Data driven vs. data drowning: Bringing balance to ABA decision making

Sarah sat at her desk, staring at her computer, surrounded by stacks of data sheets and treatment plans. As a BCBA with over five years of experience, she should feel confident in her clinical decisions. Instead, she felt completely overwhelmed.

Fourteen data points for one client. Seven treatment plans due this week. Endless documentation requirements from insurance companies, regulatory bodies, and her clinic’s internal policies. When did being “data-driven” turn into nonstop data collection for the sake of it?

Sarah’s experience reflects a growing concern by many BCBAs in ABA therapy: the difference between truly using data to guide decisions and drowning in documentation. While evidence-based practice is the foundation of ABA, many practitioners find themselves buried in paperwork, leaving little time to analyze data or make meaningful decisions.

The burden of documentation

The numbers paint a tough picture. Research shows therapists spend about 8 minutes per progress note, with some cases taking as long as 15-30 minutes. For ABA therapists managing 15-25 clients, this adds up to 2-5 hours a week just on session notes – before factoring in treatment plans, insurance paperwork, or regulatory compliance.

Excessive documentation just means extra work that doesn’t improve care. And according to many online BCBA forums, it’s a growing issue:

From Reddit’s r/bcba: “I’ve got 8 treatment plans due this week, plus all the quarterly reviews and insurance stuff. I’m working late every night just to keep up. When do I actually focus on interventions?”

From r/ABA: “I’m tracking 14 different kinds of data for my clients. Half of it never gets reviewed because there’s just too much. Are we even helping kids, or are we just making pretty graphs?”

These frustrations reflect a widespread concern in the field: balancing thorough documentation with actually delivering meaningful care.

The real costs of too much documentation

When documentation becomes overwhelming, the consequences go far beyond wasted time. As highlighted in The Misfit Behaviorist podcast, overdoing data collection can lead to these mistakes:

Clinical decisions suffer: If you’re overwhelmed with data, it’s hard to see the patterns that matter. Tracking everything often means you’re not focused on what’s actually useful.

Relationships weaken: One podcast host pointed out, “You’re missing the opportunities of doing natural teaching as well. When your face is glued to the clipboard or iPad, then you’re not interacting with the student, which is so important.” 

Burnout increases: Studies show that healthcare professionals spending a majority of their time on admin tasks are at higher risk of burnout. For ABA therapists already managing challenging caseloads, endless documentation can push them to the limit.

Quality decreases: Rushed documentation can lead to messy and incomplete notes, overused templates, and superficial observations that check boxes without adding value.

What being data-driven really means

Good ABA practice relies on data, but not all data serves the same purpose. Truly data-driven practices tend to focus on collecting information that directly informs clinical decisions and improves outcomes.

Prioritize what matters most

A big mistake in ABA data collection is trying to track everything at once. As one BCBA shared in The Misfit Behaviorist podcast, “You are not going to track data on every single goal for every single student, every single day. That’s never going to happen and it shouldn’t happen. If you are doing that, something is probably getting sacrificed along the way.”

Start by identifying your high-priority goals. These are typically:

• Safety-related behaviors that need immediate attention.
• Functional skills that directly impact quality of life.
• Target behaviors showing recent changes or requiring intervention adjustments.
• Goals with upcoming deadlines like IEP reviews or insurance authorizations.

Make time to review data

Collecting data without reviewing it is like buying ingredients without cooking. Research shows that many ABA practitioners excel at data collection but struggle to review it regularly. The result: teams continue ineffective interventions simply because no one is looking at the results.

Create a systematic review process. Something like:

• Weekly quick checks: Spend 15-30 minutes scanning current data for red flags. Look for sudden changes, lack of progress, or concerning trends that need immediate attention.
• Monthly deep dives: Review progress on major goals, analyze patterns, and identify needed program changes. This is when you ask bigger questions about intervention effectiveness.
• Quarterly comprehensive reviews: Evaluate overall client progress, update treatment plans, and make strategic decisions about goal priorities.

Make data review collaborative. Include direct staff in the process since they often notice patterns that don’t show up in numbers.

Link data to decisions

Every piece of data collected should serve a purpose. Ask yourself:

• Will this information help me change or improve an intervention?
• Does this data show progress toward a meaningful goal?
• Am I collecting this because it’s useful or just because it’s required?

How to simplify without losing quality

The goal isn’t to eliminate documentation – it’s to make it easier and more meaningful. Here’s a couple of tips from industry experts:

Use technology wisely

Modern ABA data collection software can help save time on documentation, reporting, collaboration, etc. – without adding extra steps to your workflow. Look for systems that offer:

• Offline data collection, so you can work anywhere, even in clinics with limited connectivity.
• Customizable templates for fast, consistent documentation across sessions.
• Automated report generation that instantly produces clear, professional reports for parents, payors, or team meetings.
• Easy data entry that works on any device, reducing transcription errors and freeing up more time for client care.

Advocate for simple compliance

Push for changes in your organization that can make data more meaningful:

• Clarify requirements: Focus on what’s truly necessary for compliance with payers or regulators. Cut out unnecessary organizational habits and stick to concise, outcome-based notes.
• Propose pilot programs: Test simplified documentation with a small caseload. Compare the outcomes and staff satisfaction to your current processes to show its value.
• Standardize language: Develop approved phrases for common scenarios to save time when notetaking.
• Track and share results: Show how streamlined documentation frees up more time for client care. Use data to build your case for organization-wide adoption.

Moving forward: Finding harmony in data collection

ABA therapy is at a turning point for so many things. Evolving regulations, emerging trends in care, and industry shifts all bring both challenges and opportunity. The big question: Will ABA keep piling on documentation, or move toward balance, using data for its true purpose: improving lives?

This change starts with action:

• Therapists can focus on collecting and analyzing data that truly matters.
• Organizations can support therapists with systems that simplify documentation.
• The ABA community can advocate for smarter regulations that reduce unnecessary administrative work.

A more balanced approach allows documentation to enhance, rather than overshadow, meaningful work. When data collection and client care are in harmony, better outcomes follow for all involved.