In most organisations, people handle digital data every day without giving it much thought. Files get shared, passwords get saved, and accounts are left open long after they’re used. These habits might seem harmless, but they add up over time, and they create risk.
The push for better data hygiene doesn’t need to start with IT. It can, and often should, come from the top. When leadership takes data seriously, it sets a tone that filters through the whole organisation.
Here’s how executives can lead the way in improving data practices across their teams.
Introduce the Right Tools and Conversations
You can’t fix what people don’t notice. Most teams aren’t ignoring best practices on purpose, they often don’t know where the weak spots are. That’s where awareness makes a difference.
Start by encouraging regular reviews of how information is stored and shared. You might also look into data removal services to help reduce digital clutter. Many businesses hold onto old records or unused accounts longer than they should. Cleaning those out is a good first step.
Keep It Simple So People Actually Follow It
Complicated rules often get skipped. If you want your team to follow better data habits, the instructions need to be clear and easy to apply. Avoid legal language or overly technical terms.
Outline steps for day-to-day tasks. Things like how to name shared files, when to delete old folders, or how often passwords should be updated. These basics get overlooked, but they’re where many problems begin.
Short guides, checklists, or quick sessions during team meetings can help more than long policy documents.
Lead By Example
People watch what leaders do. If a senior exec shares files over personal email or skips two-factor login, it sends the message that shortcuts are fine.
Try to lead by example. Use secure systems, lock devices, and follow the same advice given to others. It builds trust and makes it easier to encourage your teams to do the same.
Create a Habit of Checking In
Keeping things tidy isn’t a one-time job. Like a shared workspace, digital systems need regular clean-ups. Outdated folders, unused accounts, or access permissions that never got updated can open up risks that are easy to miss.
Set a routine for audits. It doesn’t need to be complex. Even monthly or quarterly reviews can catch most issues before they become problems. Invite different departments to do the same and compare notes.
Technology Helps, but People Make It Work
Security software and platforms can do a lot, but they’re not the full answer. People need to use those tools properly for them to work. That means training, feedback, and the freedom to ask questions when something’s unclear.
Tech is only as effective as the habits around it. And good habits usually start with someone showing they’re worth building.
Final Thought
Data hygiene doesn’t have to be complicated, but it does need care. When executives set the pace, keeping things clean, consistent, and easy to follow, teams will usually follow suit. It’s less about control and more about setting an example that makes people want to do things right.
