The importance of keeping records

  1. From your very first cleanup you should keep track of the numbers of bags you collected from your river or ocean as well as an estimated weight per bag. (Hennops Revival in South Africa packs their bags in rows of 10 for easy counting.)
  2. Have all volunteers sign indemnity forms, so that you can know how many people attended, as well as having their contact details, should you wish to start a monthly newsletter. The data acquired from this exercise will be proof of your hard work and be helpful in keeping your volunteers informed about events they may have missed and upcoming events, ideas and plans!
  3. Keep financial records, and acknowledge any donor contributions, acknowledge them in social media posts (with their permission of course – some donors prefer to be anonymous, and also be sure to get their permission to use their logo on your posters and advertisements). It is not necessary to advertise the amount of money that has been contributed, but show them the work that has been made possible with their contributions..
  4. If you have officially set up your non-profit company and have it registered, then it’s best to appoint an external auditor to ensure that your financial accounts are up to date and that documents necessary for potential funders are readily available to send out to them on request. This ensures that there is a flow and easy process when corporate social responsibility comes your way! You may be lucky enough to know an auditor and it’s possible to get this service sponsored. All this data will be evidence of your track record and will be valuable when presenting to potential funders and stakeholders.

Tarryn Johnston

Founding Director: Hennops Revival