Tech Tips for Fundraisers in 2009

If 2008 has been an exceptionally challenging year, 2009 promises even greater opportunities to do more with less. These difficult times demand that nonprofit organizations become as efficient and organized as possible and that they employ technology more effectively than ever before to reduce overhead costs while speeding project implementation.

Organizations can take a number of steps right now to keep their technology up-to-date, secure the safety and availability of crucial data, and help ensure that their operations remain healthy in the months ahead. Consider this start-of-the-year checklist to put technology to work for your group in a way that will help you meet the difficult tasks ahead.

Housekeeping actions
1. Organize your e-mail. Take the time to archive old e-mail messages — those in both your Deleted and Sent folders — to help your e-mail system run faster and to make room for more messages. Delete any files remaining in your Junk Mail folder. Check any e-mail folders you have created and delete any messages that are no longer of use. Reorganize any folders that no longer conform to your evolving filing system. Finally, review the e-newsletters that you receive to determine which ones you read and which you quickly delete; unsubscribe from those that are no longer valuable and that are clogging up your Deleted folder.

2. Keep your data secure. Back up critical files and databases off site. In case of a fire, flood or other disaster, keeping a backup in your office does no good — as it likely will be destroyed along with the originals. You can find organizations online that enable you to copy your files to a server via the Internet for secure, password-protected storage and later retrieval from any computer. Alternatively, you can make arrangements with a local provider of data-storage services.

3. Keep your systems secure. Be sure that you have a firewall in place — one that is either software- or hardware-based — to protect your computers from Internet intruders. Protect your system as well with anti-virus and anti-spyware software. Be sure that your security software is up-to-date, including updating the firmware for your firewall and/or router(s).

4. Digitize your information. Paper forms, notes and records can be lost or easily damaged. Scan your current paper-based data into a server or desktop computer so it can be preserved and backed up.

5. Update your software. While Microsoft Windows Update keeps your operating system and Microsoft Office files secure and updated, it will not update non-Microsoft applications. Look online for services like those at Secunia.com that will scan your computer for missing software patches and vulnerabilities. You can find free updates of printer and graphics driver software at manufacturers’ Web sites.

6. Keep your smart-phone applications up-to-date. Chances are you use the little computer on your belt or in your purse as much as the one on your desk, so remember that the applications on your smart phone are not necessarily updated automatically. Download the latest versions of key programs to your phone to maximize your efficiency.

Improvement actions
1. Determine which internal functions can be outsourced. You might find it considerably more cost-effective to switch from your internal Exchange server to an online service that will host Exchange e-mail and calendar functions for you, eliminating your system maintenance expense in this area. Alternatively, you might consider switching to free, Web-based e-mail and calendaring services like those offered by Microsoft’s Windows Live and by Google. Free Web site hosting is available for nonprofit organizations from vendors such as DreamHost or Microsoft Office Live Small Business.

2. Get connected for mobility. If you aren’t using a laptop computer or smart phone, give them another look. Their prices have come down significantly, and you can use them to access e-mail, calendars, contacts, the Internet and documents anywhere, anytime. Excellent smart phones can be purchased for as little as $100 to $200, with a service plan; and lightweight laptops now cost as little as $500.

3. Increase your Internet bandwidth. Few things will deter efficiency as much as a slow computer network. Invest in the bandwidth you really need to ensure that e-mails are sent and received easily, work on the Internet can be carried out speedily, and files can be accessed and saved readily.

4. Review your technology training needs for 2009. Have you experienced substantial turnover in your organization? Have newer staff members received appropriate technology training? Determine who needs what kind of training and develop a plan for delivering it.

5. Subscribe to RSS feeds. RSS (Really Simple Syndication) is a service that allows your computer to automatically receive updated reports and information from Web sites to which you subscribe. These updates are delivered to a folder in Microsoft Outlook or to your Web browser or other “RSS reader” screen on your computer. If you have a favorite magazine, news site, blog or other online resource, chances are you can subscribe to its RSS service and receive updates as soon as they are posted. This eliminates the need to go to individual Web sites to get new information; instead, new information comes to you!

6. Survey your staff. Ask your colleagues and employees what technologies they would like to have that would help them do their jobs better. You may find that you already have the technology but have not fully implemented it or that it may be inexpensive to acquire.

7. Learn shortcuts. There are many time-saving tips available. For example, to quickly get to your desktop simply hold the Windows key and press D. You don’t have to minimize all the open windows! Likewise, if you need to quickly log out, try Windows key–L. Learn many more tips for Windows and Office at Microsoft Office Online. Sites such as Lifehacker and WebWorkerDaily also have lots of time-saving tips. (Be sure to subscribe to the RSS feed from these sites, as mentioned above!)

These often small actions can make a very big difference in your organization and can help you make it through the downturn with an upturn in organizational effectiveness.

Andy Wolber is executive director at NPower Michigan.