Getting Ready

Preparing for your data platform project with Woven 

We know that getting started with a data project can feel overwhelming, especially if your team doesn’t have in-house tech resources or if your information is scattered across systems, you are not alone, there are many groups we work with feel the same way at the beginning. Whether you are starting out or your data environment is ready to level up, getting prepared to engage external support can streamline the on-boarding and enable the team to jump in quicker. 

This guide is designed to help you feel confident and prepared. It outlines the first few steps you can take to get ready for your data project with Woven. Don’t worry! You don’t need to have everything perfect. Our job is to meet you where you’re at. 

Step 1: Understand the purpose 

Every data project starts with a purpose. You don’t need to be a tech expert to answer this question: Why do you want to improve your data right now? 

Maybe you’ve been asked to provide clearer reports to your board or funders. Perhaps you’re spending too much time tracking things manually and want to free up your team. Or maybe you want to understand who’s using your services and where the biggest needs are. 

A youth service in regional Queensland, wanted to better understand how a new service design has impacted the local community based on multiple feedback channels. They didn’t need a complicated system to be able to show funders that their work was changing lives. 

Knowing your “why” helps us design the right solution for you. 

Step 2: Take stock of what you already have 

You don’t need to start from scratch. It’s helpful to think about where your data currently lives. This might include spreadsheets, client management systems, paper intake forms, survey tools, third party apps (like websites or social media) or even whiteboards in the staff room. 

Take a few minutes to jot down what tools or systems you use in your day-to-day work. Don’t worry if they’re messy or not connected—that’s exactly the kind of thing we help with. 

A family support service was using Excel spreadsheets to manage referrals, a government portal for reporting, and handwritten notes for program attendance. Bringing all of that into one simple dashboard would save them hours each week. 

Step 3: Involve the right people 

Data is a team sport. To get the most out of a project, it’s important to think about who will be involved both during the project and once it's up and running. 

Start by thinking about: 

• Who makes decisions about programs and reporting? 

• Who collects or enters information? 

• Who uses the data to make decisions? 

Even if your team is small, involving the right people early helps make sure the final solution works for everyone. 

An Indigenous-owned organisation focused on community health, included representatives from frontline staff, people leaders and executives in early conversations. This helps design a solution that made processes for capturing and using data more efficient, while maintaining appropriate cultural protocols, reducing impact on the core service and improving reporting to government funders. 

Step 4: Know the rules around your data 

Many organisations are already doing a great job protecting the privacy and safety of their clients/customers, but data projects often bring up new questions. 

You might already have privacy policies, consent forms, or agreements that limit what you can do with certain information. We’ll help you navigate this and make sure your project meets all the right standards for security and compliance. 

A youth housing service has strict rules about what data could be shared and through the nature of their service have a duty of care to their audiences to maintain strict adherence to the privacy and protection of their Personally Identifiable information (PII). The set up of user permissions is an invaluable activity, so staff can access what they need, without risking any breaches. 

Step 5: Be open and honest 

You don’t need to have all the answers. In fact, we expect you won’t, and that’s okay. Our approach is collaborative. We’ll help you make decisions along the way, and we’re committed to explaining things in plain language, without the jargon. 

If you ever feel confused or unsure, just say so. We believe the best projects are built on trust, and that means holding space where you feel comfortable asking questions. 

What happens next? 

Once you’ve had a chance to think through the steps above, we’ll schedule a discovery session. In that first session, we’ll: 

• Talk through your goals and challenges 

• Map out the systems and data you use 

• Complete a data maturity assessment that you can use to guide your data strategy into the future 

• Collaboratively build a simple, achievable project plan 

• We always start small; often with a single data source. From there, we build together at a pace that suits your team. 

Need a Hand? 

If you’re unsure about anything in this guide, just reach out. We can walk through it with you over a call or come on-site to run a discovery workshop. Our job is to bring clarity, confidence, and capacity to your team, not overwhelm it.