We work with a lot of organisations, and often have to get to grips with the data they collect so that we can advise on gaps or to provide an evaluation report.  Geek that I am, I find it fascinating to look ‘under the bonnet’.  You really can’t tell from the size or feel of an organisation whether they are keeping good data.   

Some larger organisations record loads of data but then don’t use it or understand it (a massive waste of time for them and their clients).  Sometimes what has happened is that the person who understood the database/system has left – and no-one else really knows how to use it.  Sometimes it’s a case that managers or the Board don’t know what data is available and therefore don’t ask for it.  Or perhaps it’s just data that has been kept historically but no-one is really sure why. 

Many smaller organisations struggle with the administrative and resource burden of collecting data.  They are prioritising the delivery of their work, which is completely understandable.  They may have data – but little is filed or ‘available’ – often it’s in someone’s head, or possibly in a paper file.  So, they can tell the stories of their work, but can’t back it up with the numbers. 

The other thing we see is that data is kept sporadically – some people are great at recording or using monitoring or feedback forms and others just don’t like them & so don’t use them.  Unless data is kept reasonably consistently, it isn’t really worth doing.  Collecting less, but consistently is generally a better option. 

Then, (very) occasionally we come across an organisation that understands the value of data – collects it systematically and proportionately and uses it to inform its work and to demonstrate what it does.   

Good data can help an organisation to make decisions that are in the best interest of their clients and the organisation.  It can help an organisation to tell rich stories about the impact they are making – thereby attracting the clients who can most benefit; and the funders, supporters, staff and volunteers who are looking to engage with this type of work.  

Much of our work is to start to move organisations towards this.  It’s often a cultural shift as well as a practical change.  When we’ve done our job, we hear the “I get it” comments from the organisation – the organisation gets feedback from a funder or supporter or new client that shows that the data they have (and have used) is actually making a positive difference for them.