During the first hour of each morning, someone from the Love INC team would collect the handwritten call logs from the day before, along with corrections and updates to current records, and compile the data into a single spreadsheet.
The data would then be manipulated, and the new, updated spreadsheets would be prepared for that day.
For two to three hours at the end of each month, Kim would take the aggregated spreadsheet information and manipulate the data to provide multiple reports for their Board. When describing this process, the word Kim continuously uses is counting: counting the number of calls that came in, counting the number of needs met, counting the number of referrals, counting their impact.
At an hour every morning and two to three hours at the end of every month, collectively, that's 23 hours a month, or 276 hours a year.
With community needs and call volumes increasing, Kim knew there had to be a better way to collect their data. But it wasn't until Jessica Dunlevy, Love INC's Ministry Assistant, joined the team that she knew it was time to change. Kim considered her four-person staff and had a realization.
Three out of four of them would be retiring within the next five years. These data collection methods were working well enough for them – but would they work for the next generation of staff?