Nonprofit Reduces Grocery Donation Data Entry Time By 43% With GLSS
Canada
Nonprofit
Operations
43%
- The problem: Each record of a grocery donation took over 30 minutes to process, creating a bottleneck in the system. This slow data entry process led to outdated records, delayed invoice generation, and frustration among staff and agencies alike.
- Applying the knowledge gained from GLSS Green Belt Training & Certification, the organization reduced the data entry time by 43%, leading to significant improvements in the organization’s overall operational effectiveness.
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The organization’s operations faced a major challenge in keeping up with the high volume of grocery donations. Each record of a grocery donation took over 30 minutes to process, creating a bottleneck in the system. This slow data entry process led to outdated records, delayed invoice generation, and frustration among staff and agencies alike. Accurate records were crucial, not only for internal reporting but also for ensuring that Agency Share Invoices were ready for sign-off when agencies received their donations. Without timely data entry, meeting audit requirements became increasingly difficult.
For any nonprofit, efficiency is critical. When time and resources are wasted on inefficient processes, the organization’s ability to help those in need is compromised. It was clear that this was a problem that couldn’t be ignored. The organization realized that optimizing this process wasn’t just about cutting down on data entry time—it was about ensuring the nonprofit could continue to deliver services effectively, maintain transparency, and meet its audit requirements. To achieve these ambitious goals, the organization turned to GLSS, whose expertise and innovative training solutions played a key role in the project’s success.
When the team examined the data entry process closely, they identified two significant root causes:
- Too many product codes: There were far too many detailed product codes to keep track of, leading to unnecessary complexity. This increased the time it took to input each donation record.
- Multiple tracking methods: Workers used different methods to track product allocations, which created inconsistencies and confusion. With different tracking systems in place, records were scattered and disorganized, slowing down the entire process.
To tackle these challenges, the charity enlisted GLSS Training & Certification, whose process improvement training provided the skills and strategies needed to transform the data entry system. With the help of GLSS’s innovative training methods, the organization was able to implement key changes:
- Redesigned receiving forms: The receiving form was redesigned to capture all the necessary transaction details more straightforwardly. This simplified form became the standard for all staff, who were cross-trained to ensure everyone knew how to complete the form properly.
- Simplified product categories: Instead of having countless specific product codes, the organization consolidated items into broader food categories. This change made it much easier to categorize donations quickly and accurately.
- Standardized tracking: The nonprofit standardized the way product allocations were tracked by creating a single form that all workers used. This eliminated the confusion caused by multiple tracking methods and ensured that all records were consistent and reliable.
with GLSS
By choosing GLSS Training & Certification, the organization was able to meet its operational challenges head-on. The innovative instructional design and tailored content of the GLSS training empowered the organization to achieve faster, more sustainable results. What might have seemed like an overwhelming problem was broken down and solved step by step, leading to a more streamlined, efficient, and compliant data entry system.
This successful project positions the organization for future success. With the new system and trained staff in place, the organization can focus on what truly matters—serving its community effectively and confidently meeting any challenges that come its way. Through the power of process improvement and strategic training, this nonprofit is now ready to continue making a difference with greater impact than ever before.
*We value our clients’ confidentiality. While we’ve changed their names, the results are real.
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