10 ways animal shelters are using data to advance their mission

On any given day, Best Friends team members are on the phone, going back and forth in email, or even physically sitting in the shelter next to staff at shelters across the country — from large, municipal shelters and private nonprofits to small, rural shelters operated by a sheriff’s department. In fact, Best Friends has entire teams whose job it is to work side by side with shelter staff. Being “close to the action” is intentional, an essential part of our work.

This approach offers several advantages. During a recent series of conversations with shelters, for example, we learned about the various ways they’re using data to advance their missions. Tracking the number of animals coming and going is nothing new. But shelters are increasingly becoming more sophisticated in their use of data, using it to make smarter decisions, stretch limited resources, and connect with their communities.

As the following list makes clear, the benefits of this data-driven approach are far-reaching. Here are 10 ways shelters are using data to save more cats and dogs.

1. Identifying the animals most in need
One of the most effective ways to improve outcomes for pets in shelters is to quickly identify the animals most likely to be in the organization’s care for weeks or even months. (Think shy cats or jumpy, mouthy dogs.) The sooner these animals can be identified and receive the extraattention they need, the sooner they can go home. Real-time monitoring of each animal’s length of stay is a critical first step.

2. Knowing what’s coming
Nobody can predict the future, but anybody who’s worked in animal sheltering for more than a couple of years would feel comfortable predicting next year’s “kitten season.” But less obvious trends can be tougher to track. That’s where historical data comes in. Maybe your foster volunteers drop off in the summer when people are traveling or around the holidays when people are extra busy. Identifying these trends allows a shelter to better manage precious resources.  

3. Regular pulse checks
Shelter work can be challenging on the best of days, so it’s important to start each day with a clear picture. Data removes most of the guesswork. A quick look at capacity, admissions, and length of stay, for example, helps staff manage their day proactively instead of frantically putting out fires.

4. Making decisions
Given what’s at stake, it’s hardly surprising that the shelter environment is emotionally charged. Data can take a lot of the emotion out of critical decisions by focusing on what’s actually working. Year-over-year comparisons, for example, let shelters evaluate whether a new program is making a real difference — or whether it’s time to try something else.

5. Increasing transparency
For years, many shelters were reluctant to share their data with the public, but that’s changing. Today, we’re seeing an increased interest in transparency, a recognition that it’s better to be telling your story — even if it’s bad news — than responding to somebody else’s version. In fact, shelters that share their data openly build public trust and often find that transparency generates more support, not less.

6. Evidence-based storytelling
Not everyone gets excited about data, of course. But shelters are recognizing the power of turning numbers into stories. A save rate that’s climbing, for example, or adoption numbers that outpaced last year’s gives shelters something concrete to celebrate that resonates with their boards, donors, volunteers, and the community.

7. Transforming data into content
The same data that’s used for board reports, donor updates, and the like can often be repurposed for social media or press releases. A simple, visual snapshot of a shelter’s performance — with context — is one of the most shareable things an organization can produce.

8. Fighting for (and protecting) resources
Municipal shelters are using their data to make the case for resources. When they can show elected officials exactly how their services are benefiting pets — and the families who care for them — budget conversations change. For nonprofit shelters, that same conversation can happen with their boards.

9. Replacing opinion with evidence
Shelters often face scrutiny — by the media, policymakers, or advocates. When this happens, there’s no substitute for the hard numbers; data gives shelter leaders something solid to stand behind. Data is important for transparency, which is important for trust.

10. Stronger grant applications
Funders are more likely to fund low-risk bets; having the data to show what’s working makes for more compelling grant applications. Follow-up data can then be used to demonstrate program impact, which is critical to developing long-term relationships with funders.