Resources

We're here to empower organizations and individuals with the knowledge and tools to harness the power of data. Whether you're looking to improve program outcomes, boost fundraising efforts, or simply gain a better understanding of your data landscape, we're happy to offer support.

Check out the Frequently Asked Questions below for foundational knowledge around evaluation and data strategy. You will find free resources and articles in the following section.

  • Data is information, like facts and numbers, that we collect and store. It can be words, pictures, measurements, or even just numbers. Think of it as tiny pieces of information that we use to learn, make decisions, and understand things better.

    As a leader, you might be looking for information to ensure you're propelling your organization's mission forward. For example financial data to manage the company's resources effectively or data from market research helps the CEO make decisions about the design and features of products and services.

    If you're connecting with clients, you might be working directly with data like client records. This includes records about the people you support, like their names, ages, and the challenges they're facing. This data helps them provide the right support and track progress.

  • Data plays a central role in outcomes development by serving as the foundation for setting goals, monitoring progress, and assessing results. It helps organizations define what success looks like and how to achieve it. 

    Your data provides the foundation of evidence to demonstrate whether or not you're meeting your goals. You may have determined key performance indicators (KPIs) used to see how on-track the organization is. For example, the number of products sold or customer satisfaction scores can be indicators.

    These indicators can also demonstrate how your organization has supported individuals making improvements in their well-being  or making a positive impact in the community.

  • Data is central to program evaluation as it helps assess the effectiveness and impact of programs. It provides evidence to determine whether programs are meeting their goals and if adjustments are needed. Check out my Instagram Posts about the four types of evaluation and what questions to ask!

  • Meaningful insights are like the "aha!" moments when you suddenly understand something important or see a hidden connection. They are valuable pieces of information that help us make better decisions, solve problems, and learn from our experiences. 

    You might see this in sales data and notice that a new product is selling exceptionally well in a certain region, that's a meaningful insight. It tells you that expanding the product in that region could be a productive move.

  • There are various tools available, including Microsoft Excel, Google Sheets, data visualization software like Tableau, and survey platforms like SurveyMonkey. The choice depends on specific needs and preferences.

    My preference is to work with budget-friendly options to ensure your organization first leverages what is available on-hand to build capacity and sustainability before seeking to invest in advanced options. 

Articles and Downloads

  • Trauma-Informed Interview Techniques and the Experience Library

    In the world of data and metrics, the real stories that define our organizations often remain untold. 

    I'd like to share with you the 'Experience Library' - an approach to systematically capture and store the diverse narratives within your organization. This concept, shared through our recent Instagram post, discusses how we collect, access, and utilize the powerful stories of our community.

    The Vital Role of Storytelling

    Storytelling is often the lifeblood of nonprofit work. It's not just about gathering data; it's about creating spaces for authentic, heartfelt storytelling. Let's go over the techniques to support a psychologically-safe space to collect meaningful stories we shared from the post. If you'd like to dive deeper into the techniques, listen to the Successful Nonprofits Podcast episode here. They also provide examples of how these key techniques can be used. 

    While many stories shared can be on a lighter and positive note, it's important to remember that some stories can be difficult to share. Our goal is to empower individuals through their stories, not retraumatize.

    • Embracing Silent Moments: Recognizing the power of pauses in stories, allowing deeper emotional insights to surface.

    • Doing the Dip: Structuring narratives to start with light topics, delve into more profound aspects, and return to a positive note, ensuring emotional safety and depth.

    • Using Restatements: Reflecting back what is shared in stories, encouraging further exploration and emotional connection.

    The Experience Library

    This "library" is more than a storage system; it’s a strategic approach to optimizing your organization’s storytelling potential. It enables you to categorize, tag, and organize narratives, making them readily available for diverse organizational needs. It's vital to handle these stories ethically, respecting privacy and obtaining consent for sharing personal narratives.

    In the free download I've included a template for your use with some key fields such as who they are, what they experienced, if they've provided permission to share, key themes or emotional reactions, and potential use purposes. What you'll see is that I've included a list of definitions and an example to save you the guess work and so you can get started right away.

    About the File

    The file is in an Microsoft Excel format. This can be opened using any number of spreadsheet compatible software such as Numbers (Mac) or Sheets (Google). Please select File > Download to get started. 

    You may already be capturing stakeholder information in a CRM (Client Relationship Management) Database or with your fundraising group (Raiser's Edge). Feel free to borrow the headings to create fields in the software you already use. 

    We value supporting organizations in a cost-effective way and streamlining processes where possible. 

    Final Thoughts

    The Experience Library is not just a tool; it supports a more data-driven approach in the nonprofit world. By embracing this system, your organization can preserve valuable stories and enhance its ability to share them meaningfully. Download the free template today to start building your Experience Library, a repository of experiences that can inspire, educate, and drive action in your community. 

    While I supported outcomes and program development for a well-known nonprofit mental health organization for nearly a decade, I am not a licensed mental health professional. For comprehensive guidance on trauma-informed care and mental health, I strongly recommend consulting with a qualified professional in this field.

  • In formative evaluation, reflective writing can be a powerful tool not just for evaluators, but also for staff and stakeholders involved in any project or program. This practice can serve well in change management and education processes, enabling a deeper understanding of both outcomes and the processes surrounding existing practices.

    Reflective writing encourages individuals to think critically about their work, fostering deeper learning from each project. By reflecting on what happened and analyzing their reactions and thoughts, individuals can gain insights that go beyond surface-level observations, leading to a richer understanding of the project's impact and effectiveness.

    You can access a free sampleof a reflective writing for evaluation here. We explore a use case of database implementation and how reflective writing can document and plan steps on how to move forward from unexpected challenges. 

    Steps in Reflective Writing

    1. Description of Experience: Begin with a clear description of the event or situation. For organizations, this might involve the rollout of a new database or a specific data collection initiative.

    2. Personal Reflection: Engage in introspection about the experience. This includes thoughts and feelings from various perspectives – be it staff, stakeholders, or evaluators.

    3. Analysis: Delve deeper, examining why things happened the way they did, linking theory to practice, and comparing experiences to derive meaningful insights. The aim is to analyze how to grow and move forward from the existing experience.

    4. Conclusions: From the analysis, draw insights or lessons learned. What can be gleaned about the organization's data practices, and how do these insights inform future strategies?

    5. Future Actions: Based on reflections, outline how this experience will shape future actions, decisions, or policy changes in the organization. What tools can be helpful if implemented or used differently?

    We invite you to download the free sample above to get started in how you might use reflective writing to examine processes, growth, and development. We are dedicated to nurturing a community of practice that equips organizations to use their data strategically, driving success in initiatives aimed at reducing homelessness, improving outcomes, and making a tangible difference in the community. Please don't hesitate to reach out for further information or to just enjoy a chat over coffee!

    Reflective writing is an ongoing dialogue with ourselves and our organizations about where we are and where we need to go. It encourages continuous improvement, supports informed decision-making, and documents the evolution of practices and methodologies. Most importantly, it fosters effective leadership by demonstrating a commitment to learning from experiences and applying those lessons for the betterment of organizational outcomes. It is not just about looking back; it's about moving forward with intention, clarity, and insight. 

  • I recently had the pleasure of sharing some insights with the Canadian Evaluation Society (CES) Alberta-Northwest Territories Chapter newsletter. 

    How Humour Can Be an Effective Tool in Engaging Stakeholders and Presenting Findings

    Jennifer Tran-Smith

    As an evaluator who has navigated countless stakeholder interviews, focus groups, and staff-led discovery sessions, I can understand that evaluation can often seem like a serious endeavor. However, did you know that incorporating humour can significantly enhance the process? When used appropriately, humour can engage stakeholders, ease tension, and make findings more relatable and memorable.

    1. Breaking the Ice: Evaluation can have a reputation for seriousness. Humour can be a great icebreaker, helping to create a more relaxed and open atmosphere. Starting a meeting or presentation with a light-hearted joke or anecdote can make participants feel more comfortable and willing to share their honest opinions.

    2. Enhancing Engagement: Engaging stakeholders throughout the evaluation process is crucial for obtaining valuable insights. Humour can keep participants interested and attentive. For example, using funny anecdotes, comic strips, or memes related to the evaluation topic during presentations or in reports can capture attention and make the information more engaging.

    3. Easing Tension: Discussing program weaknesses or areas for improvement can sometimes be uncomfortable. Humour can help diffuse tension and make these discussions less confrontational. By using a light-hearted approach, evaluators can foster a more positive and constructive dialogue, encouraging stakeholders to focus on solutions rather than problems.

    4. Making Findings Memorable: People are more likely to remember information that is presented in an entertaining way. Adding a touch of humour to the presentation of findings can make the data more memorable. For instance, using memorable graphics or witty summaries can help key points stick in the minds of stakeholders.

    5. Building Rapport: Humour can help build rapport between evaluators and stakeholders. It shows a human side and can create a sense of camaraderie. When stakeholders see evaluators as approachable and personable, they are more likely to open up and share valuable insights.

    Tips for Using Humour in Evaluation

    • Know Your Audience: Ensure that the humour is appropriate for the audience and context. What is funny to one group may not be to another.

    • Keep it Light: Avoid sarcasm or humour that could be misinterpreted. Stick to light-hearted, positive humour.

    • Use Sparingly: Too much humour can undermine the seriousness of the evaluation. Use it to complement, not dominate, the process.

    • Be Inclusive: Make sure the humour is inclusive and does not alienate any group or individual.

    Incorporating humour into evaluation processes can significantly enhance stakeholder engagement and the impact of findings. By breaking the ice, easing tension, and making information memorable, humour can transform evaluations from dry and daunting to enjoyable and effective experiences. So, don’t be afraid to add a little laughter to your next evaluation!

  • Start Simple: A Data System Checklist for Purpose-Driven Teams

    When it comes to data systems, too many grassroots organizations and small teams feel pressure to invest in complex tools or expensive platforms. At DataThink, we believe that effective data management doesn’t have to be overwhelming—or out of reach.

    Sometimes, the best system is the one your team actually uses.

    Whether you’re tracking program outcomes, community stories, or internal processes, having a practical, human-centered approach to organizing your data is key.

    Here’s what to focus on when building a simple, sustainable data system:

    1. Structure Your Files

    Start by organizing your digital folders clearly. One main folder per project or program, with consistent naming, helps avoid chaos later. Use subfolders for:

    • Raw data (e.g., survey exports)

    • Cleaned datasets

    • Templates and forms

    • Reports and visuals

    Action Step: Do a 15-minute cleanup today. Rename or relocate any stray files.

    2. Choose the Right Tool—Not the Most Expensive

    Google Forms, Airtable, or Excel might not be flashy, but they work. Focus on tools that your team understands and is willing to maintain.

    Action Step: Pick one form or data entry tool and create a standard intake or feedback form.

    3. Assign Ownership

    Even the best systems fall apart without someone accountable. Assign clear roles: who enters data, who reviews it, and who reports on it.

    Action Step: Write down who’s doing what and share it with your team.

    4. Clean It Regularly

    Typos, missing fields, and outdated entries can skew your insights. Set a quick audit routine—weekly or monthly—so problems don’t pile up.

    Action Step: Add a 30-minute “data tidy” to your calendar this month.

    5. Reflect and Improve

    Your system should evolve with your organization. Meet quarterly to review what’s working, what isn’t, and what you’ve learned.

    Action Step: Create a simple “data wins” board to track how data helped your team this year.

    Ready to Build or Reboot Your System?

    Download our FREE “Start-Simple Data System Checklist” to guide your next steps. It’s designed for small teams with big goals—and minimal time.

    Grab your free checklist now
    Or book a free consultation to talk through your setup and make sure your data is working for you—not the other way around.