Tackling Data Fragmentation in Nonprofit Organizations

One of the most daunting challenges that many nonprofits face is data fragmentation. It's an issue that can hinder efficiency and growth, yet many nonprofits avoid addressing it because it can feel so overwhelming. But solving fragmentation doesn't have to be as hard as it may appear. In this post, we'll talk about five low and no-tech steps you can take to start getting your data systems in order.

What is data fragmentation?

Data fragmentation occurs when data is scattered acrossdifferent locations—whether in spreadsheets, databases, or even paper files—andthese systems cannot communicate with one another. This disconnection cancomplicate data analysis and reporting, lead to redundant work, and result inmissed opportunities for collaboration or funding. For instance, if your donor data is stored in one system andyour program data in another, while volunteer information is scattered acrossvarious spreadsheets, your organization may encounter inefficiencies when itcomes time to report its progress to funders, community members, and otherstakeholders.

So what can you do to begin consolidating your data?

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1. Digitize your paper files

Start by converting all paper documents into a digitized, usable format. By "usable,"I mean a format that will make it easy for you to analyze the datathat's there. Many might be tempted to scan paper forms or PDFs; however, fordata analysis, formats like Excel spreadsheets or databases are more efficient.  I strongly recommend entering data from paper files into an existing database, if one is available, as we want to consolidate as much information as possible into a central location.

This project can be a fantastic task for interns orvolunteers, but ensure that you provide them with detailed instructions on whatdata should be entered into the system and what can be omitted. Additionally, ask interns and volunteers to sign any relevant confidentiality agreements to protect data privacy.

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2. Address overlaps and duplicates

Having data stored in multiple locations often leads toduplicate information. This duplication can make it challenging to identify whichdata is most up-to-date. It can also force staff to spend extra time makingcorrections in multiple locations. To resolve this issue, figure out whereyour duplicate or repetitive information resides and select a single location tostore it.

For example, if you have data overlaps between the people inyour donor database and the people in your volunteer spreadsheet, ask yourselfif there are ways to take the information in that spreadsheet and put it in thedatabase. For instance, you might add checkboxes to indicate whether:

• A donor is also a volunteer
• The type of volunteer work they do
• The number of hours they volunteer per week or month. 

Alternatively, you may want to upload all that informationfrom your spreadsheets into your donor database. Choose whatever works best for your organization. Again, the goal here is to consolidate as muchinformation as possible into one location.

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3. Encourage inter-departmental data sharing

Departments often collect valuable and insightful data thatothers may find helpful. By setting up collaborative dashboards or sharingreports, you can facilitate a seamless flow of information across your organization. Talk to your department heads about what data they'recollecting, what they wish they had, and see if there are other departmentsthat can fill in some of those information gaps for them.

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4. Create automations with APIs

Automations through APIs bridge the gap between software systems, enabling them to communicate effectively. The good news is that you do not need to be a computer programmer or scientist to start using APIs. Tools like Zapier, Make, and If This, Then That automate data entries and updates, thereby enhancing data accuracy and saving time. Try them out and see which one(s) might work best for your organization!

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5. Reconsider your data systems

Nonprofits often utilize a variety of free or cheap software systems for data collection, storage, and analysis. However, these systems are not always the most customizable, and they require considerableeffort to maintain. They look attractive on the surface, but there does come a point where nonprofit leaders have to ask themselves:

What is the costof maintaining multiple cheap/free systems in terms of staff time, resources,and potential missed opportunities?

When the costs outweigh the benefits, it is likely time to consider a data system that is better equipped to meet your organization's needs and goals. Choosing to go in this direction requires longer-term dedicationand resources. However, for organizations that have exhausted previous measures without resolving their data chaos, an integrated system may be a the right solution.

Need help getting a handle on your organization's data? Schedule your free 45-minute consult call today to get started.

Until next time!