Data collection is like a relationship; you’re setting yourself up for failure if you don’t practice good communication. If you missed our recent blog, we’ve already talked about avoiding data overload through innovative organizational practices and intelligent use of software. Organizing your data can help you improve efficiency and plan for better results in your programs. However, if you are lacking in communication and data sharing across key players in your game plan, it’s likely that you are not getting the most out of the data you’ve worked so hard to collect. So, who should you share your information with, and what are the best ways to do so?

Funders

Your organization’s funders will likely want to know the status of your projects and will want to see the rationale behind your decisions for the future. Data sharing with funders is a great opportunity to show that you consistently improve and use quality data. When attracting and retaining funders, clear data presentations that simplify the path to decisions and organizational pivots that are well thought out rather than ad-hoc are necessary. Data presentation should be easy to read and analyze and have the flexibility to segment by different demographics for trend and pattern analysis.

One of the most significant advantages of using data in visual formats for presentations is that you will easily communicate your message to those who are not experts in your field. It’s important to remember that as an expert, not everything that makes sense to you will be helpful for funders. For funder presentations, consider using a visual framework to communicate your message. 

As you are establishing this framework, you want the funder to answer the following questions:

• Is there a component in the framework that addresses your priorities?
• Is there alignment with other funders which increases effectiveness and avoids duplication of efforts?
• Which outcomes would you like to quantify for your portfolio?
• What metrics are most helpful for understanding progress?

Workforce

Employees

Your workforce will also benefit from increased communication in your data network. Collaborative data systems will allow for more data and improved levels of accuracy. Further, your crew will benefit from similar presentations as your funders do, using frameworks that ensure your team is on the same page and working as a whole. 

Imagine an organizational ecosystem where everyone is aware of the current data targets for the project(s) they work on. In this situation, individual team members can track their own “target” numbers related to their specialized job. Team leaders or individuals can participate in monitoring said data by reporting their numbers into a collaborative data network. The benefits of this method speak for themselves:

• Direct data input from those who are doing the work firsthand
• Collaboration takes pressure off of individuals
• Enhanced synergy between teams and individuals
• Real-time data updates on a regular schedule

Volunteers

Volunteers are similar to funders in that they often lack the knowledge that you and your team share within your industry. Catching volunteers up to relevant information can be easy with data visualizations, and individual volunteers can also be managed through participant data systems. 

Partner Organizations

The best way to promote collaboration between your organization and others is to use the same cloud-based data software. Like workforce management through assigning specific measures to individual members of your organization, you and your partner organization(s) can track measures that benefit each other. In this way, you can quickly check on the progress of your partners, identifying problems and opportunities in the shared data. 

Of course, successful partnerships depend on more than shared data. In this case, communication about a common vision, agenda, and goals will be necessary if you want to make the most out of your shared data systems. Consider using a framework of Collective Impact to communicate across networks and get the most out of your partnerships. This framework has broad applicability, but a simple five-step formula:

1. A Common Agenda: The use of population Results and Indicators provides a clear, practical and measurable way of articulating a common agenda for a community.
2. Shared Measurement System: Defining performance measures for each community partner that clearly align with the Common Agenda (Population Results and Indicators) provides the information needed to make decisions and revise strategies going forward.
3. Mutually Reinforcing Activities: Collecting data is only half the battle. Transparency in your planning can help you to use data to make decisions and guide your strategies to improve.
4. Continuous Communication: Communication, not just between partners but also with funders and the public, is a key component to any successful Collective Impact initiative.
5. Backbone Support Organization: A backbone organization provides the supporting infrastructure for a Collective Impact effort and is a facilitator of a highly structured data-driven decision-making process.

Final Thoughts

When focusing on your data-collection projects, always remember that the end goal is to turn numbers into tangible results for your organization. No matter how well-organized, intelligent data collection will never be as efficient without communication. If you are interested in further reading on the topic, here are some helpful resources:

• How Data Collection Software Can Help Your Organization Achieve Its Goals
• Five Conditions of Collective Impact
• What is Results-Based Accountability?