As your organization grows and evolves, the same should be true for your technological infrastructure. However, scaling technology goes beyond enhancing hardware or software capabilities. It requires careful planning and a focus on long-term sustainability.
To help you make informed decisions, we’ll explore four best practices for scaling your nonprofit’s technology. Whether you’re considering a constituent relationship management (CRM) software upgrade or an investment in new fundraising software, these insights will ensure that your organization is well-equipped to navigate the process.
1. Assess Current Needs and Future Goals
Start by evaluating your organization’s current technology infrastructure and identifying areas where improvements are needed, making sure to:
- Collaborate with your team. Involve key stakeholders, including staff, board members, and volunteers, in the goal-setting process to gain diverse perspectives and ensure that technology goals align with the broader vision of your nonprofit.
- Make SMART goals. Use the SMART framework (which stands for specific, measurable, attainable, relevant, and time-bound) to structure your technology goals. For example, instead of setting a vague objective to “improve our technology infrastructure,” you might aspire to “upgrade our data management system by the end of Q3 to increase donor retention by 15% over the next fiscal year.”
- Prioritize urgent needs. Outline the sequence in which you plan to tackle each technology-related goal and prioritize updates or investments based on urgency. For instance, an online fundraising platform may be foundational to your mission and will therefore need to be addressed before less significant technology like your internal communication tools.
If you need assistance through the goal-setting process, consider working with a nonprofit technology consultant. In most cases, they will conduct a comprehensive audit of your current technology and map out a scaling process that is efficient, cost-effective, and sustainable.
2. Consider Cloud-Based Solutions
Cloud-based software is a popular trend in the nonprofit technology sector. That’s because it typically follows a subscription-based pricing model, which can be more cost-effective for nonprofits compared to upfront hardware and software purchases.
In addition to significant cost-savings, cloud-based technology provides:
- Flexibility: Cloud solutions are highly scalable, allowing nonprofits to easily adjust their technology resources as they grow. Whether it’s adding more storage or increasing the number of users on the account, cloud-based solutions adapt to changing needs without the need for major IT overhauls.
- Accessibility: Cloud technology allows users to access data and applications from anywhere with an internet connection. This accessibility connects geographically dispersed teams and supports a more agile and responsive organizational structure.
- Reliability: Cloud-based solutions automatically back up important files, documents, and databases, so you can recover them in case of accidental deletions or hardware failures. In turn, you can have peace of mind and maintain the integrity of your nonprofit’s operations.
Keep in mind that the ability to safeguard sensitive information should outweigh these other features. Assess the security measures and compliance certifications of prospective cloud providers to ensure they align with your data protection needs.
3. Prioritize Integration
Whether you plan to invest in new software or upgrade your current systems, prioritize technology with integration capabilities. Integrations create a cohesive technology ecosystem that improves data flow and reduces manual data entry.
If your nonprofit uses Blackbaud CRM, for instance, you can access their extensive partner network and connect the following systems:
- Email marketing automation tool: Connect your email marketing automation tool with the CRM to track donor engagement and gain insights that can improve outreach. Plus, you can categorize donor lists, automate email campaigns, and monitor engagement directly within the CRM interface.
- Online donation processing system: Integration with an online donation processing system guarantees that all contributions made through your website are recorded in the CRM system. This simplifies the donation tracking process and provides a comprehensive overview of giving histories.
- Volunteer coordination software: Monitor volunteer activities, sign-ups, and involvement alongside donor data within the CRM platform. Having a holistic view of both donor and volunteer interactions facilitates a deeper understanding of supporter engagement and can help optimize your retention strategies.
As you migrate data from one system to another, it can be beneficial to work with a software developer to ensure the process goes smoothly. They might recommend that you leverage an Application Programming Interface (API) or set up an intermediary software layer, known as middleware, to create a seamless flow of information.
4. Plan for Training and Support
Training is a crucial step in scaling your nonprofit’s technology, as it empowers staff to leverage new tools effectively, which in turn can maximize your ROI. Create a training program that accounts for:
- Role duties: Ensure that team members receive relevant and practical instruction tailored to their day-to-day responsibilities. For example, a fundraiser might need to learn how to manage donor relationships in the CRM, while an outreach coordinator focuses on how to generate reports on engagement.
- Continuous learning: Technology is constantly evolving, and nonprofit staff need ongoing support to keep up with new features, trends, and best practices. Plan regular training sessions to foster continuous learning.
Change can be met with resistance, so use these training sessions as an opportunity to communicate the benefits of your new technology and address any concerns.
Adam Weinger
Double the Donation