gathered through observation are often richer than data from automated systems because they capture context. 

 

4. Interviews: Listening to Voices that Matter 

Structured interviews with employees, customers, or stakeholders are critical for gathering qualitative insights. The key is to ask open-ended questions that encourage honest, detailed responses. 

• Best Practices:  

• Prepare questions tailored to the specific challenge you’re addressing. 

• Create a comfortable environment for participants to speak candidly. 

• Record interviews (with consent) for accuracy and deeper analysis. 

• Example Application: Conducting exit interviews to identify trends in employee turnover. 

Interviews transform subjective experiences into actionable insights by highlighting recurring themes or sentiments. 

5. Audio and Video Footage 

Similar to time and motion studies. Capturing real-time events through audio or video provides a clear lens into operational workflows and interactions when a time and motion study isn’t appropriate for collecting information. These recordings not only document activities but also allow for detailed analysis after the fact. 

• Practical Uses:  

• Recording customer service calls to evaluate agent performance. 

• Filming production lines to identify inefficiencies. 

• Analysis: Use transcription tools or video analysis software to break down recordings and extract insights. 

This approach ensures you have a permanent record to revisit, enabling a deeper understanding of complex processes. 

 

6. Reviewing Physical Documents 

In organizations with long histories, physical documents often hold untapped potential with critical data hidden in plain sight within physical documents. Contracts, invoices, meeting minutes, and archived reports can reveal trends and patterns that inform decision-making. Even in our digital age, these artifacts remain valuable sources of information. 

Establishing a system for cataloging and reviewing physical documents ensures that no resource is overlooked. Assigning teams to sort through archives can help uncover critical facts that might otherwise remain hidden. 

• Approach:  

• Organize documents by type and date. 

• Identify key metrics or information to extract (e.g., average order size, frequency of errors). 

• Digitize relevant data for long-term storage and analysis. 

• Outcome: Physical documents often fill gaps in historical data and provide context for broader trends. 

 

7. Data Collection Sheets and Spreadsheets 

For organizations that operate in environments with limited internet connectivity, offline data collection is key. Standardized data collection sheets can be distributed across teams, enabling consistent logging of observations, counts, or measurements. Once the information is gathered, it can be manually entered into spreadsheets for analysis.  

This approach ensures that facts are collected systematically, providing a reliable framework for decision-making. The simplicity of spreadsheets also allows for customization and easy adaptation to specific needs. 

• Example Use: Tracking inventory levels in real-time when automated systems are unavailable. 

• Key Considerations: Ensure data entry protocols are consistent to maintain accuracy. 

Spreadsheets remain a versatile tool for analysis when circumstances hinder proper technology and/or internet connection for digitization. This strategy will enable you to quickly identify patterns and test hypotheses. 

 

8. Offline Data Collection Apps 

In remote or low-connectivity environments, offline data collection apps are a game-changer. Technology still has a role to play even in data-scarce scenarios. Offline data collection apps, designed to function without an internet connection, offer a modern solution. These tools allow users to log information on mobile devices and sync it with central databases once connectivity is restored.  

Such applications are particularly useful for fieldwork, remote locations, or disaster-stricken areas where traditional data collection methods might fall short. They bridge the gap between manual and digital processes, ensuring that valuable insights aren’t lost. 

• Examples: Apps like KoBoToolbox, Fulcrum, or Open Data Kit (ODK) are widely used for offline data collection. 

• Benefits:  

• They reduce the risk of data loss. 

• They enable faster analysis once data is uploaded. 

For organizations operating in remote locations or during disaster recovery efforts, offline tools provide flexibility and reliability. 

Establishing a Culture of Observation and Documentation 

Building an organizational culture that values observation and documentation is essential. When employees at all levels are trained to observe their surroundings, identify inefficiencies, and document their findings, organizations become more resilient in the face of data scarcity. They also feel like they are a part of the process and are contributing valuable information to the company.  

Encouraging team members to adopt a fact-finding mindset fosters a proactive approach to problem-solving. Regularly reviewing these findings in team meetings ensures that valuable insights are shared and acted upon. 

Building Context When Data Is Sparse 

Gathering facts is only half the battle; the real challenge lies in transforming them into actionable insights. This requires: 

• Triangulate Information: Combine multiple sources (e.g., observation, interviews, and historical documents) to build a more comprehensive picture. 

• Set Assumptions: Clearly document any assumptions made during analysis and revisit them as new data becomes available. 

• Pilot Solutions: Test changes on a small scale before rolling them out organization wide. This allows you to validate your approach and refine it as needed. 

By following these steps, leaders can ensure that their decisions are grounded in reality, even when traditional data sources are unavailable. 

The Role of Technology in Bridging Data Gaps 

While manual methods remain invaluable, technology can accelerate the process of data creation and analysis. Advanced tools like AI-powered analytics platforms, IoT devices, and machine learning models can transform raw observations into actionable insights. However, technology should complement, not replace, the hands-on approaches outlined above. 

The Key Is to Adapt 

The absence of readily available data shouldn’t be an excuse for inaction. As leaders, we must adapt our strategies to create a reliable foundation for decision-making. While traditional datasets may be ideal, there are always alternative ways to capture insights and develop a factual basis for driving meaningful change. 

Building the Bigger Picture 

The absence of readily available data is not a barrier to making fact-based decisions. Through creative problem-solving, resourceful data collection methods, and a commitment to observation and documentation, leaders can craft the facts they need to drive meaningful outcomes. In doing so, they not only navigate current challenges but also lay the foundation for a more informed and resilient future.  When you shift your mindset from “we don’t have data” to “how can we generate the facts we need?” you empower your team to make informed, strategic decisions. 

When your data gaps feel insurmountable, remember: The answers are always there. Sometimes, you just need to know where, and how, to look to paint an accurate picture of your current state. 

To discuss your business data challenges, book a consultation today.