Chapter Dashboards – Part 2: Gather, rather than hunt for your data
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This document outlines a process for organizations to improve their data gathering and utilization, emphasizing the importance of developing a clear plan and utilizing data aggregation tools. Key steps include identifying data sources, determining who will collect the data, and implementing small-scale changes to enhance efficiency. The document also highlights the need for leadership commitment and provides resources for further learning and discussion.
Chapter Dashboards – Part 2: Gather, rather than hunt for your data
- 1. Gather, rather than hunt for your data Chapter Dashboards – Part 2:
- 2. What’s Measured is Real Aligning your organization Engage to create Setting KPIs Part 1 Series Overview Gather, Rather Than Hunt For Your Data How to find the data Data Utilization How to Share & Leverage Data Putting your data to use Keeping cadence Part 2 Part 3 https://www.youtube.com/ watch?v=2_KGW-_6sos
- 3. Today’s Learning Objectives Process Identifying the status of current data processes Next Steps Steps to improve the data gathering process Tools Tools other organizations are using
- 4. Kyle Bazzy Director of Growth Proud Detroiter Billhighway Technology that solves real problems exclusively for component-based organizations Founded in 1999 Why Are We Qualified?
- 5. Develop a Plan 01 02 What’s Next? 03 Start Small 04 Tough Love 05 Simple Tools Data Aggregator 06 07 Why Data Aggregation? 08 How to Pay for Tools 09 Lessons Learned 10 Ask Me Anything AGENDA What You Will Learn
- 6. I. Develop a Plan 01 Why? Why is the data being collected? 02 What? What data will be collected? 03 Where? Where will the data be collected? 04 Who? Who will collect the data? 05 When? When will the data be collected? 06 How? How will the data be collected?
- 8. How would you rate your process? (scale of: 1 = dreadfully manual, 2= in-between, 3 = fully automatic?) Question
- 9. 01 Share & Leverage Data 02 Senior Leadership Commitment 03 Test Data Collection Process (e.g.Pilot) 04 Keep Collectors in Mind II. What’s Next? “All of the different policy changes that I’ve implemented have not come from me. They’ve come from my CEO in the form of a letter or e- blast, or they’ve come from the board of directors, or they’ve come from the state chapter advisory group.” – Dresden Farrand, MPA, MPP, CAE, Senior Director of Membership and Chapters at CoSN
- 10. 01 Analyze the state of your data 02 Review your bylaws 03 Determine long-term goals04 Examine current processes III. Start Small
- 12. IV. Tough Love 01 It all begins with you! 02 Are you holding them accountable? 03 Cadence04 Have you asked how to make the process easier?
- 13. V. Simple Tools Excel or worksheets Google Analytics Current Programs: AMS, Survey Tools, Marketing Automation, Accounting Package
- 15. VI. Data Aggregator Examples Zoho Data Cracker Data Hero OfficeReports Discover Text Google Forms
- 16. The problem: NCACPA had too many data systems & only collected data 4 times a year because it was too painful The solution: Worked to centralize the organization’s data storage—not by replacing or consolidating existing systems but rather by building a “data mart” to integrate with all of them VII. Why Data Aggregation? http://associationsnow.com/2015/07/organize-visualize-member-numbers-knowledge/ North Carolina Association of CPAs staff spent 16 hours— two solid business days— generating a complete report of its key membership statistics, pulled from its association management system and compiled in Excel. 16 hours
- 17. VIII. How to Pay for Tools Service Fee Model • Split costs with chapters • Requires HQ buy-in • Take % of transaction • No upfront cost to chapter • Make separate revenue stream
- 18. Lessons Learned 01 Know what you have & use it02 Start small03 04 It all starts with you Create a plan
- 19. What medium would you prefer for an online CRP community/forum? Question
- 20. Q&A – Ask Away!
- 21. How to Share & Leverage Your Data http://www2.billhighway.com/l/13992/2016-10-31/5g838f Chapter Dashboards – Part 3: • Understand and reflect on how data is shared in your organization • How data is used to make decisions in your organization • What data do you already have that would be valuable to yourself or other decision makers? Date: Wednesday, November 16th Time: 12:00-12:45 PM E.S.T.
- 23. Knowledge Share Session Chat about a chapter project, initiative or challenge that you have on your plate. Even if it’s just to bounce some ideas around or hear what we’ve seen other use. http://www.billhighway.co/expert-chat/ Additional Resources
Editor's Notes
- #2: Kyle: Share Slide Share link in chat
- #3: Have a lot of new faces, enter in the chat box where you heard about the webinar? Share previous recording in chat box: https://www.youtube.com/watch?v=2_KGW-_6sos
- #7: Where do you start? By creating a plan In regards to data collection, can you answer the following? Who, what, where, when, why & how Creating a data collection plan lets you get everyone on the same page Why Why is the data being collected? Is it to support your strategic objectives and align chapters with national? What What data will be collected? Make sure it’s aligned to KPIs you previously established -Missed the KPI discussion? View part 1 of our chapter dashboard series (Link to knowledge bank: http://www.billhighway.co/knowledge-bank/association/) Where Where will the data be collected? (spreadsheets, database, AMS, etc) Who Who will collect the data? Will it be chapter volunteers or a specialist at HQ depending on source? Is it the marketing specialist, event coordinator, database manager, membership director? Who do they report the data to? Who is holding everyone accountable? When When will the data be collected? Have you established a cadence/frequency? (monthly, quarterly, yearly) What’s reasonable? Expected to pull everyday, critical time of the year, is there an important upcoming project? Perhaps different types of data is collected a different points throughout the year – be sure to outline this How How will the data be collected? Is it a manual or automated process? Can you just run some reports? Does HQ already have access/visibility to the data? On the next slide, rate your process…dreadfully manual or fully automatic
- #8: Analyze your current process: Is it a manual or automated process? http://www2.billhighway.com/l/13992/2016-07-08/53wykk/13992/174650/Chapter_Dashboard_v3.pdf
- #9: We’re going to focus on the how… Are you currently gathering consistent & useful data? And how are you doing it?
- #10: According to Dresden, be sure that the CEO, Board or Senior Leadership communicates the change in process and the new data collection plan (make sure you have commitment from leadership & that you’re not caught in the middle) Test: Start with a small sub-set of chapters to test the data collection method. Survey those involved on how it’s going - be sure to leave time to modify the process based on feedback received Start with the user/collector in mind…make it easy to start (you don’t want to fail right out of the gate) We will discuss the sharing and leveraging of data next week in Part 3 of our series
- #11: What data are you already collecting? Have you been using the data you already have? If you’re not using it, why? Is it the wrong data? Is it not helpful? If not using it, stop collecting it – eliminate the busywork/noise What data are chapters currently giving you? What are they not giving you, but should be? Become an enforcer Do they have to send you membership lists every month? Is it automated?
- #12: Example: Chip – FEI Survey Are you sending something like this? If not, you should be This is all data you can use If all your data is so disparate – this is something you can start doing…in an email, post in a newsletter, portal, etc Share this link: http://www2.billhighway.com/l/13992/2016-11-08/5gpnmh/13992/179266/FEI_2016_Chapter_Satisfaction_Survey.pdf (we’ll share in follow up email)
- #13: Did you set up a shared calendar invite of when the data is due for all chapter leaders, etc? Did they accept it? Or did you only send an email? Are you holding them accountable? Have you asked how to make the process easier?
- #14: Use your current AMS package/other existing tools you already have, such as survey tools, etc. Excel absolutely counts! Take advantage of Google Analytics (use it to track website engagement – see where and what your members are going to) Example from ACG, a benefit they provide to their chapter: Google Analytics has been built into each chapter website. This is a reporting tool that can be used to track trends and behavior on your website. Specifically, how visitors find your site, time spent on site, bounce rates, page views and top content.
- #15: Example: Mariner Management & Markeing LLC Roadmap Looking for something you don’t have to pay for, this is something you can use – is manual, will take longer, have to request from chapter, but good place to start Share link in chat: http://www2.billhighway.com/l/13992/2016-11-08/5gpnm7/13992/179262/CP_ChapterRoadmap__1_.pdf
- #16: Plug for BH – looking to map data together data for both national & chapters? Move on to more sophisticated paid software, such as BH or the ones we’ll review on the next page Zoho: Business data now lie scattered in flat files, feeds, databases, cloud storage services & online/offline applications. Wherever your data is, it's now easy to synchronize your data with Zoho Reports for analysis & reporting. Data sync is automatic and can be scheduled periodically. DataCracker is a slick new cloud platform that analyzes the contents of a data file--maybe one you generated with a tool such as SurveyMonkey, Survey Gizmo, or QuestionPro--and transforms it into beautiful charts, graphs, and word clouds. Data Hero: your responses will be analyzed automatically, resulting in an instant report of significant data and corresponding visualizations. With their drag-and-drop interface, you can easily combine survey responses with other data set and dynamically create custom charts and graphs to extract hidden insights. OfficeReports: Data visualization in Excel and PowerPoint DiscoverText: With dozens of powerful text mining features, including access to free and premium Gnip Twitter data, DiscoverText provides software tools to quickly and accurately evaluate text data.
- #17: Example: Why do you need a data aggregator? So you’re not like the NCACPA – sounds painful, right? Ask: How many of you would have to spend a similar amount of time?
- #18: Benefit: Chapters get better tools to leverage and national has access to data = win-win Rev stream until you break even and then rebate back to chapters? Ask: What other ways have you charged chapters for shared technology?
- #20: - I.e. Linkedin Group, FB group, slack channel, etc? - I like slack because we can create different threads and convos. But I'm not sure most people are on it. Whereas Linkedin would have more organic foot traffic
- #21: 15 minutes Ask – What topics do you want more of? Questions: What topics do you want more of? What other tools do you want to hear about? Where are you going/searching for to get info? What medium would you like tools to be delivered to you? (email, blog, social, online community/forum, etc)
- #23: Associations Now Organize And Visualize: Turning Member Numbers Into Knowledge Mariner Management & Marketing LLC Chapter Officer and Director Handbook FEI Chapter Satisfaction Survey Billhighway Chapter Dashboard–Part 1 Recording The State of Your Chapter Dashboard