How Virtual Assistants Can Help Your Nonprofit's Data Collection and Management

In a recent study by Nonprofit Hub, 90 percent of nonprofits reported they are collecting data, but a surprising 49 percent stated they didn’t know how data was being collected nor did they feel the data was being adequately maintained. The amount and type of data collected will vary from one organization to the next, but it will be a valuable asset when it is gathered and maintained properly, with its integrity kept intact. 

What Data?

What do we mean by “Data?” Information related to internal operations and finances, such as metrics associated with accounting (expenses, taxes, revenue, etc.), is critical data for budgeting and making larger organizational decisions. Constituent and donor data collected through events, fundraisers, and solicitations is important to track and maintain for future contacts. Important data for nonprofits to collect and maintain might include:

• Donor profiles and giving history
• Partner and sponsor data 
• Financial data for budgeting
• Fundraising data 
• Grant information
• Membership and constituent data
• Event statistics and metrics
• Annual reports

Data collection can be challenging, so developing the right method to collect accurate information, or to improve how you are already collecting information, is important. No matter what you may think, data will always have value. 

Here’s how we do it.

Some organizations have the resources to hire individuals and teams whose sole responsibility is to focus on data. Others don’t have the luxury to have a dedicated data team. Our Nonprofit Virtual Assistants (NPVAs) are trained in nonprofit best practices for data collection and maintenance, making data management achievable by using the right processes. 

• Data for programs and events are housed on workplans. Not only do these instruments collect specific data related to the program/event, they are useful in keeping everyone on point.
• NPVAs initiate income/expense reports for each program and event. NPVAs realize the importance of nonprofits staying on budget and making revenue through special events that will help them meet their missions. It’s not only important to have an easy to use tool to track this income and expense, but it also allows ease in acknowledging their support.
• Syncing constituent data with email distribution services like Mail Chimp and Constant Contact is critical to communication flow. NPVAs are well-versed in compiling constituent data for communications and outreach. 
• Tracking and maintaining membership information is key to growing the membership base. NPVAs gather pertinent data needed from the members including activation dates, membership categories, renewal information, etc. Using this data, we build member and renewal processes that help you keep data current. 
• Sponsor and partners spreadsheets and workbooks can be organized to collect and track information that can be used for income/expense reports, invoicing, renewal processing and acknowledgements. From the workbook, NPVAs create clearly defined processes for tracking, renewing and thanking sponsors for their support, and prepare for future solicitations.
• NPVAs are also well-versed in supporting donor tracking, stewardship, acknowledgements, and recognition. Spreadsheet-like formats have been created to capture information on all donor prospects that are introduced to the organization (through emails, events, internet research, references, etc.) and can be sorted by different categories to best decide how and when to target prospects for donations. Data on donor gifts is tracked and sorted to use for future gifting campaigns and opportunities.
• Financial invoicing and payments are critical data points NPVAs can help to navigate. It is easy for volunteers to lose track of financial data, and many do not understand the fiscal nonprofit best practices and regulations that apply to charities. NPVAs are educated through the NPVA Certification Program in nonprofit financial practices and will be an asset to you and your accountant.
• Some data, such as proprietary or donor information, is sensitive in nature, and nonprofit organizations must gain consent to collect this data. NPVAs will ensure that all necessary approvals or waivers are in place and recorded.
• Data collection also impacts how sensitive data is stored, identified, and ultimately protected. NPVAs ensure a data collection strategy and protocol that helps to mitigate these potential risks.  

NPVAs know what data to collect.

Trained NPVAs have the knowledge of what is important to collect and the best ways to collect and maintain data for ease of use and accuracy. They also have access to nonprofit process documents and templates so that you are not starting from scratch.  

Data can help a nonprofit run more smoothly, know how best to raise funds, and help with strategic planning. Data collection and maintenance can be time consuming as well as fluid. The task of collecting and maintaining the data needs a dedicated individual. Since most nonprofits are as lean as possible with paid personnel, this area often suffers. NPVAs have the training and time to collect, maintain and report out data sets. They can become your data experts.

Visit for a free consultant and see if an NPVA may be the right solution for you.