Data Silos in LTR - Data Sharing and Digital Collaboration

This article discusses the challenges and problems caused by data silos in LTR, including increased costs, lengthy task completion, complex structure, security issues, lack of integration, and unnecessary diversification. It also provides solutions such as integrated software, GDPR compliance, changing company structure, participation in strategy, and centralization of data.

B09348
Operations and Project
Management

1. Data Silos in LTR – Data Sharing and Digital Collaboration
Cultural: Competition between two departments general purpose housing and supported
housing; it causes employees to keep separate data from each other, rather than working
together.
Structural: LTR facing the challenge of Structural Silos within organization due to
separated hierarchy by many layers of management and highly specialized staff. As in
General purpose housing department run via separate distinct functional teams and
operated by separate finance, facilities maintenance and customer service team. On the
other hand; Supported housing department has separate personal coach for each resident.
Technological: The applications and software’s used within LTR are not work on cross-
reference; means no employee of different department can communicate with each other
and can share any common problem. One department not has access to valuable app from
another department due to not buying of specific day to day tasks. Data sharing
processing process is also not good; as data is kept in personal storage which is not good
sign.
Problems:
Due to these three data silos; LTR is facing several issues within business discussed
below:
 Increase in cost: These silos increase the chance of doing same task double times.
There are many hidden costs of silos which normally not easily noticed by
company and unnecessary spent cost on extra staff and maintaining extra security
for different departments increases overall costs of doing same operations.
 Increase the length of doing task: Lengthy systems make it hectic or impossible to
do assign task within a limit and on time. For instance, LTR clients need to first
contact with customer service of particular department after that he can contact to
essential person. This routine makes simpler task lengthy and inconvenient for
customers.
 Makes complex structure: Due to different systems and departments having same
function or role makes ambiguous for owner of the company to understand

complete structure of LTR and customers sometimes hesitated before using
service; because separate department raises the question about who is responsible
for decision making.
 Security issues: Both departments using common software’s but adopt separate
forms to secure its data. Different cloud security widespread the data at separate
places and owner requires to go through many passwords and authorizing process
to get data’s of separate department.
 Lack of integration: As General purpose housing and supported housing uses
different systems, data and software’s; makes it vulnerable for owner of LTR to
see how strategies effects the revenue of company. Additional to this; it generates
miscommunication between different departments.
 Unnecessary Diversification: Both departments have same function which is to
provide housing to vulnerable groups and having common objective to increase
overall revenue for the company. Instead of common income statement and
balance sheet; both departments works separately like they don’t belong to same
branch of the company. This can raise conflict and misunderstanding between
both and can raise competition between them; this tendency can affect LTR’s
client in long run.
Solution:
This complex problem can be solved through simply application of integrated software
such as SAP, ERP and many other customized products which combine separate
departments together for one operation. These solutions are discussed below:
 SAP: It is strong tool proof to be magnificent for large organizations. The main
specialty of this software is; it integrates whole departments into one click report,
also owner not required to ask separately to each department about progress
report. It is alone efficient to show individual progress of separate department by
one click. The artificial reminders make it possible for different employees to
communicate for achieving common goal. It also reduces competition though sing
built in software for both departments.

 GDPR: General Data Protection Regulation provides a single set of rules for
protecting the personal data of all company and clients. It establishes personal
data protection by providing standardized application of data protection rules
across whole company.
 Changing company’s structure: Employees can be encouraged to be open and
share information with each other. This step solution can be achieved through
building strong communication with each other.
 Participation in strategy: The best way of solving silos problem is through
breaking down data silos into business goal and strategy. It can be achieved
through fundamentally changing the way company is structured.
 Centralization of data: At last centralizing data at common point can break the
silos. It should be mandatory to use common server and system by each
department. One common server should be built for all employees; where no
personal storage of data should allow. Information should be kept at these large
common integrated servers and if possible employees should allow authorization
on the basis of their post and with personal password key to enter into system.
Implementation:
In implementation part; following solution needs to implement according to LTR’s
present situation. This implementation will be done step-by-step:
First step: All outdated or old software’s will be replaced by latest software SAP ERP;
which will help LTR providing one integrated software for all. This will take atleast two
weeks including installation, structure of systems, common integrated room for common
access, storing common server room and testing this new software and fixing of bug if
any.
Second Step: Employees are not familiar with this new latest tool; hence training is
required for proper work and tolerance of any mistakes on SAP. It is estimated that this
training will take almost 1 month for complete guidance.
Third step: Learners are of two types; slow and quick, for quick leaner’s it is essential for
training department to take feedback from them and sort their queries; if necessary let
them work on simulation process on real time basis to watch where they are mistaken.

Fourth step: Some motivational training is also required to improve coordination between
employees and personal level counseling will take out any private issue within staff.
Changing hierarchy: To break down structural silos; it is mandatory to break down the
hierarchal structure of business. LTR should make transparency in communication
between clients and staff; and it should remove the error raise due to misunderstanding
between client and customer service executive.
2. Internal Communications Analysis of LTR – Alternatives to Email
LTR employees are facing many issues with current version of email server in
communicating within organization. Some of the issues raises from this outdated software
are
 Managing the large volumes of email sent and received every day.
 Key information shared through daily newsletters is missed or ignored by
employees.
 Clients getting difficulties in getting response to emailed requests; which result in
long waiting by residents for several days.
To solve this issue; there is only solution left with LTR that replacement of current email
software or server. So there are some alternatives which were found suitable:
1. Proof Hub: ProofHub is a flexible sealing and venture the executives
programming that takes out the to and fro email volleyballing occurring at
workplaces while sharing documents and getting criticism on them. It is an
incredible answer for the tedious and untidy email strings.
ProofHub goes about as a focal center where company can look and store
significant records at whatever point required. Cooperation turns out to be
genuinely simple with the email-in highlight in ProofHub as it can perform
significant venture exercises in any event, when firm is not utilizing the
instrument. It lets the post remarks, include undertakings, transfer records, and do
much more without expecting to sign in to your record.
2. SLACK: Slack has decreased email volumes by a huge percent. Broadly touted as
an email-executioner, numerous organizations and little groups have changed to
Slack and are teaming up with no glitches. Slack easily unites every one of your

correspondences. There is a channel for each discussion where colleagues can
leave or go along with it varying — not at all like extensive email chains. At the
point when group needs to the opening shot a task, enlist another representative,
send some code, survey a deal, conclude the following year's financial limit,
measure an A/B test, plan next office opening, and the sky is the limit from there,
Slack has secured connection.
3. Yammer: As an email-elective, Yammer associates individuals over association to
empower better and quicker dynamic. It lets join significant conversations to
move work along quicker. Find brisk solutions to inquiries, and have beneficial,
unconstrained discussions with specialists and creative’s over association. With
this email elective, organization can ensure that it is not rehashing work that of
now been done and quicken profitability. Team up in a network to share thoughts
and take care of issues in a fraction of the time. Keep docs, photographs and
recordings in setting by adding them to discussions and remain associated with its
iOS or Android portable application.
4. Google Hangouts: Google Hangouts is a correspondence stage created by Google
which incorporates informing, video talk, SMS, and VOIP highlights. This is the
thing that makes it a great option in contrast to customary Gmail. Employee can
have voice and video discussions from their PC through Hangouts and experience
consistent correspondence. Best of all, it lets staff make free video calls with up to
10 individuals and talk eye to eye.
5. Blogin: Blogin is an eminent email elective that accompanies incredible highlights
and solid security. The keen programming features significant messages and sorts
everything else into different envelopes. It gives representatives all that anyone
could need distributed storage limit of 10 GB to put their stuff at a certain point.
They can likewise switch the presence of inbox to suit temperament in Blogin and
join various inboxes under one record.
Alternatives Application
Proof Hub Task management, tracking progress, focused
communication.
Slack Teamwork, group messages, quick agreements,
communicating with clients.
Yammer Team collaboration, group conversation, file

sharing, impressing clients.
Google Hangouts Chats with employees, quick informal office talks,
fast agreements and information exchange.
Blogin Blogging, info sharing, team discussions,
knowledge distribution, free of distraction
announcements.