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
ACHIEVING MISSION WITH DATA IN SMALL NONPROFITS
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
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
Discussion What questions or problems would your organization like to answer, but you don t have the data? Discuss with your neighbors.
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
BLCA Data Challenges Strategic Plan Database enewsletter Website Budget Institutional History
Solutions Employed by BLCA CiviCRM Database WordPress Website Google Analytics MailChimp enewsletter Pink Sheet Data Collection Measures of Success Board Reporting
WordPress Website + CiviCRM
MailChimp
Google Analytics
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 152 247 210 99 313 243 328 137 139 239 88 2056 Shop 18 20 19 10 13 22 20 10 12 13 23 144 324 Class Attendees 24 67 27 45 57 274 389 149 12 70 61 33 1208 Co-op Groups 62 46 49 39 54 42 47 21 59 43 37 24 523 Writing Groups 35 35 59 46 44 38 30 37 37 36 26 32 455 Reading Series 24 32 23 54 26 45 32 26 22 32 34 350 Exhibition Opening 32 949 59 25 39 105 78 63 112 83 1545 Meetings 35 42 9 6 84 35 37 24 55 32 2 5 366 Rentals 42 6 6 54 72 134 16 18 60 10 10 428 Miscellaneous 151 75 145 165 78 120 847 69 73 164 1887 Total Monthly Visits 533 1480 536 330 829 1041 1173 603 1040 696 435 446 9142 Classes Held 3 3 5 4 2 10 13 8 2 4 3 4 61 Classes Cancelled 3 3 3 7 4 2 4 1 2 5 1 2 37 Unique Class Registrants 9 13 16 18 16 75 91 50 8 23 15 21 355 Members 209 219 208 209 219 223 235 241 239 240 250 251 Website Visits 1461 1440 1573 1399 1619 1517 1848 1298 1727 1173 912 1476 17443 Facebook Likes 675 690 715 735 751 775 796 827 851 865 893 896 Twitter Followers 288 285 292 298 311 318 322 325 328 333 336 336 Newsletter Subscribers 1310 1420 1446 1466 1503 1504 1568 1587 1625 1622 1639 1658 Instagram Followers 50 81 89 93 97 108 114
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 2013 2014 2015 134 260 355 Attendance 2013 2014 2015 5026 8078 9142 Members 2013 2014 2015 154 209 251 Facebook Likes 2013 2014 2015 214 653 896 Newsletter Subscribers 2013 2014 2015 527 1277 1675 Website visits 2013 2014 2015? 14,093 17,443
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
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
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 email 1 Integrated social media 2 Integrates into website
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.
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)
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
Solution: Drupal website + NeonCRM
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
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.
Make sure it is easy for staff to follow best practices Example: PWC login link https://www.z2systems.com/np/clients/pwcenter/login.jsp PWC login redirect neon.pwcenter.org Identify the pain points, and try to find simple ways to fix them.
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.
Open discussion Q&A
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