Turn Data Into Direction: Using PIN Analysis to Guide Schoolwide Improvement

Data can tell powerful stories, but only when we take time to understand what it reveals. In schools, where leaders juggle student needs, district priorities, and policy demands, large volumes of data can quickly become overwhelming. This is where the PIN Analysis becomes a practical, time-saving tool.

OBJECTIVES

Use the PIN framework (Positive, Interesting, Needs Attention) to make sense of school data.
Identify strengths, trends, and areas of concern with greater clarity.
Facilitate meaningful team discussions that lead to actionable next steps.

RESOURCES

Effects of a data use intervention on educators’ use of knowledge and skills

Data-based decision-making for school
improvement: Research insights and gaps

PIN stands for Positive, Interesting, and Needs Attention. It is a simple yet strategic framework that allows you to categorize data into three clear areas:

Positives: What is working well? Where are the successes and strengths?
Interesting: What stands out as unexpected or worth exploring further?
Needs Attention: What requires follow-up, improvement, or deeper investigation?

This structure helps teams move beyond raw numbers and surface-level conclusions. It makes data more accessible and actionable.

Why Use PIN Analysis?

Traditional data reviews often emphasize what is broken. While it is important to address challenges, this approach can unintentionally overlook successes and silence curiosity. PIN Analysis offers a more balanced and human-centered way to process information.

It highlights strengths. By starting with Positives, teams are reminded of what is already working. Celebrating small wins and reinforcing effective practices is an important part of maintaining morale and momentum.
It promotes curiosity. The “Interesting” category encourages teams to pause and wonder. Sometimes an unexpected trend reveals a deeper story. Other times it prompts questions that lead to innovation. Not every finding requires immediate action, but many deserve attention.
It drives focused improvement. Items marked as “Needs Attention” help prioritize next steps. This part of the process ensures that limited time and resources are directed where they will make the most impact. For example, a 2015 study by Marsh and colleagues found that schools participating in targeted data-use interventions were more likely to turn data insights into actionable decisions that improved student learning outcomes

Data can help you find patterns, but understanding those patterns requires expertise and context.

– Daniel T. Willingham

How to Use PIN in Your School

The PIN framework can be used during staff meetings, leadership retreats, professional learning communities, or even one-on-one coaching sessions. It works with a wide range of data sources, including student surveys, academic performance reports, behavioral trends, and stakeholder feedback.

Here is a simple process to get started:

Gather the data

Identify a recent set of information to review. This could be quantitative (such as assessment scores) or qualitative (such as open-ended survey comments).

Introduce the framework

Provide a quick overview of the PIN categories. Clarify that the goal is not to “fix everything,” but to notice patterns and spark productive conversation.

Sort observations

Invite team members to categorize findings under Positive, Interesting, or Needs Attention. This can be done individually or collaboratively using sticky notes, a whiteboard, or digital tools.

Facilitate discussion

Once the data is sorted, focus the conversation on key questions:

What strengths can we celebrate or build upon?
Which trends or surprises deserve more exploration?
What needs follow-up, problem-solving, or leadership attention?

Decide next steps

Prioritize two or three areas to address. Create a plan, assign responsibility, and set a timeline for action or further analysis.

Recent research affirms the value of this type of approach. According to a 2019 review by Schildkamp, successful school improvement efforts are often rooted in ongoing, team-based reflection on data, especially when that data is connected to local context and focused on learning, not just compliance.

From Insights to Action

PIN Analysis is not just a data-sorting exercise. It is a mindset that values strengths, encourages curiosity, and builds shared responsibility for improvement. By using this framework, school leaders can help their teams avoid overwhelm and focus on what truly matters.

The goal is not to simplify data for the sake of convenience. The goal is to make data meaningful so it can support informed, equitable decisions that improve outcomes for all students.

Consider using PIN Analysis during your next leadership team meeting. You might be surprised by how quickly your team moves from confusion to clarity, and from analysis to action.

About the Author

Dr. Matt Coleman is the CEO of Inflexion, where he leverages his deep-rooted expertise in school systems change to drive impactful educational reform. With a career spanning various roles—from educational assistant to assistant superintendent—Matt’s experience encompasses every level of secondary education.