Six Ways to Use the Tech You Already Have to Improve Your Nonprofit’s Efficiency

July 23, 2025/ Andrea Fleisher / Fundraising / 0 comments

Too much work and not enough time and hands to do it – it’s a common dilemma for nonprofits. But what if I told you that there are things you can do to use the software you already have to reduce your workload and even get more done?

It’s not just wishful thinking. Here are six specific ways to use your current tech to work more efficiently.

1. Start with templates.
   Templates are a great place to start when it comes to driving efficiency. Just think about it: Why create and extensively test new designs from scratch every time, when you can start with a template? This approach makes it much faster and easier to build emails, campaigns, web pages, and more.

   Many software packages – including email marketing tools, peer-to-peer fundraising software, and content management systems include the ability to set up templates. Check your key software solutions to see what template capabilities are available. And, when you do create templates, label them as “templates” to help make sure that they are only copied and not accidently modified, published, or sent.

2. Streamline your online forms.
   Remove any unnecessary fields in your online donation and event registration forms. Ask for only the minimum information you need to process the event registration, donation, or other task. The form will be much easier and faster for you to build and maintain. Plus, your site visitors will appreciate streamlined forms that take less time to complete.

   When it’s time to build another new form, copy your streamlined form and make any adjustments needed instead of starting from square one with a new form.

3. Use marketing/process automation.
   Chances are good that your email marketing, constituent relationship management, and donor management software include some kind of process automation tools. While setting up process automation can take some time up front, automating repetitive tasks can speed up process steps and save you valuable time in the long run.

   For example:

   • Schedule an automated welcome email series for first-time donors.

   • Set up monthly reports to automatically send to appropriate managers.

   • Automate manual processes, such as data entry and data reconciliation.

4. Know your software better.
   You can be more productive when you understand your organization’s technology capabilities and how to use them well. So, invest in software training to make sure your staff is working optimally. Investing in training doesn’t have to be costly. For example:

   • Look into on-demand training options from your technology vendors. These types of trainings are often free to customers and provide a convenient way to take refresher courses, uplevel your skills, and generally better understand how to use your software to complete daily tasks. Be sure to take advantage of what’s available and encourage other staff members to do the same.

   • Look for “help” functionality, in which you can search for answers to common questions directly in the software. If this option is available, make sure you and your staff know about it and use it.

   • Attend conferences hosted by your software vendors. Some offer affordable online attendance options, and these events can be good places to get added training and learn tips for optimizing your software.

5. Keep your data clean.
   Searching through duplicate, inaccurate, and outdated data every time you need to find information or run a report is a big waste of time. Plus, your software won’t work as fast or as accurately as it should when your data is in poor shape. So, if your organization doesn’t have strong policies and processes in place for keeping data clean, it’s time to turn this around.

   Maintaining clean data is a long-term efficiency strategy and typically involves multiple people across the organization. But if you invest the time now to clean up your nonprofit’s data and put initiatives in place to keep it clean, you’ll see greater efficiencies in the long run.

Learn how to keep your data in top shape. Read the guide, 6 Tips for Keeping Your Nonprofit’s Data Clean and Ready to Use

6. Make sure your technology is set up optimally.
   The way your software is configured to manage your data and processes, handle your online forms, and integrate data among your software systems can make a huge difference in how easy it is to use and how fast it works. So, make sure your software is set up optimally for the way your organization operates.

   Work with your software power users, IT team, or nonprofit technology partner to assess your key software solutions and find ways to fine-tune the configurations to make sure that everything is running as smoothly as possible.

The Cathexis Partners team is ready to help you use your technology to work more efficiently. Contact us today and let’s get started.

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by Andrea Fleisher, Account Manager, Cathexis Partners
With a combined background of technology and nonprofit experience, Andrea works alongside clients to successfully put their online events and fundraising campaigns into action.