Gathering and managing data

Gathering and organising data is a common task in all types of administration. The tips below will help you to use digital tools effectively to gather, sort and analyse data whilst keeping it secure.

Tips for gathering and managing data

Gather data

There are many reasons why you might want to gather data: collecting feedback, expressions of interest, surveys, extension requests or even menu choices.

Microsoft Forms is a simple, lightweight app that lets you easily create forms, surveys, quizzes and polls. Forms enables you to export your results into other apps such as Excel for more in-depth analysis, as well as print a summary of the responses. You are able to collaborate on Forms in real-time and can share your Form with anyone; participants do not require an Microsoft 365 account.

Another useful piece of software for gathering data is MindJet MindManager. This is a powerful mind mapping tool for capturing ideas and organising information. MindJet can be useful for gathering data from focus groups or for mapping out project requirements.

If you are planning to launch a student survey, be sure to check out the guidance for reviewing and scheduling large-scale surveys promoted by Lancaster University. This process aims to avoid duplication and survey fatigue, while maximising response rates and effectiveness.

Store and share your data securely

Remember that data has value so it's important to gather, store and share it securely. Check out the University's guidance to ensure the security of data and information to learn more about the different methods available to you based on the classification of the information you are working with.

Use and analyse data effectively

There are many features in Excel that can help you to use and analyse your data effectively. Get familiar with the basics of Excel for sorting and filtering and conditional formatting to make larger data sets easier to handle. Don't forget that formulae can do much of the work for you and can help to keep your data reliable and up-to date. AutoSum options make it easy to ensure that the most popular formulas and functions are constructed correctly. Learn more and brush up your skills in the Analysing and presenting data with Microsoft Excel online course.

For more complex analysis, the Analyze data feature in Excel can be a useful starting point. Just type in your query and let Excel auto-generate an analysis based upon your question. For example, creating a pivot table or chart based upon your data.

Consider using ATLAS.ti or NVIVO if your data is qualitative and contains unstructured information like documents, surveys, audio, video and pictures.

Present data

Charts are a great way to present a summary of complex data sets or trends. Microsoft 365 apps are designed to work together so a chart created in Excel can easily be copied into a PowerPoint presentation or Word report. Be sure to select a paste option that includes embedding or linking the workbook so that you can make edits quickly and easily.

If you are presenting data in Excel, whether as a spreadsheet or chart, make sure that you have taken into account the University's accessibility checklist for Microsoft Excel spreadsheets. These guidelines will help to ensure that your data is accessible for everyone.

If you're working on a longer term project and need to present a schedule, consider using Mindjet to create a Gantt chart. A Gantt chart is a type of bar chart that illustrates a project schedule. Gantt charts illustrate the start and finish dates of the elements of a project. Gantt charts can also show the dependency relationships between activities, such as where one activity must be completed before the next activity can start. This can be a useful way to demonstrate the process and timescales of a project.

ATLAS.ti or NVIVO are powerful digital tools for working with unstructured information, such as videos and documents. They can be used for creating word clouds from focus groups or surveys, plus many other specialist uses.