Achieving Mission with Data in Small Nonprofits

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1 Achieving Mission with Data in Small Nonprofits In organizations with a small staff or even no staff, focusing energy and attention on data tracking and CRMs (databases) can seem like a daunting task not worth the time, cost or effort. This session will explore cost effective tools and processes for small shops through demonstrations of how missions are enhanced by tracking of data. Focusing on specific real-world experiences, the session presenters will share their work to implement a database and integrate it with a new website for great results for the organization. They will talk about a process to involve board members and staff to seek out the very best and cost effective solution for a small nonprofit. Presenters will also talk about work with all-volunteer organizations in implementing solutions that help with growth and success. Whether your nonprofit has few or no staff this session will explore your options to achieve mission with data. Ryan Ripley, owner, Ryan A. Ripley Consulting; Carolyn Van Nelson, business director, Open Eye Figure Theater; and Bethany Whitehead, executive director, Banfill-Locke Center for the Arts

2 ACHIEVING MISSION WITH DATA IN SMALL NONPROFITS

3 Bethany Whitehead Executive Director Banfill-Locke Center for the Arts Carolyn Van Nelson Business Director Open Eye Figure Theatre Ryan Ripley Independent Consultant, Ryan Ripley Consulting Playwrights Center

4 Agenda for the Session Welcome and Introduction 5 minutes What questions or problems would your organization like to answer, but you don t have the data? Discuss with your neighbors. Facilitated Response 10 minutes Overview of Our Organizational Challenges and Solutions. 30 minutes Open Discussion/ Q&A. 20 minutes

5 Discussion What questions or problems would your organization like to answer, but you don t have the data? Discuss with your neighbors.

6 Banfill-Locke Center for the Arts Banfill-Locke Center for the Arts is a wellspring for the community providing inspiration, enrichment, enjoyment, opportunities, and education through the arts. Located in Fridley, MN Serve 9000 people annually $125,000 Budget 1 FT employee, 2 PT employees 65 annual volunteers

7 BLCA Data Challenges Strategic Plan Database enewsletter Website Budget Institutional History

8 Solutions Employed by BLCA CiviCRM Database WordPress Website Google Analytics MailChimp enewsletter Pink Sheet Data Collection Measures of Success Board Reporting

9 WordPress Website + CiviCRM

10 MailChimp

11 Google Analytics

12 Measures of Success Jan-15 Feb-15 Mar-15 Apr-15 May-15 Jun-15 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Totals Gallery Visits Shop Class Attendees Co-op Groups Writing Groups Reading Series Exhibition Opening Meetings Rentals Miscellaneous Total Monthly Visits Classes Held Classes Cancelled Unique Class Registrants Members Website Visits Facebook Likes Twitter Followers Newsletter Subscribers Instagram Followers

13 Year Over Year Comparisons Outcomes Added 2 new staff members through grants Board is more engaged and informed Save time and efforts with marketing Increased donors, both number of donors and revenue Strategic Plan process simplified Class Participation Attendance Members Facebook Likes Newsletter Subscribers Website visits ? 14,093 17,443

14 Open Eye Figure Theatre Open Eye Figure Theatre creates original figure theatre, animating the inanimate on an intimate scale; trains the next generation of figure theatre artists; and advances adventurous, artist-driven programming. Located in Minneapolis Incorporated 2002 $350,000 Budget 5 Employees 90 Seat Theater

15 Data Complications Data stored in various tools Excel multiple files FileMaker Mailchimp Brownpaper Ticket Which leads to difficult Annual fundraiser invitations Newsletters Year end donor campaigns Mailed postcards

16 Next Step Create a list of what is being collected Rank 3 DWT 3 Donations 2 Fundraiser Event 3 Ease setup box office Notes Weigh the items Creating a multiplier Rank the items Remove items not necessary 2 Ticketing from website 3 Use of our Merchant Services 2 Relationship Management 2 Customize Front End 2 Remotely accessible 2 Simple Queries 2 User Interface 1 Integrated 1 Integrated social media 2 Integrates into website

17 Research Solutions MN Council Nonprofits has a solution listing Talk to other organizations Fill in feature ranking worksheet with each solution Then talk to companies for demos etc.

18 Playwrights Center Mission: the Playwrights Center champions playwrights and new plays to build upon a living theater that demands new and innovative works. Located in Minneapolis $1.2 million budget 90% contributed income 10 employees 1,550 members playwrights (local and non-local)

19 Playwrights Center challenges Excel Spreadsheets Local CRM Tracks all donor and membership data Ideal Reality world Website Manages membership transactions Excel Spreadsheets Excel Spreadsheets 3rd Party Membership Manager Excel Spreadsheets

20 Solution: Drupal website + NeonCRM

21 Playwrights Center now Current setup NeonCRM Tracks data and manages transactions Drupal website Serves all content for membership site Still not perfect, but a huge improvement

22 Lessons from the PWC redesign Research and plan; this starts with a list of challenges with your current environment, and goals for the new one. Get buy-in from staff, and involve them in the transition. Document your data best practices; train staff on them, and set the expectation that they re used. Don t start managing data outside of your CRM if you can avoid it. If you can t avoid it, thoroughly document the outside data system.

23 Make sure it is easy for staff to follow best practices Example: PWC login link PWC login redirect neon.pwcenter.org Identify the pain points, and try to find simple ways to fix them.

24 Conclusions Tracking Data is important and can enhance mission. Organizations should choose the option that is best for them. Know your team and its abilities. Good data is only as reliable as the people collecting it. Planning for data cleaning and maintenance is essential. There are many free options for success. But having a little budget doesn t hurt either. Limitations should be conveyed to the board and staff and volunteers.

25 Open discussion Q&A

26 Bethany Whitehead Executive Director Banfill-Locke Center for the Arts Carolyn Van Nelson Business Director Open Eye Figure Theatre Ryan Ripley Independent Consultant, Ryan Ripley Consulting Playwrights Center

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