5 Steps To An Efficient Data Organization

In today’s world of digitalization and data-driven working, organizing your data is no longer a luxury, it’s a necessity. Yet many companies struggle with one key question: how do you set up a proper data organization? In this blog, we’ll guide you step by step in building an effective data organization.

Quick Access:

• What Is A Data Organisation?
• Step 1: Appoint A Data Steward
• Step 2: Define Responsiblities Clearly
• Step 3: Define Data Model And Structures
• Step 4: Plan Ahead With A Roadmap
• Step 5: Keep Your Data Organisation Dynamic

   

What Is A Data Organization?  

A data organization is the way you structure responsibilities, processes, and roles around data within your company. Important: this is not the same as data governance, which focuses more on policies, rules and control mechanisms. Still, data governance provides the underlying framework. Below is a summary of key differences between data organization and data governance:

Data Maturity  

An effective data organization is never one-size-fits-all. The right setup depends on your company’s data maturity.

• Are you just getting started? A small centralized data team with clear responsibilities will do.
• Are you part of a multinational? Then you need to think about collaboration between local and central data organizations, ownership of data models, and creating synergy across departments and regions.

Step 1: Appoint A Data Steward  

A common mistake is assuming that buyers or salespeople will “just make sure” the data is correct. But working with data requires specific expertise. A well-organized data organization starts with one essential role: the data steward, the bridge between operational departments and the data system.

The data steward ensures that data is complete, accurate, up-to-date, and well-structured in the system, and keeps this process under control. This applies to product data, customer data, or supplier data. Without active management, data quickly becomes unreliable.

No matter your data domain (product, customer, supplier, location), the data steward is responsible for data quality.

Key responsibilities of a data steward:

• Collects and validates data
• Safeguards data quality (completeness, accuracy, consistency)
• Uses tools like a PIM system to support processes

Step 2: Define Responsibilities Clearly  

In the early stages, data ownership often lies informally with a few people. Someone just “takes care of it.” But as your organization grows, you must make responsibilities explicit. A data organization is not static — it’s a living, evolving structure.

1. Start phase: A central data team with a data steward and one system.
2. Growth phase: As data grows, responsibilities need clearer distribution.
3. Mature phase: Responsibility shifts to individual departments (procurement, sales, marketing), supported by central data experts.

This shift makes your data organization more efficient and sustainable. You don’t want a bloated data department, but an organization where data ownership is embedded in daily processes and can adapt to changes.

Step 3: Define Data Models and Structures  

A professional data organization distinguishes between:

• Data (the actual content, like product information)
• Data model (how that data is structured)
• Data architecture (how everything connects conceptually and technically)

Make sure you:

• Build a data dictionary
• Clearly define attributes and formats
• Document processes and, where possible, automate them (for example with AI)

Step 4: Plan Ahead With a Roadmap  

The need for a data organization often comes from a system change, like implementing a new PIM or ERP system. But systems are only part of the story. Systems, processes, responsibilities, and even your company itself will keep evolving. That’s why flexibility and long-term thinking are crucial. Take the following steps to future-proof your data organization:

• Stakeholder analysis: Who do you need, both internally and externally?
• Influence mapping: Who are your key allies?
• Roadmap: Where are you now, where do you want to go, and who is responsible?
• Role assignment: Ensure every role has both a project responsibility and a long-term operational responsibility.

Step 5: Keep Your Data Organization Dynamic  

Data organization is never a one-time job. Keep your structure flexible and up to date:

• Regularly evaluate and adjust
• Ensure roles and processes align with company goals
• Update your model, systems, or ownership when necessary

Build a Strong Data Organization Step by Step:  

1. Start with central responsibility and appoint a data steward.
2. Be aware of your maturity level and required people.
3. Develop a clear data model and defined processes.
4. Plan ahead with a strategy, roadmap, and stakeholder mapping. Let data ownership evolve as your organization grows.
5. Regularly review your setup. It’s an ongoing process.

Turn Data Into a Strategic Advantage  

A solid data organization is a competitive advantage. It provides control, insights, and enables your company to scale, innovate, and work data-driven. But it requires clear choices, cross-department collaboration, and ongoing attention. With the right approach, you can build a data organization that evolves with your business and is ready for the future.

Are you ready to take your data organization to the next level? Get in touch with us and discover how Squadra can help you create a solid data foundation, making your business future-proof.