9 Mistakes to Avoid With Your Nonprofit’s Software

It’s an exciting time in the world of nonprofit technology. Software is evolving, and new products and functionality are regularly popping up.

The right software can do amazing things for your organization, such as helping you work more efficiently and allowing you to connect with your constituents in more meaningful ways. But it can also be easy to fall into traps when it comes to your nonprofit’s technology.

The good news is that you can avoid pitfalls with your organization’s software by learning from challenges others have faced. Let’s look at some common mistakes to avoid with your nonprofit’s technology.

1. Lacking Clear Goals

Before you select and implement any new software, it’s important to clearly define what you’re trying to accomplish with it. Otherwise, you’ll likely end up with a solution that meets a few people’s needs but doesn’t really support the strategic needs across your organization.

Even if your nonprofit is small, create a team of cross-functional key stakeholders. For each potential technology change, work with this team to identify what you’re trying to achieve and what challenges your organization is facing in reaching those goals. Prioritize your list of needs and technology gaps that are most critical to your ability to reach your goals. Then, create a short list of software to evaluate.

2. Not Considering User Feedback 

The people who use your software on a regular basis have first-hand knowledge of what’s working and not working. Failing to ask for (and consider) their feedback can lead to dissatisfaction with new software and low adoption rates. Depending on the nature of the software, it can even eventually lead to staff turnover and lost donors and volunteers.

So, as part of your technology planning and selection process, be sure to talk to your staff members and some constituents (such as donors, volunteers, and board members) to get their feedback.

3. Underestimating the Need for Software Training

No matter how great your new software might be, it won’t work optimally if your team doesn't know how to use it. Failing to invest in initial and ongoing training can result in frustration, underutilization of new software and staff turnover.

The solution: Plan for initial training sessions and ongoing training/support to keep your team working efficiently and confidently. Keep in mind that improving technology training can be relatively easy and affordable if you turn to the right resources. For example, most technology vendors offer a variety of free and inexpensive online courses, in-software help menus and basic customer support. You can also turn to one of your software vendor’s service partners for custom training and support if you have a highly configured or customized implementation of your technology.

4. Focusing on Price Over Value

Of course, the cost of software is important. But choosing software simply because it’s the cheapest option can backfire. For example, a product might seem inexpensive now, but it might not meet all of your organization’s needs and might require costly product and service add-ons later to work the way you need it to.

So, be sure to balance cost considerations with the overall value the software provides, including functionality, scalability and customer support.

5. Failing to Think Ahead

There’s little doubt that your nonprofit's needs will evolve. If you choose software that can’t grow with your organization, you’ll probably face costly and disruptive challenges down the line.

To avoid these bumps down the road, consider your organization’s goals and needs for the next three to five years. As you choose software, opt for solutions that are flexible enough to accommodate future changes in the number of users, data volume and integration with other software and apps.

6. Overlooking Integration Capabilities

Your nonprofit uses multiple software systems. If you choose new software that doesn't integrate well with your other systems, you can create new challenges, such as data silos and process inefficiencies.

Before you adopt new software, make sure it can easily connect with key software, such as your customer relationship management (CRM) system, online fundraising and email marketing tools, and peer-to-peer fundraising software, to support your organization’s critical processes. For example, think through how an online donation record will make its way to your email marketing platform.

Beware that some software vendors offer multiple capabilities and features that are not in the same platform and, therefore, are not truly integrated. For example, a vendor might have acquired software from another company and rebranded it, so it’s really a separate product that may or may not integrate well with its other products.

7. Neglecting Data Security

Your organization handles sensitive information about donors, beneficiaries and financial transactions. Neglecting data security — including best practices, such as multi-factor authentication and regularly updating passwords — can lead to breaches that damage your nonprofit’s reputation.

Be sure to choose software that includes robust security measures, such as data encryption, secure access controls and enforcement/support of other security best practices.

8. Launching Without Fully Testing

Consider this scenario: A nonprofit implements a new email marketing tool. The organization is anxious to launch the new tool and decides to compress the testing period. After sending a few email communications, they find that the email deliverability rate is lower than expected. Also, the tool’s reports and analytics are inaccurate.

Avoid this type of mistake by conducting a thorough test of any new software before rolling it out. Gather user feedback, identify the source of any issues and work with the software vendor to address any problems before launch.

9. Setting and Forgetting

Don’t assume that once you roll out new software, it will continue to meet your organization’s needs without further assessment or adjustment. Software vendors issue product updates and upgrades. Data security issues change. Your organization’s processes change. Eventually, your software may no longer align with your organization’s needs and processes.

Make sure you continue to run the latest version of your organization’s software. Also, regularly evaluate your software’s configuration and performance. As part of this ongoing process, gather user feedback, monitor key metrics and stay informed about new and upcoming product updates and features that could benefit your organization.

The preceding blog was provided by an individual unaffiliated with NonProfit PRO. The views expressed within do not directly reflect the thoughts or opinions of NonProfit PRO.