Is Poor Data Hygiene Destroying Your Product Development Processes?

 

Every business depends on reliable information. Whether it’s contact lists, customer records, or product details, accurate data helps people do their jobs effectively. When this information is inaccurate, scattered, or incomplete, everything becomes harder—emails bounce, deals fall through, product designs get delayed and informed decisions cannot be made quickly.

It doesn’t take much for things to get out of control. A few errors can quickly spread misinformation across systems, slowing down your team and hurting your business. At 3HTi, we work with companies to manage their data to keep it accurate while building better processes to increase your products speed to market.

This article explains how bad data causes problems, how to fix it, and how clean, reliable information makes your business stronger.

Key Takeaways

• Bad data affects every department—from engineering to marketing and sales to customer support, errors like duplicate files, outdated contacts, or incomplete records can cause delays, confusion, and lost opportunities.
• Sales teams lose time and credibility when data is inaccurate, Sales may not be able to move forward with eager clients.
• Engineering teams make costly mistakes when data in your PLM system is mislabelled, outdated, or incomplete, this can lead to design errors and production delays.
• PLM systems will manage the data that is uploaded. Accurate and reliable data are needed to maintain traceability, meet compliance standards, and manage complex product information.
• Good data habits are essential. Enforcing required fields, using naming rules, scheduling regular cleanups, monthly PLM maintenance and training employees helps maintain data quality.
• All teams share responsibility for clean data. All departments must follow the same standards and use connected systems.
• Cleaning up your data can be done in steps. Focus first on high-value records and files, assign team leads, use checklists, have a trusted partner handle monthly PLM updates and schedule routine audits.
• Clean data saves time and builds trust. Improves team communication, supports informed decisions faster, and leads to more successful business outcomes.
• 3HTi offers expert support to help companies audit, clean, and maintain PLM systems and data through configuration, training, long-term planning and monthly PLM maintenance.

Why Messy Data Is a Big Deal

Many companies know their data is a mess.  But they don’t have any idea how to fix this or manage their data efficiently so they tolerate the consequences that come from not being organized.  They have accepted rework and slow decision making as the norm. As an industry veteran once told me, “there is never time to do things right up front, but there is always time to fix errors later even though it takes at least three times longer.”

Engineering Uses the Wrong Files

Engineering teams rely on PLM (Product Lifecycle Management) tools like Windchill to manage CAD data including parts and designs. Windchill is only as effective as the data that is uploaded. One small mistake can cause big delays.

Example:
An engineer builds a part using an old version of a drawing because the correct file wasn’t labelled properly. The mistake is caught after production has started. Now, the engineering department needs to find or re-create the correct file—wasting time and money.  Companies lose hundreds of thousands to millions of dollars due to duplicate CAD data annually.

Why PLM Needs Clean Data

PLM systems manage product designs, Bill of Materials, suppliers and their parts, changes, documentation, ie: data and processes. They are used to keep track of parts, drawings, and approvals. In regulated industries like aerospace, automotive, and medical devices, these records must be accurate and compliance processes documented at all times.

When incorrect data is uploaded, this leads to errors, delays, and serious risks during audits.

Example:
A supplier must show a customer the full change history for a part. One entry is missing a signature. The project is paused until the issue is fixed. It takes days to track down the error, and the customer starts to lose confidence.

How to Keep Your Data Clean

Clean data doesn’t happen by accident. It takes clear rules, regular checkups, and good habits.

1.    Set up easy processes

Get buy in from your teams and develop processes that are simple for everyone to follow.  Make sure to continually communicate these processes, especially in the first several months.

2. Use Clear Naming Rules

Set standards for how things should be labelled. For example, always use “Inc.” instead of “Incorporated” or always include dashes in part numbers. This provides a level of consistency and helps people search, sort, and share files without confusion.

3. Review Your Parts Data (CAD Files) Regularly

Make sure there are no duplicate parts.  Have a numbering system for similar parts and/or by assembly so it will be easier to review if there are any duplicates. Use a PLM system to track who makes updates to a file, or creates a new file.

4. Train Everyone

Make sure all employees understand how to enter and update data. Teach new hires how the system works. Give reminders during team meetings or as part of ongoing training.

5. Set Up Alerts

Most systems can send alerts when someone enters bad or missing data. Use these tools to catch mistakes early and fix them before they cause bigger problems.

How 3HTi Helps Businesses Clean Up

At 3HTi, we work with companies to fix data problems and increase productivity. We help teams set up systems that are easy to use, accurate, and organized.

Here’s What We Do:

• Help you properly group your data and intellectual property
• Provide a secure environment for that data and intellectual property that is traceable
• Check for missing, outdated, or duplicate records and files
• Set up rules so new data is always complete and traceable
• Help develop processes for your teams to create consistency
• Connect your operations, support, sales, marketing, and all other product teams with shared tools
• Automate cleanup using trusted software

We work with clients in highly regulated industries where accuracy really matters—medical devices, aerospace, and manufacturing.

Everyone Shares the Responsibility

No one team can keep data clean on their own. Marketing, sales, engineering, and customer service all touch your systems. If they don’t use the same rules, problems will spread fast.

How to Fix What’s Broken

If your data is already messy you can start fixing it. Here’s how:

Step 1: Start with What Matters Most

Begin with your most important data.  If its product development data, this will take a lot of work.  A secure environment that is provided by a PLM system like Windchill is recommended.

Step 2: Assign Team Leaders

Choose someone in each department to lead the cleanup. These team members should know the system and help others fix mistakes and be able to identify duplicate data.

Step 3: Set up Processes

Create internal processes that are managed and where who handles any data is traceable

Step 4: Set a Schedule for Maintenance

Don’t wait until the systems crash. Make cleanup a regular task. Spend a few hours each quarter reviewing your data. Track progress and celebrate improvements.

How Clean Data Helps Everyone

When your data is clean:

• Marketing promotes the correct products with the latest features and updates
• Sales closes deals faster
• Engineers avoid mistakes, rework and scrap
• Customer service is equipped to handle issues
• Leadership makes better decisions
• This stimulates product innovation
• Products get to market faster

Good data saves time, avoids confusion, and helps your company grow. It makes work easier, results stronger and employees more fulfilled, productive and happier.

Conclusion

If your data is messy (and likely it is), it affects every part of your business. Marketing, sales, Engineering, Manufacturing, product design, and customer support all depend on accurate, information. Without it, teams get slowed down and make mistakes leading to delays in product deadlines or even lost trust from customers.

At 3HTi, we help businesses fix these problems. We show your team how to build better systems, follow better habits, and stay organized for the long run.

Do you need to step out of your comfort zone and take action? Schedule a Data Hygiene Audit with 3HTi. We’ll help you clean up your systems, build a plan that works, and get your data working for you—not against you.

Frequently Asked Questions (FAQs)

Q1: What is “data hygiene”?
 A: Data hygiene refers to the process of keeping your company’s data clean, accurate, and up to date. This includes removing duplicates, filling in missing fields, correcting mistakes, and following consistent naming rules.

Q2: How does bad data affect marketing?
 A: Inaccurate data leads to marketing teams promoting new products in accurately, meaning with features that have been phased out or updated.

Q3: How can messy data hurt sales?
 A: Sales teams rely on accurate data to inform their clients about new benefits from new products.  If data is duplicated or outdated, reps may mis-represent their products and lose important opportunities.

Q4: Why is clean data important in PLM systems?
 A: PLM (Product Lifecycle Management) systems manage product designs and changes. Inaccurate data can lead to engineers using the wrong part or file, which causes delays, errors, and compliance risks.

Q5: What are some signs of bad data?
 A: Individuals and teams spending time to confirm they have the correct file.  Files not stored in a secure system and being shared via email.

Q6: How often should we clean our data?
 A: It’s best to review and clean your data at least once per quarter. High-use systems like PLM may require monthly checks.

Q7: Who should be responsible for data cleanup?
 A: Everyone who enters or updates data plays a role, but you should also assign data stewards in each department to lead cleanup and enforce best practices.

Q8: How can we prevent bad data from being entered in the first place?
 A: Set up required fields, use dropdown menus and validation rules, train employees on correct entry standards, and connect your systems so data is updated in one place.

Q9: Can 3HTi help with ongoing data quality?
 A: Yes. 3HTi provides audits, system configuration, training, and support services to help businesses maintain clean, usable data across PLM tools.

Q10: How do I get started with a data hygiene plan?
 A: Start by scheduling a Data Hygiene Audit with 3HTi. We’ll help you assess your current data, create a cleanup plan, and implement long-term processes to keep your systems running smoothly.

Data Hygiene Audit