What really matters in a data catalog
In our first blog post we navigated the confusing data catalog market. But choosing a tool is only the beginning. Experience shows that many data catalog initiatives struggle not because of software bugs, but because organizations treat them as just another IT installation.
The truth is: You cannot simply 'install' data governance through a data catalog. While the technical rollout follows standard IT procedures, a data catalog is unique. It must span your entire landscape, connect to silos, and most importantly change how people work. This guide highlights the key considerations for practitioners, ensuring you don't overlook the critical organizational and strategic aspects. Consequently, we will not focus on the technical implementation mechanics, as we assume you are already familiar with standard IT project execution.
1. The Foundation: Problem, Vision, Scope
Are you trying to improve simple data discovery? Establish a shared business vocabulary? Or strengthen regulatory compliance (e.g., DORA or FIDA)? The answer directly shapes the scope of your solution. There are different categories of data catalogs that can meet your specific requirements:
- Classic Data Catalog: If the goal is basic discovery and documentation ("Google for Enterprise Data"), a lightweight approach is sufficient.
- Evolved Data Catalog: If you need to bridge discovery with trust, this approach adds layers of collaboration, basic lineage, fostering a community around data without heavy-handed policing.
- D&A Governance Platform: If your objectives include policy enforcement, strict data quality monitoring, deep lineage visualization, or formal governance workflows, you require a comprehensive, rigid configuration.
Recognizing this distinction early prevents costly misalignment between stakeholder expectations and technical reality.
Create and Communicate a Vision
In large organizations, the value of a data catalog is obvious to data professionals, but rarely to the average employee. Many have never heard the term "Data Catalog," and without context, it appears as just another administrative burden. You must establish a vision that looks beyond current pain points. How will this tool elevate collaboration? How will it enable genuine self-service? A well-adopted catalog fosters a culture where data is trusted, shared and proactively used. This vision must be communicated clearly to align the organization from day one.
2. Finding the Right Strategic Fit
Once your vision is clear, you must ensure the chosen solution fits your specific environment. By now, you should have your requirements, scope, and vision defined. Here is what matters when selecting the right fit:
Know Your Data Management Landscape
A data catalog is designed to bring clarity, but it will not instantly resolve every issue in a fragmented landscape. You need a solid understanding of your current environment your data silos, IT systems, and legacy tech. Create a high-level data map before selecting a data catalog. If your catalog cannot natively connect to 80% of your core legacy systems, the implementation cost (custom connectors) will skyrocket.
Understand the Vendor’s DNA and Roadmap
Over the past few years, vendors have expanded their scopes and added a lot of functionality. Generally, they fall into two evolutionary streams:
- Catalog-First: Started with metadata/discovery and evolved into governance (adding lineage, quality, AI).
- Platform-First: Large ecosystems that added cataloging to broader suites (analytics, cloud governance).
Implementing a data catalog is a long-term commitment, making the vendor’s stability and direction essential. Evaluate their history, product roadmap, and customer base. Are they a proven, stable player? A fast-moving innovator? Does their strategic direction align with your organization’s long-term data strategy? Understanding the vendor’s trajectory ensures that the platform will continue to support your future requirements.
Usability is the Adoption Driver
Regardless of how powerful a catalog’s features are, it only delivers value if people use it. Although it is crucial for adoption, we see that usability is often one of the most overlooked selection criteria. Focus on solutions with an intuitive, easy-to-navigate interface that appeals not only to data engineers but also to business users. We consider adoption second only to core functionality. Without a user-friendly interface, you will spend your budget on continuous training rather than generating value. Adoption only comes through an easy entry point and a well-designed user interface.
3. Orchestrating the Cultural Shift
Implementing a data catalog is not just about deploying software, it is about selling a new way of working. To avoid the "foreign body" effect where a sophisticated tool sits unused you must actively manage the cultural integration.
Acknowledging the Reality: Silos and "Norman"
Your implementation will likely land in a landscape defined by years of technical debt and isolated silos. Teams often rely on "tribal knowledge" rather than verified systems. The biggest competitor to your data catalog is not another software it is the habit of "asking Norman". While Norman is helpful, the system breaks down when Norman goes on holiday, leaves the company, or simply doesn't have time. Your goal is to shift the organization from relying on informal networks to relying on a verified system. This only happens if the catalog is viewed as a helper, not time thief.
Planning for Organizational Change
Achieving the benefits of a data catalog demands active planning. You are asking departments to contribute metadata and accept new ownership responsibilities. This does not happen organically, but requires certain steps:
- Identify Data Ambassadors: Don’t rely solely on IT. Find "champions" in key departments (Finance, Marketing, Ops) who can advocate for the tool.
- Establish Feedback Loops: Users need to feel heard. If a user searches for a dataset and finds nothing, they should be able to request it immediately within the tool.
- Clarify Stewardship: Define who is responsible for approving glossary terms or certifying datasets before go-live.
Tailoring the "What's in it for me?" (WIIFM)
"Better data governance" is too abstract to motivate the average employee. You need role-specific value propositions:
- Finance & Reporting: Pitch the catalog as a time-saver. It creates a "single source of truth," eliminating days spent reconciling conflicting Excel sheets.
- Operations: Focus on efficiency. Demonstrate how clear lineage reduces rework by spotting upstream errors before they impact the dashboard.
- Compliance & Risk: Focus on DORA/FIDA. Show how the catalog automates evidence for auditability, replacing panic-driven manual data mapping with instant reports.
Conclusion
Implementing a data catalog is a fundamental shift in how an organization views its most critical asset. Success does not come from deploying the software with the most features. It comes from:
- Usability over Complexity: If users can’t navigate it, they won’t use it.
- Value over Control: If you don't sell the WIIFM to Finance and Operations, the catalog will remain empty.
- System over Silos: Moving away from "asking Norman" requires building trust in the platform every single day.
By treating the data catalog as a strategic initiative rather than another application, you transform it from a static inventory into the heart of your data management strategy. I hope you have learned something and gained some new insights for implementing a data catalog. If you still have question or want to talk about the topic, feel free to reach out to us.
Do you have questions or insights? Get in touch with us.
Joscha Hofer
Business Consultant