Knowing Your Consortium Members: Data Collection Tips

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Consortia sites often have little information about their members beyond general contact information. This information is vital for recruiting and retaining members as well as deciphering the types of resources that will be useful to Neighborhood Networks centers. Membership information is also crucial to the development of marketing materials, fundraising, and grants applications. With the right information the consortium can create compelling arguments to potential funders and/or provide crucial information that will strengthen a grant application.

Before a consortium can actually begin to collect information about its members' centers, it must consider the purpose the information will serve. Will it be used to maintain general contact information about a center, for marketing materials, or as a resource for other member centers? In addition, the consortium may choose to inform potential donors of its existence and mission by collecting specific information about members and creating a letter of introduction that paints a clear picture of the consortium members. The information gathered could also provide insight to the population that is served by the member's centers. Regardless of the purpose of material design (marketing or membership recruitment), it is always important that consortia present clear and detailed information.

What information does a consortium need?

A wide range of information can be collected about Neighborhood Networks centers that will be valuable to partners, funders, foundations, and those seeking an understanding of a consortium. This information is often critical to program evaluation, resource solicitation, and grant development. Particularly in the latter case, it is important to carefully select data that is helpful in constructing a grant. The following are some examples of the types of specific information a consortium might want to gather:

	Number of residents and resident units in the property served by the Neighborhood Networks center.
	Location of the center.
	Existing partnerships.
	Demographic profile that includes age, race, and income of residents or the surrounding community.
	Number of residents that participate in center programs.
	Types of programs the Neighborhood Networks center offers.
	Capacity of Neighborhood Networks centers (including number of computers, number of staff people, etc.).
	Success stories and achievements.
	Neighborhood Networks centers' needs (including equipment, staffing, and program needs).
	Historical information for each member center (i.e., when the center was opened or how long it has been in operation).
	Past funding success.

With this information, a consortium is well equipped to understand the types of resources member centers may require and market their members to potential partners and funders.

How does the consortium gather this information?

There are a variety of methods that can be used to collect information about consortium members. These range from basic phone call interviews to more sophisticated online surveys. The following illustrates some of these data collection methods:

How does the consortium store this information?

Collecting and storing data in a useable format allows the consortium to analyze and develop a report about its members or the group as a whole. At the most basic level, a text document can be used to store information. However, this method is extremely static and difficult to manipulate when the consortium is looking at numerous members and needs to update the document. Text documents can be created using basic word processing software such as Microsoft Word and Corel Word Perfect.

Spreadsheets can also be used to store data and allow users to make calculations or crunch numbers. The major drawback with spreadsheets, as with text documents, is that inputting and manipulating data becomes awkward when there are numerous entries. Moreover, these types of documents require some proficiency in spreadsheet use to be truly effective. Common spreadsheet software includes Microsoft Excel and Lotus 1-2-3.

Databases are the most preferred method of storing data information. While this method is more involved and requires database proficiency, databases offer the most flexibility for maintaining information about members, conducting searches and inquiries, and creating reports about membership. Sophisticated databases can link to calendars, include photographs of members, and keep a log of calls and to-do lists. Some examples of database software include Microsoft Access, ACT database, and FileMaker Pro.

Data Collection Links

The following Web sites offer information about collecting data, using Web surveys, and creating databases.

Web Surveys:

• SurveyMonkey.com
• Createsurvey.com (go to demos to see sample surveys)
• Zoomerang Surveys

Database Software:

• ebase®
  
• NonProfitExpert.com