We’ve all seen it: the 30-question risk assessment form, the third-party intake with five tabs, or the audit checklist with fields no one has filled out since 2019.
It’s not just overkill – it’s friction.
Every extra field, every unnecessary dropdown, every “just in case” question adds time, confusion, and user frustration. And the kicker? Most of that data never gets used.
More Fields ≠ More Insight
There’s a myth in GRC that more data equals better oversight. But collecting information you’ll never analyze (or that never informs a decision) isn’t helpful. It’s noise.
Worse, it’s a recipe for:
- Poor user adoption
- Incomplete submissions
- Shadow documentation
- Inconsistent data quality
And then people say, “The system doesn’t work.” But it’s not the system, it’s the design.
Why We Overbuild in the First Place
It usually comes from a good place. Teams want to future-proof. Anticipate edge cases. Be thorough.
But thoroughness without purpose just leads to bloat. If you’re not using a field to trigger logic, support analysis, or inform a decision… then what’s it doing there?
Forms and workflows shouldn’t be encyclopedias. They should be tools.
Data Should Serve a Purpose
Before you add another field, ask:
- Who will use this data?
- What decisions will it impact?
- When will it be reviewed or updated?
- Is it already captured somewhere else?
If you can’t answer those questions clearly, you’re probably just building for the sake of building.
Lean Forms = Higher Engagement
Here’s the reality: people will give you what you need. They won’t give you what you might want. Especially if it takes too long or doesn’t make sense.
That’s why the best GRC programs:
- Strip forms down to the essentials
- Auto-fill what they can from existing data
- Add complexity only when the context demands it
- Update forms over time based on actual usage
This isn’t minimalism for its own sake, it’s intentional design. Because when people trust the system won’t waste their time, they’re far more likely to engage with it.
Final Thought: Respect the User, Respect the Data
Smart GRC design starts with empathy.
Collect less. Use more. And make sure every field earns its place.
Because the goal isn’t more data – it’s better decisions.
Want help streamlining your GRC workflows and ditching the noise? We can help.
