Your back-to-school data checklist
After years as a student and educator, it’s my first back-to-school season as a mom, and I’ve got all the feels.
But I’ve also got a checklist handy of all the things I need to do and buy.
No matter whether you’re a student, educator, parents, or nonprofit staff, this is the time where everyone’s scrambling to get all the things ready.
For my daughter starting kindergarten, our list includes things like getting a backpack (check), lunchbox (check), new clothes (we’re getting there), and a totally unnecessary but totally adorable “first day of school” sign (check!).
For nonprofits and organizations that work with kids and families, your checklist looks different, of course.
Even if you’re not in the education space – you may not have seen your families all summer.
Maybe, like my client in the mental health space, referrals to your organization typically drop off when school isn’t in session.
So it’s extra important to be prepared for families as they get back into the school-year rhythm.
And, you guessed it, some of that preparation has to do with your data tracking and collection.
Here are the 4 things I would put on any nonprofit’s back to school data checklist:
Think about what information you will need to keep track of – before it starts coming in.
What did you track last year that you’ll need again? What do you keep meaning to monitor or report?
If you need help thinking through this, check out my FREE Nonprofit Data Management Template and Start Engaging with Your Data in 3 Easy Steps!
Get your systems in place before anyone walks through your door.
Take your old data trackers and create a new, blank copy so you’re ready from day 1.
Maybe your team is hoping to be better about tracking your referrals to community organizations this year.
Get a basic spreadsheet set up NOW.
It’s so much easier to tweak a spreadsheet or system than it is to get through a backlog of data entry … trust me.
It doesn’t need to be perfect – it just needs to work for you!
Figure out how you can assess families’ needs from the get go.
Everyone thinks about summer as a carefree, fun time of year, but for so many families, it is anything but.
Think about all of the things that school provides that go away in the summer – childcare, meals, resources and supports, recreational activities, social interactions … the list goes on.
So starting the school year might represent more than their kid growing up or having a quiet house again.
For many families, their lifelines are back in place.
How can you get a jump on meeting those major needs as soon as they walk in your door?
Sure, you could do a survey. Put a separate, anonymous survey in the packet with the emergency contact forms that asks families what they need.
You can also get creative! Put up a poster where parents can mark off or put a pin next to the service they need. Put a suggestion box in the main office where they can write down what would help them.
This is all data you can use to help your families.
Focus on relationships.
This is the most important one.
Listen, parents and caregivers are BUSY. And especially if their needs aren’t being met, they’re basically running on fumes.
So before you even THINK about asking any harried mom to complete yet another survey or attend another event, you have to show her she matters.
From my experience, when families know you’re there for them, they’re much more likely to willingly engage and complete anything you need them to.
Take time to get to know them. Remember their name (and their kids’ names). Ask them about the things they told you about last time you saw them.
Not only will your job be much more enjoyable and fulfilling, you’ll be able to make your task-related work much easier.
I’ll be sharing more resources and stories over the next few weeks of the back-to-school season.
In the meantime, what would you put on your back-to-school checklist?