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I know
that this is not something you would normally think about when thinking about
the "sexiness of Web Analytics", but this was something that I came
to realize was true recently.
For you
to understand where I am coming from, we need to step back on how I came to
this conclusion. I was shopping with the wife this past Christmas season
for items that I would normally consider a no-brain item - clothing. I
remember back in my university days, I used to spend 3 hours going to three
stores and complete my clothes shopping for the year. No fuss, easy
task. But coming back to local times, I realised after the third day of
clothes shopping, we kept saying the same phrase over and over: "It is
nice, but I think we can find something better". Now do not get me
wrong, there were times where this phrase did not occur, both good and
bad. But this phrase was said more often than not.
But what
does that phrase mean? "It is nice, but I think we can find
something better". Each time we say this, we do put it back and 90%
of the time, never purchase. But why do we say this if it seems that it
will be a no. And how do we know that we could find something
better? We did not know that this statement was true, but our gut feeling
was this was true. After several months of thinking about this, I have come
to the following conclusion; we make a snap judgment based on the following
criteria:
- Quality of the product
- Cost of the product
- How long will the product last
- How much is this item needed
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As I
thought about this more, these are the same questions we should be asking
before starting down any analysis. And how much our lives would change if
we did rate each analysis on these four criteria’s before we began our work.
Quality of the Product
When
shopping, this is always the first thing we look at, even if it may be
unknowingly. Each person has their own preference in brand name and knows
which brands to stay away from. This decision happens very quickly and
normally happens by the choice of store you shop at (are you shopping at a
supermarket or on the High Street).
For Web
Analytics, this can be how reliable is the data being captured. If you
know the data is inaccurate, you stay away from these reports without even
thinking twice. But then there are the reports which there is nothing to
clearly indicate that the report should not be trusted, but the data just does
not seem to be correct. This is where you need to decide, should you
invest time checking everything is correct, or should you go with the phrase
"it is nice, but I think we can find something better".
Depending on your gut will depend on if this is something which you should
invest time in.
Cost of the Product
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After the
product has caught your eye and you have decided the Quality is good
enough for your needs, the next action happens without any thought as
well. A quick glance. A hidden hunt. A flick of the
wrist. No matter what your technique may be, the end result remains the
same. How much will this item cost me? If I am going to commit
myself to this purchase, what will this mean to my overall budget?
We cannot
help thinking about this. Except for a few items, the purchase is for one
person with multiple options in the market. If this item had no other
competitor or limited edition, than your judgment on how reasonable the cost is
will drastically change. But, just like the scenario where the item is
for multiple people, the scenario where there are no other options for this
particular item due to its rarity.
But using
the same scenario for Web Analytics, there is a finite resource of analysts
with an infinite amount of reports possible. And there can be other
occasions where that resource may be even rarer (Senior Analyst) where the cost
of that resource is even higher. There is never an end in request for
data, so there is no reason to consider any scenario where finding work is
essential.
To solve
this problem, I have come up with a simple mathematical solution to decide if
the cost of the project is worth the time of your analysts. Before any
request is submitted (or even if this is a tangent you want to go down), you
should request or estimate how much of a saving this would bring to the
business. You also know how much each of your analysts (or yourself) day
rate is. The last variable you need to consider is estimated days it will
take to complete the project.
Once you
have this information, calculate the following mathematical formula:
The
resulted calculation will return how much of a saving you will receive for each
pound you invest in the project. To take an example, if a project is
estimated to save the company £500,000, take 5 days to complete and the
analyst's day rate is £600, the business is saving £166.67 for every £1.00
invested.
Once
all the projects are calculated, you can easily see which projects give you the
best ratio.
How long will the
product last
You have
already decided that the product is of good quality and that the cost of the
item is reasonable. The next question you must ask is "How long will
this product last". Are we talking about purchasing something which
will need to be replaced in a few weeks or years? Will the quality of the
product degrade just as quickly or will the value last during this time
period? Will this purchase be for the here and now, or are you planning
for the future?
These are
questions that we always have to ask ourselves - how much value do we get per
each use. For example, I know that shoes last me 1 year, no matter how
much money I spend or the brand I buy. That way, when I look at spending
money, I think of how much money I am spending to wear these shoes for 365
days? Do I want to spend £50 for a normal pair of trainers or £200 for a
high street brand? I do not notice any difference between these brands,
so I normally choose the lesser as I get the same type of shoes, same quality
and longevity of product but for a cheaper rate.
And that
is how you must think when choosing the next project. You have a list of
projects before you and the overall value of the project for the business
spend, but which one do you choose if they have roughly the same value and
urgency? That is when I think about how long will this data
last.
- Are we performing a one off analysis or will this be an automated dashboard that can be used for the next year?
- Is this a time sensitive data where next week, the data request will be meaningless since it was delivered a week later?
I cannot
tell you how many times where the last point has caught the business by
surprise as it was not taken into consideration. People would not
normally think of this as a longevity question, but it really is. This is
a one off analysis that will last for a very short time. I like to
consider these as roller coasters - you pay a significant price for a ride that
you must wait in line for a long time but only last 45 seconds. It is
thrilling at the time, but fades quickly after it is done. When choosing
your work, you want to try and stay away from these Roller Coaster projects.
How much NEED is there for this?
That is the keyword in this question - how much need is there for this. When you go shopping, there are several categories your purchases fall into:
Those that you absolutely need will always be given more consideration than those that are luxury purchases. You may even be more willing to spend more for the item due to this need. You may not like the fact you have to purchase it, but you know it is for the better good.
And that is the final question you must answer before you decide which projects are going to be played. Each of your projects should be assigned to each of these four categories, even though the fourth list may be hard to assign at first. But when you have ranked each of your projects, you should always aim to stay within the first two categories and avoid where possible the bottom two.
Those that are needed cannot be avoided; no matter how long you put these on hold, the question will always come back. You cannot avoid doing these requests, do not try. If you fail in these categories, you are putting your company at risk; including your reputation and job security. These will normally focus around your companies KPI, making these easy to point out.
Then you have those that do not need much time to complete and have significant return. If the return is not there, then this may not be the correct category for you. These requests are normally referred to as the "Quick Win" projects. Several analysts will normally try and complete these as soon as they come in, but I personally believe this is a wrong approach. While these requests can be completed quickly, they do not always have as big of an impact as those that are needed.
I am sure we have all heard the famous "I just want to know" or "It would be nice to know". These projects have no real value for the business and would not have any significant impact if this project is put on hold for a while. If the business cannot justify a business reason for these requests and you have any projects that fall into the first two, I would always leave these alone. If they "want to know", I would rather teach a group "how to find it" themselves then run the report for them. "Give a man a fish, feed him for a day. But teach a man how to fish, feed him for life".
The final category, and the most heart wrecking feeling in the world, is "What was I thinking!!" I know what you must be thinking now; if I knew what I know now back then, than I would have changed the priority of this project. And that is why I said, you will need some time and practice before you can possibly put anything in this category. But here is how I place items in this category - if I can say the phrase "I am not quite sure" when I am thinking about Quality and Cost. The quality of the data and the time for completing the project are all estimates. And just like any estimates, you could easily over estimate; but just as easily as you could have under estimated. Any projects which fall into this category, where you "follow your gut" can always come back and bite you.
I remember a recent project where the priority was high, significant cost savings and the estimated time to completion was a couple of weeks. In the end, after 3 months of work and the stakeholder had time to review results - they decided they want to look at the same data but slightly different. This may be the most of extreme, but you get an idea of what you need to think about
When I first started prioritising work for the team, determine which projects should be played first was the hardest lessen that I had to learn. Every requester screams loudly how important their work is, every person believes they are more important than anyone else and they all believe you should drop everything to help them. If you have something simple that you can show them how you prioritised the work, it becomes very easy to justify why their work is not being worked on. Even if you decide that this method is not right for you, any way of proving why you are working on the current work instead of another will help this argument when it happens.
I hope you find this helpful in your upcoming work.
Now, it is your turn. How do you prioritise your work? What issues have you had with stakeholders when it came to getting work prioritised? How did you handle it?
That is the keyword in this question - how much need is there for this. When you go shopping, there are several categories your purchases fall into:
- This is needed for the household
- This is too cheap to pass up
- I would like this for the household
- What was I thinking when I bought this.
Those that you absolutely need will always be given more consideration than those that are luxury purchases. You may even be more willing to spend more for the item due to this need. You may not like the fact you have to purchase it, but you know it is for the better good.
And that is the final question you must answer before you decide which projects are going to be played. Each of your projects should be assigned to each of these four categories, even though the fourth list may be hard to assign at first. But when you have ranked each of your projects, you should always aim to stay within the first two categories and avoid where possible the bottom two.
Those that are needed cannot be avoided; no matter how long you put these on hold, the question will always come back. You cannot avoid doing these requests, do not try. If you fail in these categories, you are putting your company at risk; including your reputation and job security. These will normally focus around your companies KPI, making these easy to point out.
Then you have those that do not need much time to complete and have significant return. If the return is not there, then this may not be the correct category for you. These requests are normally referred to as the "Quick Win" projects. Several analysts will normally try and complete these as soon as they come in, but I personally believe this is a wrong approach. While these requests can be completed quickly, they do not always have as big of an impact as those that are needed.
I am sure we have all heard the famous "I just want to know" or "It would be nice to know". These projects have no real value for the business and would not have any significant impact if this project is put on hold for a while. If the business cannot justify a business reason for these requests and you have any projects that fall into the first two, I would always leave these alone. If they "want to know", I would rather teach a group "how to find it" themselves then run the report for them. "Give a man a fish, feed him for a day. But teach a man how to fish, feed him for life".
The final category, and the most heart wrecking feeling in the world, is "What was I thinking!!" I know what you must be thinking now; if I knew what I know now back then, than I would have changed the priority of this project. And that is why I said, you will need some time and practice before you can possibly put anything in this category. But here is how I place items in this category - if I can say the phrase "I am not quite sure" when I am thinking about Quality and Cost. The quality of the data and the time for completing the project are all estimates. And just like any estimates, you could easily over estimate; but just as easily as you could have under estimated. Any projects which fall into this category, where you "follow your gut" can always come back and bite you.
I remember a recent project where the priority was high, significant cost savings and the estimated time to completion was a couple of weeks. In the end, after 3 months of work and the stakeholder had time to review results - they decided they want to look at the same data but slightly different. This may be the most of extreme, but you get an idea of what you need to think about
- How positive are you that your estimate is correct? If you believe this may need more than 20% more time and would significantly drop the cost effectiveness rating; your project falls into this category.
- How positive are you that your data is accurate? There is nothing more stressful than getting near the end of a project and finding out the data is inaccurate. If you are unsure about the data or you have a feeling that the data could be missing leading, you can easily include this project here.
- If you know the person you are delivering this project to is known to change the project, even so slightly, after you deliver the project. That request, without a shadow of doubt, falls into the "WHAT WAS I THINKING!!!" (I am sure everyone wanted to scream when they find out all their hard word went for nothing as the business owner "changed their mind").
When I first started prioritising work for the team, determine which projects should be played first was the hardest lessen that I had to learn. Every requester screams loudly how important their work is, every person believes they are more important than anyone else and they all believe you should drop everything to help them. If you have something simple that you can show them how you prioritised the work, it becomes very easy to justify why their work is not being worked on. Even if you decide that this method is not right for you, any way of proving why you are working on the current work instead of another will help this argument when it happens.
I hope you find this helpful in your upcoming work.
Now, it is your turn. How do you prioritise your work? What issues have you had with stakeholders when it came to getting work prioritised? How did you handle it?






