9 Mistakes You Might Be Making with Your Nonprofit’s Software
The right software can do big things for your organization. For example, it can help you work more efficiently and allow you to communicate with constituents more effectively. But when it comes to your nonprofit’s software, it can also be easy to make mistakes. And those mistakes can result in less-than-optimal results.
The good news is that you can steer clear of pitfalls with your organization’s software if you know what to watch for. So, let’s look at some common mistakes to avoid with your nonprofit’s technology.
9 mistakes to avoid with your nonprofit’s software
1. Not defining clear goals
Before you select and implement new software, it’s critical to define what you’re trying to accomplish with it. Otherwise, you might end up with a solution that doesn’t support your entire staff and your organization’s strategic goals.
To start, build a team of cross-functional stakeholders. Work with this team to identify what you need to achieve with new software and what challenges your organization faces in reaching those goals. Prioritize your list of needs and technology gaps in terms of which are most critical to your ability to reach your goals. Then, use the list to create a short list of software to evaluate.
2. Not getting user input
The people who regularly use your software have the best understanding of how it’s working (or not) for your organization. Not getting their input can lead to dissatisfaction with new software and low adoption rates. It can even eventually lead to staff turnover and lost donors and volunteers.
So, as part of your software planning and selection process, talk to your staff members and even some constituents (such as donors, volunteers, and board members) to get their feedback.
3. Not investing properly in software training
Your software won’t work optimally if your team doesn’t know how to use it to its fullest. Failing to invest properly in software training can result in frustration, underutilization of new software, and staff turnover.
Plan for initial training sessions and ongoing training/support to keep your team working efficiently and confidently with your software. And keep in mind that training can be relatively easy and affordable. For example, most technology vendors offer free and inexpensive online courses, in-software help menus, and basic customer support. You can also ask one of your software vendor’s service partners for custom training and support if you have a highly complex or customized implementation of your technology.
4. Focusing too much on cost
There’s no doubt that 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 at first, but it might not end up meeting all of your organization’s needs and might require costly product and service add-ons later to work the way you need it to work.
So, be sure to balance cost considerations with the overall value the software provides, including functionality, scalability, and customer support.
5. Not thinking ahead
Over time, your nonprofit’s needs will evolve. If you choose inflexible software that can’t grow with your organization, you’re probably going to face costly and disruptive challenges in the future.
That’s why it’s important to consider your organization’s goals and needs not just for today, but also for the next three to five years. As you choose software, look for solutions that are flexible enough to adapt to changes in things like number of users, data volume, and integration with other software and apps.
6. Undervaluing integration capabilities
If you choose new software that doesn’t integrate well with your other software systems, you can create new challenges, such as data silos and process inefficiencies.
Before you purchase and implement 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 processes. Also, be aware that some software vendors offer multiple capabilities and features that are in different platforms, 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 the vendor’s other products.
7. Not prioritizing data security
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. Going live with new software without fully testing it
Imagine that your
nonprofit implements a new email marketing tool. You’re eager to launch the new tool and decide to shorten the testing period. After sending a few email communications, you realize that the email deliverability rate is lower than normal.
Also, you find that the tool’s reports and analytics are inaccurate.
You can avoid these types of issues by thoroughly testing any new software before rolling it out. Gather feedback from user testing, identify the source of any issues, and work with the software vendor or service partner to address any problems before launch.
9. Forgetting your software
Software will not continue to meet your organization’s needs without further assessment and adjustment. For example, software vendors issue product updates and upgrades that need to be implemented. Data security issues change. Your organization’s processes change. All of these aspects (and more) must continue to be addressed.
Make sure you’re always running the latest version of your organization’s software. Also, regularly evaluate your software’s configuration and performance to ensure it continues to meet your needs. As part of this ongoing process, gather feedback from users, monitor key performance metrics, and stay informed about new and upcoming product updates and features that could benefit your organization.
If you’d like help in selecting new software or optimizing your current software, Cathexis Partners is ready to help. Contact us today to learn more and get started.
