Data collection is the foundation of nonprofit success. Whether gathering data on students, volunteers, donors, or field research, structured data collection helps nonprofits track impact, enhance programs, and engage stakeholders more effectively.

But collecting data isn’t just about filling out forms. How you collect, store, and use data matters.

In this blog, we’ll cover:

• Best practices for data collection
• Tools like Google Forms and Jotform for effective data gathering
• What NOT to do when collecting data (to avoid costly mistakes)

Best Practices for Data Collection

1️⃣ Define Clear Objectives

Before collecting data, ask yourself: Why do we need this information? A clear objective ensures you gather only relevant data, avoiding unnecessary clutter.

Example: A nonprofit working with students collects data on attendance, test scores, and engagement to tailor education programs more effectively.

📖 Reference: Nonprofit Data Collection: How to Gather The Right Insights

2️⃣ Use Ethical Collection Methods

Respecting privacy is non-negotiable in data collection. Ensure participants:
✔ Understand how their data will be used
✔ Provide informed consent before submitting information
✔ Can request deletion of their data at any time

Example: A nonprofit conducting healthcare surveys ensures that all participants sign consent forms before sharing sensitive health data.

📖 Reference: Counting What Counts – Nonprofit Data Collection Best Practices

3️⃣ Give Participants Control

Empowering users by offering opt-in and opt-out options for data sharing is essential. Respect their preferences and keep transparency at the core of your approach.

Example: A nonprofit running a volunteer program lets users choose what kind of emails they receive—event updates, general newsletters, or fundraising appeals.

📖 Reference: Nonprofit Data Collection Best Practices

4️⃣ Keep Data Organized & Integrated

Scattered data is useless! Use centralized systems for easy tracking and analysis.

Example: A nonprofit that tracks donor history using Google Sheets + CRM integration can send personalized thank-you emails based on past donations.

📖 Reference: 6 Nonprofit Data Management Best Practices

Best Tools for Data Collection

1️⃣Google Forms – Free & Simple

✔ Best for basic surveys & registration forms
✔ Easy integration with Google Sheets
✔ User-friendly for both nonprofits and participants

Use Case: A nonprofit conducting a volunteer feedback survey uses Google Forms, automatically syncing responses into Google Sheets for easy analysis.

📖 Reference: Google Forms Tutorial: How to use Google Forms

2️⃣Jotform – Advanced Data Collection

✔ Ideal for payment processing, automation, and API integration
✔ Conditional logic for dynamic forms
✔ Custom email triggers based on user responses

Use Case: A nonprofit hosting a fundraising gala uses Jotform for ticket sales, automated confirmations, and donor segmentation.

📖 Reference: Jotform vs Google Forms Comparison Guide

What NOT to Do When Collecting Data

1️⃣ Collecting Unnecessary Data

More data ≠ Better data. Avoid asking for too much information—it can overwhelm respondents and make analysis harder.

Example: A nonprofit asking for full home addresses in a simple email newsletter signup form might deter sign-ups. Instead, just ask for name + email.

📖 Reference: Nonprofit Data Collection: How to Get the Info You Need

2️⃣ Neglecting Data Privacy & Security

Data breaches can harm your reputation and lead to legal issues. Always use:
✔ Encrypted storage for sensitive data
✔ Password protection for spreadsheets and databases
✔ Role-based access (Only authorized staff should view certain data)

Example: A nonprofit encrypts all donor payment details and limits access to only finance team members.

📖 Reference: Earning trust: the imperative of data privacy for nonprofits

3️⃣ Lack of Standardization

Inconsistent data formats can lead to messy reporting. Standardize:
✔ Data entry formats (e.g., always use YYYY-MM-DD for dates)
✔ Labels and categories (e.g., use “Corporate Donor” instead of “Corp Donor” or “Business Donor”)

Example: A nonprofit creates a style guide for staff to ensure uniform data entry.

📖 Reference: 6 Nonprofit Data Management Best Practices

4️⃣ Overlooking Participant Consent

⚠ Always get explicit consent before collecting personal data.

Example: A nonprofit adds a checkbox in their online forms, allowing participants to agree to data collection policies before submitting.

📖 Reference: Counting What Counts – Nonprofit Data Collection Best Practices

Conclusion

Effective data collection is the backbone of successful nonprofit operations. When done ethically and efficiently, it helps nonprofits make data-driven decisions, improve donor engagement, and enhance program impact.

By following best practices, using the right tools like Google Forms & Jotform, and avoiding common pitfalls, nonprofits can collect accurate, secure, and actionable data that truly makes a difference.