Helping Everyone See the Bigger Picture
At MBS, we spend a lot of time in the detail – managing spreadsheets, setting up systems, sorting out roles. But now and then, it helps to pause and look at the bigger view.
Good admin isn’t just about tasks. It’s about making things clearer for everyone involved. Trustees, funders, staff and volunteers all need a clear view of what’s going on.
So, this month, we’re asking: What does your charity look like from the outside? And how easy is it for others to understand what you do?
Whose View Matters?
That’s simple – everyone’s views matter. Charities work with lots of people. Each person sees things from a different angle.
Trustees need financial clarity. Donors and funders want to understand your impact. Volunteers need to know where to find things. Staff rely on smooth systems to do their jobs well.
Ask yourself:
- Can someone new understand your documents quickly?
- Do your reports give a clear view without jargon?
- Do your meetings get enough info to make good decisions?
 Taking time to see things from someone else’s point of view helps spot gaps and confusion.
When View Is Missing, Mistakes Happen
Case Study:
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A small community charity relied on one Excel spreadsheet, managed by a single staff member, to track grants, donor details, and project outcomes. When that person went on extended leave, no one else knew where the latest version was stored or how to interpret the colour-coded notes.
As a result, a quarterly funder report was submitted late, and with missing data. This triggered a compliance review and nearly cost the charity a crucial £20,000 grant. The issue wasn’t lack of effort, it was lack of shared systems and accessible, consistent data views across the team.
Since then, the charity has moved to a shared cloud-based system, with clear naming conventions, access levels, and guidance notes. Now, everyone can view the right data at the right time, reducing stress and improving accountability.
Keep Sensitive Data Out of View
Some things shouldn’t be available to everyone. Every charity handles personal data. That means every charity needs to think about who can see what and how is data stored.
Keep data secure by:
- Checking who has access to shared folders and systems
- Using strong passwords and login protections
- Reviewing old data and deleting what you no longer need
Make sure your data policy is clear and up to date. We can help you carry out a simple data check to stay on the safe side.
If you’re unsure what data you should collect, store or share, the Information Commissioner’s Office (ICO) offers practical GDPR guidance for charities at ico.org.uk/for-organisations/charity.
Only give people access to the data they actually need. Keeping tight control over who can view personal or financial information helps protect your charity and the people you support.
Functional Admin Systems Are a Must!
Good admin doesn’t just keep things running, it shapes how others see your work. Clear systems and tidy records make your charity easier to understand, easier to trust, and easier to support.
When everyone gets a good view, things work better. Sometimes even the most organised of organisations are overcomplicating their admin systems. Overcomplicating often results in a lack of clarity and confusion when communicating internally & externally.
Clear systems mean less confusion and fewer repeated questions. When everyone knows where to find information, meetings run faster and tasks get done more efficiently.
Need help creating that clear system? We’d love to support you, from reviewing your data to improving your systems and templates.
At MBS, we simplify, systemise and organise, so you can get back to doing good.
