At Latitude Network, we often work with clients to explore what data they collect and how they collect it. What we frequently uncover is a patchwork of systems - everything from paper forms to Excel spreadsheets, survey tools and online client management systems. Individual teams often develop ‘workarounds’ using spreadsheets when their system is too costly to change. This variety can make managing data challenging, particularly for organisations already stretched thin with limited resources.
Common Data Collection Challenges
This ‘patchwork’ approach is not the best data practice for several reasons -
Data quality issues: Errors in data entry or incomplete records can compromise the insights generated;
Lack of governance and documentation – workaround spreadsheets have logic in them only known to the local team, and that gets lost or misinterpreted when trying to connect data together or visualise it;
Duplicated and wasted effort – poor systems take longer for data entry, maintenance and checking, often with hidden costs in the form of hundreds or hours of specialised frontline staff time;
Integration problems: Using multiple platforms without integration capabilities makes it difficult to consolidate and analyse data which is important for a ‘single source of truth’;
Security concerns: Handling sensitive data responsibly is critical but often compromised with workaround solutions;
Paper form limitations: Paper forms can lead to lost or incomplete data, as staff may unintentionally miss questions or misplace forms. Digitising this information later introduces further potential for human error and creates an additional administrative burden.
Addressing these challenges requires thoughtful strategies and tools that simplify data collection while ensuring accuracy and security.
Best Practices for Effective Data Collection
To overcome these challenges and build a strong foundation for data use, consider the following:
Develop a clear MEL framework
Define the purpose of your data overall and of each individual metric you collect. Ask, what do we need to know and how will this information be used within our organisation? This is usually documented in a ‘Monitoring, Evaluation and Learning’ framework that defines how to measure success and what metrics are collected.
Invest in integration friendly tools
Select platforms that work well together. For instance, using a CRM integrated with your survey tools reduces manual data entry and ensures consistency. For many organisations using different systems, investing in a data warehouse that collates and integrates data from different sources is a best practice.
Focus on data hygiene
Clean and update your data regularly to avoid errors and duplicates. Tools like deduplication features in CRMs or periodic audits can streamline this process. If the data is important and used by staff, they have an incentive to keep it of high quality.
Ensure team buy in
Train your team on the value of data and how to use collection tools effectively. A well-informed team is more likely to engage with the process and maximise effective and consistent data collection.
Implement ethical practices and governance
There are a range of data governance practices that improve data and ensure it is ethically collected and used. For example, obtaining consent for collecting personal data and adhering to privacy regulations. Transparency about how data will be used fosters trust among clients and participants.
The Power of Both Qualitative and Quantitative Data
Non for profits benefit from using both quantitative and qualitative data. Here's why.
Quantitative Data includes measurable metrics, such as the number of program participants or funds raised.
Qualitative Data captures stories and feedback, offering a deeper understanding of the impact.
By combining these data types, organisations can create a comprehensive view of their work, ensuring they not only measure success but also understand the human stories behind the numbers.
Why It Matters
Effective data collection enables non for profits to:
Measure the true impact of their programs.
Allocate resources more efficiently to where they are needed most.
Strengthen advocacy efforts with evidence-based insights.
Improve communication with stakeholders by sharing meaningful and actionable data.
With a structured approach to data collection, non for profits can turn their data into powerful insights that demonstrate their impact. As funders and government bodies increasingly require evidence to support funding applications and program effectiveness, having reliable data is no longer optional. Whether it’s tracking outcomes or identifying emerging trends, strong data practices empower organisations to make informed decisions and amplify their social impact.
Next Steps for Your Data Journey
We specialise in helping non for profits build effective data systems that align with their mission. If you’re ready to explore how better data collection can help your organisation, let’s start the conversation – we're here to help.
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