Why Shelter Data Matters—And How We Can Do It Better
Most people don’t get into shelter work because they love data entry. They do it because they care about people—people often overlooked by society. They stay because they see the impact they’re making.
So when we talk about shelter data, it’s understandable that some people check out. Isn’t the “real work” about helping people? Absolutely. But if we don’t use data well, we’re limiting our ability to help.
To understand why data matters, ask two simple questions:
Who benefits from it?
How are they better off because of it?
Too often, we fail to make these connections because:
We collect data but don’t use it to drive change.
We focus on the wrong data.
We treat data entry as separate from the “real work.”
It’s time to stop proving we know how to count and start using data to improve outcomes.
Data Is a Puzzle—And Every Piece Matters
Think of data as a giant puzzle, where each piece represents a guest’s story, their housing journey, and the support they need to exit shelter successfully.
When data is missing, gaps form that affect everything:
A guest’s housing barriers may not be fully understood, making it harder to connect them to the right resources.
A rising trend—like more seniors seeking shelter—may go unnoticed until it’s a crisis.
Decision-makers may fund the wrong things or fail to see what’s not working.
When we consistently collect and use good data, we don’t just improve shelter operations—we make sure no one is left behind.
The Problem with “Counting Data”
Many shelters track data because they have to—not because it helps them improve outcomes.
We often focus on “counting data”—meals served, showers taken, mail received. These numbers tell us we’re busy, but do they tell us if anyone is better off?
We need to move beyond tracking what we do and start using data to improve what we do:
Instead of just counting how many guests stayed in shelter, track how many exited to stable housing.
If some guests are staying longer, analyze what’s preventing them from moving on.
Use data to advocate for funding and system improvements that actually make a difference.
Shelters Can’t Do It Alone: Building a Data-Driven Culture
To make data useful, shelters need partnerships, communication, and leadership buy-in.
1. Strong, Trusting Relationships
Shelters are part of a larger system that includes Coordinated Access leads, HIFIS administrators, system planners, and funders—all of whom may influence what data gets collected.
Trust isn’t built through compliance—it’s built through collaboration. When shelters trust that their data is being used meaningfully, they’re more likely to invest time in collecting it accurately.
2. Honest, Two-Way Communication
Shelters often feel like data is something “required of them” rather than something they’re part of.
Instead of just handing down lists of required data points, explain why they matter:
If you’re asking staff to track Housing History in HIFIS, explain how that data is now critical for calculating chronicity, which likely means greater prioritization in most communities.
If a new data field is introduced, don’t just say, “Start tracking this.” Instead, clearly explain who the data benefits and how it will be used.
When staff understand why their data matters, they’re more likely to track it accurately and consistently.
I made this mistake before—once requiring shelter staff to track every guest’s “reason for service” but failing to explain why. At the end of the year, we had overwhelming data showing that 98% of shelter guests accessed shelter due to a lack of housing. Not exactly groundbreaking. That was a missed opportunity to gather better insights.
3. Leadership Must Lead by Example
If shelter leadership never logs into HIFIS or engages with data, why should frontline staff?
Leaders should:
Review key shelter data regularly.
Use data to drive decisions and improve services.
Reference data in meetings to highlight progress and challenges.
This isn’t about micromanaging data entry—it’s about showing that data matters beyond compliance.
Making Data Less Overwhelming
Data feels like a burden when:
It’s overcomplicated.
It focuses on the wrong things.
It feels like “extra work” rather than part of the job.
Here’s how to make data work for shelters, not against them:
Cut out legacy data. If no one knows why a data point is being collected, ask whether it’s still necessary.
Find the right balance between simplicity & quality. Focus on the most critical data points that drive decisions.
Make data part of team culture. Use dashboards to show progress, set internal challenges (e.g., “Let’s reduce length of stay by 10% this quarter”), and celebrate data champions.
When staff see data as a tool for success rather than a compliance headache, everything changes.
Final Thought: Data Is a Tool—Not a Task
At the end of the day, data isn’t separate from the “real work.”
Every data point is a piece of a guest’s story.
Every report tells a bigger truth about what’s happening.
Every system change that improves services starts with better data.
If we use data well, we don’t just run shelters more efficiently. We change lives.
Let’s make sure the data we collect is worth the time it takes to track it.
What’s Next?
Want to make data work better in your shelter? Start by:
Reviewing what you track and eliminating unnecessary data fields.
Regularly sharing data with staff to keep them engaged.
Celebrating data wins (and data champions).
Advocating for data-driven system improvements that help your guests.
If your shelter or system is struggling to connect data to real impact, OrgCode can help. Whether it’s refining what data you track, building a stronger data culture, or making the most of HIFIS, we work with communities to ensure data drives real change—not just compliance.
Let’s move from data collection for compliance to data collection for change.