Beyond Data Overload: How Charities Can Streamline Evaluation to Maximise Impact

Data strategy expert, Kate Fitzgerald

For charities and non-profits, measuring impact is crucial for understanding progress and securing funding. However, many organisations find themselves overwhelmed by data. Often charities are collecting redundant or irrelevant information, or duplicating data collection across different projects or teams. As we discussed in a recent webinar with data strategy expert, Kate Fitzgerald, many charities lack a clear data strategy, which leads to muddled, duplicative, and often unnecessary data collection.

At GoodCRM, we want to support charities to establish a clear evaluation framework, collect only the data they need, and streamline their data practices to effectively demonstrate impact—without unnecessary effort. For those ready to get started, GoodCRM’s new resources page includes a downloadable evaluation template to help guide you along the way.

Why Having a Data Strategy Matters

Having a data strategy helps charities manage the data they obtain and be able to evidence impact. why they need to collect certain data and how they are going to use that data in the future.

• Clarity and Focus: A well-thought-out data strategy helps organisations identify precisely what they need to measure, eliminating redundant metrics that don’t contribute to impact.

• Efficient Use of Resources: Collecting only essential data cuts down on time and resources spent on analysis, allowing teams to focus on mission-critical work.

• Clear Storytelling for Funders: Funders and stakeholders want straightforward evidence of impact. A streamlined approach to data makes it easier to tell a cohesive and compelling story about your charity’s achievements.

"Without a data strategy, it’s like trying to tell your organisation’s story with missing or mismatched chapters," said Kate Fitzgerald. "An intentional approach to data helps charities understand what’s important to measure and why."

How to Develop an Evaluation Framework

• Identify Core Objectives: Start by defining the impact you aim to achieve. Whether it’s improving community health, supporting educational outcomes, or tackling homelessness, understanding your main objectives will help clarify what you need to measure.

• Set Measurable Outcomes: Translate these objectives into specific, measurable outcomes. For example, if your charity supports educational success, outcomes might include the percentage of programme participants who gain qualifications or increase in employment.

• Map Data Requirements: With your outcomes defined, determine the data you need to collect. Avoid collecting data “just in case”—ensure every metric has a clear purpose.

GoodCRM’s new evaluation template, available on our resources page, provides a simple structure to help you map out these key steps, ensuring you focus on data that’s relevant and impactful.

Simplifying Data Collection and Avoiding Duplication

• Conduct a Data Audit: Review existing data sources to identify any duplication. Many organisations unknowingly collect the same data across different programmes or teams. A quick audit can reveal where these overlaps are happening.

• Consolidate Data Collection Points: Whenever possible, streamline data collection into one system. A CRM like GoodCRM can centralise data collection, making it easier to access and monitor without relying on disparate spreadsheets or platforms.

• Train Staff and Volunteers: Consistency in data collection is key. Train your team to use systems correctly and to understand the purpose behind each data point. This not only improves data quality but also makes your impact reporting far more reliable.

Using Data to Drive Your Mission

• Inform Programme Decisions: Data insights can reveal what’s working and what isn’t, enabling charities to adjust and refine their programmes for maximum impact.

• Enhance Transparency: Transparent, data-backed reporting builds trust with donors, funders, and beneficiaries, showing that your charity is committed to accountability.

• Motivate Staff and Volunteers: Sharing impact data internally can be an excellent motivator, reminding everyone involved in the charity of the tangible difference their work is making.

Data should empower charities, not overwhelm them. With a clear data strategy and evaluation framework, organisations can streamline their data collection efforts, focus on what truly matters, and demonstrate impact with confidence. Ready to get started? Visit GoodCRM’s new resources page, where you’ll find our evaluation template designed to support your journey towards clearer, more impactful data practices.

By simplifying and focusing your data collection, you’re not only making life easier for your team—you’re also better equipped to tell your charity’s story and showcase the incredible work you’re doing.