Database Systems: Tips About Where to Start

Over the past few months, a common theme emerged in conversations regarding grantee needs: “We need a database to track our work, but we are unsure where to begin.”

The moment I heard this, my ears perked up. Not only am I a huge database nerd, but database management has been a core part of my career for over ten years. I have touched nearly every aspect of database work, including researching and shopping for new systems, cleaning up messy data, maintaining day-to-day processes, and even full system transitions.

I know from experience that finding (and maintaining) a database that actually fits your organization can feel daunting. That’s the thing! It feels daunting, but it does not have to be. So, I want to share a few tips I have picked up along the way:

1. Take stock

Before you even Google for database systems, take a step back and look at what you are already collecting—whether that’s spreadsheets, paper forms, or even informal notes.

Ask yourself:

• What information matters most to our mission?
• Why are we collecting this data, and how will we use or share it?
• What problems are we actually trying to solve with a database?

A database will not magically fix things if you are not collecting the right information to begin with.

2. Identify which type of database best matches your goals

For example, if your main goal is to:

• Track donors and fundraising → look for a customer relationship management system (CRM)
• Track clients and services → consider a case management system
• Track program outcomes → explore an impact management system
• Manage all of the above → look into an integrated nonprofit platform

If you have never used a database before, I would not recommend jumping straight into a fully integrated platform and trying to track everything at once. Instead, look for systems with strong integration capabilities so you can grow into them over time.

3. Map your workflows before you shop

Think about how your work actually happens:

• How does information come into your organization?
• Who interacts with it?
• What reports do you need to produce?

From there, you can build a list of “must-haves” versus “nice-to-haves” based on your real processes—not just what sounds good in a demo.

4. Consider your team’s capacity

The “best” database is the one your team will actually use.

Consider:

• How comfortable your staff is with technology
• When they will realistically have time to input and manage data

While databases can absolutely create efficiencies, they also require time and consistency in ways you would not expect.

5. Phone a friend

One of the best ways to find a system is to see what others are using. Reach out to organizations with a similar size or mission and ask about their experience.

Consider that people will usually start with what’s not working, so keep an open mind.

Follow up with questions like:

• Does the system truly meet your needs, or are you relying on workarounds?
• Are you able to keep everything in one place, or are you still using outside tools?
• How responsive is the database tech support team?

6. Take advantage of demos and trials

Never sign a contract for a system you haven’t personally explored.

And when possible, ask to walk through it with someone who really knows the system, not just a salesperson. Sales representatives are great at explaining features and pricing, but they often do not live in the system day-to-day. Give them real examples of what you want to track and see what it would look like in the system.

7. Start small and keep your commitment short

It can be tempting to sign a multi-year contract or jump to a higher-tier plan, but we advise against that!

Start with the lowest subscription level and commit to one year. If the base version does not meet your core needs, it is probably not the right system anyway. After a year, you can reassess and upgrade if it truly makes sense.

8. Think about integrations

Consider the tools you’re already using—email, accounting software, forms, etc.

Will this system integrate well with them? And will it still work with tools you might adopt in the future?

9. Keep in mind that garbage in = garbage out

Once you choose a system, take the time to clean your data before importing it. If you bring in messy, inconsistent, duplicate-filled data, your reports will not be reliable later. Set clear standards for how data should be entered so everyone is doing it the same way from the start.

10. Remember we are here for you!

I could go on (and, honestly, I probably would if you let me), but I hope for now that this gives you a solid place to start. If you want a sounding board or need help thinking through your database challenges, feel free to reach out to me via email at rose@weitzfamilyfoundation.org to set up a Zoom call.

We share these blogs on LinkedIn, so head over there and under this blog’s post, drop the name of the system you are currently using in the comments. You never know, it might help someone else find their new database!