Have you ever thought about how important synchronization is?

When we're listening to music or watching a concert, all the musicians and instruments need to be synchronized. Otherwise, we're just listening to a lot of disparate sounds that don't make sense.

Our clocks all need to be in sync, too – if each clock told a different time, daily life would be complete chaos. We would never be able to make deadlines, catch flights, or even properly communicate with one another.

The same principle applies to business. If an organization's departments, goals, and software applications are not in sync, there's no way the business can move forward and grow.

And, while many business owners know that aligning departments and goals is important, a lot of them also overlook the importance of synchronizing business data.

Let's take a look at what data synchronization is, why it's important, and how to implement it in your business.

Each business collects and handles data through dozens of different apps, with some companies working with well over 100 software tools to run the business. With all this information coming in from so many different sources, it's easy for your databases to become disjointed and disorganized if they're not talking to one another.

When business data is not in sync, it can lead to all sorts of negative effects, such as:

  • You get data silos.
  • Different applications show conflicting or duplicate data.
  • You have low-quality or outdated data.
  • You have too much data and aren't sure what parts of it are actually useful.
  • Your teams are having trouble collaborating and communicating effectively.
  • Customer support reps can't see customers' full history with the company, making them repeat themselves several times when they're looking for help.
  • It's hard to build accurate, actionable, and comprehensible reports based on data-driven insights because this data is scattered across too many different tools.

So, just like our clocks need to be consistent in telling the same time, your business data and applications also need to be in sync. Synchronized data means that you can have a crystal-clear view of all aspects of the business, produce reliable and actionable reports, make informed decisions, communicate transparently, and align your departments towards common goals.

Data Synchronization vs. Data Integration

If you've seen some of our other articles talking about data integration, all this might sound familiar. So the question arises: what's the difference between data integration and synchronization?

The truth is that these two concepts can indeed be similar, but they're not exactly synonymous. Data integration means combining two or more pieces of software so that they're working in tandem. Synchronization is a type of integration in which data is kept consistent between two or more databases.

There are lots of different ways to achieve integration. However, unlike other integration processes, synchronization has the power to keep databases in continuous communication - the keyword being "keep", as it's an ongoing process between different tools.

In a nutshell, data synchronization is a type of integration, but not all integration processes result in a true sync of the data.

Start Using PieSync to Sync All of Your Data & Tools

Data Synchronization vs. Data Pushes

Another important distinction is between data synchronization and data pushes. They're both types of data integration, but they achieve different results.

When you employ an integration solution to push data from one app into another, you're taking data from app A and sending it to app B as soon as the data is created. So, instead of having to manually create the data in app A and app B, app B will automatically receive the data from app A.

An example of a data push automation would be: "when someone enters an email address on my landing page form, send the email address to my email marketing app."

Data syncing, on the other hand, is about mirroring any changes and new updates made in app A into app B in real time. Some data syncing solutions allow you to choose two-way syncs, which means also mirroring the changes made in app B back into app A.

It's important to note that the data synchronization process can work two ways, while data pushes only work one way. While you can create one data push from app A to app B, and then a separate data push from app B to app A, it's a much clunkier process and may result in duplicate data.

Another important difference is that data synchronization takes into account historical data – that is, data that was created before the sync was set up. The syncing tool can scan your databases in an initial sync and send data from one app into another to make sure they're both equal. Meanwhile, data pushes only work for data created after the automation was set up. It doesn't take into account any data stored before that.

In addition, if you need to sync segments of your data in different ways, you need to create multiple data pushes that work independently from one another, so they may overlap or even cancel each other out. A data syncing tool, on the other hand, automatically allows you to maintain any segmentation you may have applied to your data between apps.

How to Synchronize Data

So how exactly can your business achieve beautifully synced and organized databases? It's simpler than it sounds!

There are three main ways of integrating apps: native integrations (offered by the vendors of the apps you're already using), custom integrations (built by your in-house team for your company's specific needs), and third-party integration platforms, or Integration Platform as a Service (iPaaS) providers.

While native integrations can be great to automate certain workflows and serve a lot of common use cases, they normally don't provide a true data sync, and they usually only work one way. Native integrations tend to be more in the data pushes category rather than data syncs.

Custom integrations can achieve a true data sync, but building software to keep data in sync two ways and in real time is no small feat – it can take a long time to build this, and it's certainly not cheap. If you are using cloud applications with an open API, your best bet would be to choose an iPaaS provider to do the syncing for you.

iPaaS are third-party, cloud-based solutions that specialize in integrating business tools. There are a lot of different types of iPaaS tools, not all of which work best for data synchronization. In addition, those that do specialize in data syncing often sync different types of data, so they can be used in tandem. Let's take a look at some of the top iPaaS solutions that focus on data syncing.

Example of Data Synchronization iPaaS Tools

  1. PieSync

PieSync is an integration tool that specializes in syncing customer data across hundreds of business tools, including CRMs, marketing automation tools, accounting and billing software, customer support software, and much more.

PieSync allows you to sync contact data one way or two ways. It takes into account historical data as well as newly created or updated data, scanning your databases for changes every five minutes and automatically keeping everything in sync. This type of sync uses email addresses to map contacts, which is how it prevents duplicates. It also allows for extensive customization options, automating complex contact management processes.

PieSync use cases include:

  1. Sync data from all apps that collect customer data into your CRM, allowing it to become your single source of truth
  2. Consolidate contact databases in your CRM, phone, email account, and others, keeping all contacts consistent and up-to-date in all apps
  3. Sync groups of contacts between several apps while maintaining granular segmentation

Sync customers' communication preferences across apps to ensure compliance with data privacy requests.

2.  Unito 

Unito excels in integrating and synchronizing data across popular project management tools such as Asana, Jira, and Teamwork. It allows you to build customizable two-way integrations to create a seamless flow of data between your tools, as well as building workflows with a simple drag-and-drop designer.

Unito use cases include:

      • Automatically keep projects up-to-date across multiple project management platforms
      • Allow stakeholders to automatically track KPIs and progress on key projects
      • Build complex workflows for software development, including backlogs and roadmaps
      • Coordinate project development and tasks across several teams

3. SkySync

SkySync enables organizations to migrate and classify data across systems. It specializes in migrating system files, syncing data across storage platforms, and synchronizing hybrid data storage systems.

SkySync can deliver solutions for migrating and syncing files on scale. Unlike Unito and PieSync, SkySync can sync files between cloud applications as well as on-premises solutions, addressing enterprise clients as well as smaller businesses.

SkySync use cases include:

      • Intelligently analyze, migrate, copy, and synchronize content at scale
      • Synchronize data storage platforms on-premises and on the cloud
      • Classify company-wide data and files
      • Easily discover sensitive, high-risk, obsolete, duplicate, or redundant data

What about Zapier?

Zapier is one of the most well-known iPaaS solutions in the market, as it provides automation options for thousands of apps and use cases. However, Zapier is a different type of iPaaS than the ones we mentioned in this list.

While PieSync, Unito, and SkySync focus on syncing different types of data two ways, Zapier specializes in automating workflows between apps based on trigger-action principles. It mainly comes down to the differences between data synchronization and data pushes we previously talked about: Zapier performs one-way, one-time data pushes between apps, so it's not optimal when trying to achieve a true synchronization of data between systems.

Get In Sync

There's no shortage of choices when it comes to data synchronization solutions, so it's important to make sure you have a clear strategy that answers these key questions:

      • What type of data do you want to sync?
      • What type of software applications do you want to integrate?
      • How do you want your data to flow between your apps?

Though all of the apps we've mentioned are great for data synchronization, the main differences between PieSync, Unito, and SkySync come down to the fact that they sync different types of data, support different categories of apps, and serve different use cases.

That means that you can definitely use them side by side if you want to, and you can even use them alongside other iPaaS tools like Zapier to create a fine-tuned, smooth-running technology ecosystem.

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Originally published Oct 13, 2020 1:09:55 PM, updated October 13 2020