How Strategic Data Practices Position Your Organization for Growth
“It’s what you do when you don’t have to do anything that puts you where you want to be before it’s too late to do anything to get there.”
This mantra is one I live by and use as a filter for every decision, and I encourage colleagues and clients to do the same. This truth came full circle for ABC Community Center. Let me describe this for you.
ABC’s summer STEAM program serves dozens of underserved youth each year, offering engaging instruction in science, technology, engineering, arts, and math. The program is full of energy and heart—but for years, there was no structured system to track data.
So, when a promising grant opportunity opened, ABC eagerly applied—only to discover that without demographic details, attendance data, or documented outcomes, they couldn’t compete. Their program had value, but they had no data to prove it.
Collecting data can feel overwhelming at first. Where do you begin? What do you track? Who takes responsibility? But the key is starting small and building consistent habits. Once a clear system is in place—and the responsibility is assigned to a staff member or trained volunteer—data collection becomes second nature. The real magic happens in the follow-through.
According to the Association of Fundraising Professionals (AFP), data collection is not a clerical task, it’s a “capacity-building strategy”. Claire Axelrad encourages nonprofits to treat data as “a bridge between action and outcomes,” while CANDID and Funding for Good agree that strong data practices build funder trust, program sustainability, and organizational credibility.
ABC learned this the hard way—but they turned the corner. With a simple tracking system in place, they began collecting:
- Participant demographics (age, grade, zip code, socio-economic situation, gender, etc.)
- Daily attendance logs
- Pre/post surveys
- Donor and grant tracking
- Outcome documentation (photos, projects, testimonials)
- Volunteer and partner engagement
By the next grant cycle, ABC’s application stood out. They could demonstrate reach, impact, and growth. They didn’t just receive funding—they gained new community partners, a broader donor base, and a spotlight at a regional STEAM summit.
Data is more than numbers—it’s narrative. It tells the story of who you are, what you do, and why it matters.
Start building your data culture today. The task may seem daunting, but with the right system and people in place, it becomes one of the most powerful tools in your nonprofit’s toolkit.
We offer a toolkit to help you get started with data collection. Contact us.
Disclaimer: The scenario described in this newsletter is a fictionalized account created for educational purposes. Any resemblance to actual organizations, individuals, or events is purely coincidental. This content is designed to illustrate the value of data collection and capacity-building practices in nonprofit settings.