Tools and automated systems with integrated search functions promise organisations a great deal: faster insights, more efficient analyses and better decision-making. However, in practice, these promises only come true if the question is clear, specific and appropriate within the organisational context. Otherwise, unfortunately, the well-known principle of “shit in, shit out” applies.

A vague or insufficiently thought-out question leads to undesirable output. For example, suppose an employee asks for all information about employees to be made available for analysis of salary data. Without clear guidelines, the tool can search through all folders, including those containing sensitive data. The result? Unintended access to confidential information and potential violation of privacy rules. And that doesn't help anyone.

How then?

Most organisations have a fairly complex folder structure on shared network drives. Suppose a folder is organised with employees/salary/personal/team reports. If you simply ask to analyse salaries, the tool may automatically include the personal folder. The result is obvious. A more specific question prevents this. Tools are powerful, but only if the structure and input are correct. Ensure that questions are clear, specific and contextual and appropriate to the organisation. That way, you don't have to worry about “shit”.