A 5 minute check for senior leadership.

Section 1 of 5

Your data

Two moments every leadership team knows: the board meeting where the answer isn't at hand, and the report where two spreadsheets disagree.

1. Question 1

   1

   If a donor or board member asked today, “how many people did we serve this quarter, and what changed for them?”, could you answer in under an hour, from one source?

   YesPartlyNo
2. Question 2

   2

   If two staff members each pulled last month's participant count from your records, would they get the same number?

   YesPartlyNo
3. Question 3

   3

   If the one person who runs your spreadsheets left tomorrow, could someone else keep things running within a day?

   YesPartlyNo

Section 2 of 5

Your programs in the field

Where the data actually gets made, by people with full days, patchy signals, and no patience for tools that slow them down.

1. Question 4

   4

   Do field staff, coaches, and volunteers record information once, on a device they already carry, not on paper that someone re-types later?

   YesPartlyNo
2. Question 5

   5

   When the internet drops in the classroom, on the field, or in the village, can your team still record what happened and sync it later?

   YesPartlyNo
3. Question 6

   6

   When someone asks “where do I need to be on Saturday?” or “who came last week?”, can any team member answer from one visible place, or does it live across WhatsApp groups, diaries, and someone's memory?

   YesPartlyNo

Section 3 of 5

Donors, reports & visibility

The moments your funding depends on: the quarterly report, the “what happened to that cohort?” question, the Friday request for a success story.

1. Question 7

   7

   When a funder or CSR report is due, can your team produce it in one working day, without a week of copy-paste?

   YesPartlyNo
2. Question 8

   8

   When a donor asks, “What actually happened to the children in last year's program?”, can you trace those individual journeys?

   YesPartlyNo
3. Question 9

   9

   Do you track what changed for participants (outcomes), with definitions your whole team agrees on, or mainly who attended?

   YesPartlyNo
4. Question 10

   10

   If a donor update, website post, or social media need arrived on Friday (photos, a success story, the right numbers), could your team pull it together in a day?

   YesPartlyNo

Section 4 of 5

Your team

Where technology succeeds or dies: who chose it, whether it survived, and whether a newcomer can learn it without asking around.

1. Question 11

   11

   Were the staff and volunteers who use your tools actually involved in choosing them?

   YesPartlyNo
2. Question 12

   12

   Is most of the technology your organization has bought or been given over the years still in active, everyday use?

   YesPartlyNo
3. Question 13

   13

   Can a new staff member learn your systems from written guides, instead of asking three colleagues?

   YesPartlyNo

Section 5 of 5

Money, risk & data protection

The quiet questions that only get asked when something breaks: who pays, who fixes, who holds the keys, and whose data it actually is.

1. Question 14

   14

   When your organization spends on technology, is it planned, or does it happen when something breaks, or when a donor happens to offer?

   YesPartlyNo
2. Question 15

   15

   If your website or tracker broke this morning, do you know who fixes it, and roughly what it would cost?

   YesPartlyNo
3. Question 16

   16

   Does your organization control every account, password, and backup, or does a former vendor, volunteer, or ex-employee hold the keys?

   YesPartlyNo
4. Question 17

   17

   Do you know exactly where beneficiary data lives, who can access it, and whether you have consent for how it's used in reports, photos, and donor communications?

   YesPartlyNo

One last thing

Which moment feels closest?