RUN A PTA – Data
Crunch the numbers
Keeping track of your data makes it easier to plan events and lets you find out what’s working and what’s not
M
egan Wybrew, trustee of the Friends of Torridon Primary School PTA (650 pupils) in south east
London, recalls how a typical planning discussion would go when she first joined the PTA: ‘How many burgers do you think should we order?’ ‘I don’t know. How many did they get last time?’ ‘Steve thinks it was about 200.’ ‘Was that enough?’ ‘I think they sold out, but I don’t know how close to the end of the day it was.’ ‘I thought they had loads left over.’ ‘Does anyone know how many we should get this year?’ Everyone shrugs. ‘My professional background
is in the charity sector, where monitoring and evaluation are a natural part of the job,’ says Megan. ‘I’ve brought this ethos into my role on the PTA. I always make a point to record as much data as I can, including hard figures, such as quantities of supplies we purchase and use at events, plus softer details, such as observations about what worked well or didn’t.’ She adds that this combination helps the PTA evaluate the success of events and measure the volunteer time invested in generating profits. Data may not be everyone’s favourite topic, but we live in a
data-driven world. As supporters’ earnings struggle to keep up with the rising cost of living, it has become increasingly difficult for PTAs and schools to attract donations. Moreover, every purchase is expensive. Data is easily available, and tracking the metrics helps identify areas for improvement. PTAs can put their numbers to
work in two ways: internally, as information for the committee and for event planning, and externally, to communicate with supporters and
I record as much data as I can, including hard
figures, such as quantities of supplies we purchase
the wider community. Maybe you already use data as part of a stock check, to record expenses or calculate proceeds; perhaps you make posters and social media graphics that use numbers to demonstrate impact. Collecting, collating and evaluating this data can save you time and money, and boost profits.
Value the hours Elizabeth Cook, charity trustee at
Milton Primary School in Cambridge (320 pupils) and committee member at Milton School Association says it’s no longer acceptable to think that it doesn’t matter what we make, as long as we make something.
School Fundraising SPRING 2025 45
BY DANIEL ETHERINGTON. IMAGES: GIRAFCHIK123; NADZEYA_DZIVAKOVA/
ISTOCKPHOTO.COM
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