What Your Nonprofit Should Do Before Moving to New Software

January 8, 2025/ Jon Reich / Fundraising / 0 comments

When you need new software for your nonprofit, you must find the right technology match for your organization and then migrate to the new software. Before you get going, here are some things you can do to make the move to a new system easier – and ultimately more effective – for your entire organization.

Looking for the right software for your nonprofit? Read The Ultimate Checklist for Selecting Software for Your Nonprofit  

Top things your nonprofit should do before moving to new software

Here are seven important steps before you move to new software for your nonprofit. These steps will help to ensure your new software implementation goes more smoothly and stays on track:

1. Designate someone to oversee the software migration project.
   Identify someone who is familiar with your organization’s software and how it is used throughout the organization. Work with departments across your organization to ensure this point person is given the time needed to manage the software implementation project plus their regular job.
   
2. Round up your nonprofit’s data.
   Check with departments across your organization to make sure you know where all relevant data resides. For example, ask if they’re keeping data in places like spreadsheets or email inboxes – places you might not know about. This data roundup will help to make sure you move all necessary information into your new software system.
3. Give your data a scrub.
   This is a big one. You must start cleaning your data before you migrate to your new software. The new software won’t work as well as it should if you fill it with duplicate, incorrect, or outdated data. And that’s not all. Some software vendors charge fees for data storage, so there’s no point in paying to store a lot of data that you don’t need.
   
   Keep in mind that while it’s important to prepare your data for migration to new software, data hygiene is not a one-and-done project. Establish an ongoing plan to keep your data clean and ready to use for your organization.

Need more ideas for how to tidy your data? Read the guide, 5 Tips for Keeping Your Nonprofit’s Data Clean and Ready to Use

4. Make a list of your data tables, queries, reports, exports, and dashboards.
   This will help you to make sure you build these items in the new system in a way that supports your key business processes. At this point, also check to see if there are any tables, types of records, or even specific fields that you don’t need to move to your new software. Doing so will cut down on the amount of work (and cost!) needed for your software implementation.
5. Update your database policies.
   Make sure that your staff knows and sticks to your data entry and management standards. Update your database polices based on your new software platform and related processes (your new software vendor or implementation partner should be able to provide some guidance here), and set aside time for initial and ongoing training to keep your staff updated.
   
6. Refresh your staff onboarding checklist.
   Include an updated checklist in your organization’s staff onboarding process to help ensure data security and make sure new staff members have the tools they need to do their jobs correctly. Some things to include in your checklist:
   
   • Determine what data permissions/access employees need to do their jobs.
     
   • Provide employees with user names and passwords for system and program access that aligns with their roles.
     
   • Schedule software training sessions with employees to go over policies and procedures and teach them how the software works.
     
   • Establish a process to remove staff members from systems immediately when they leave your organization.
     
7. Build an implementation timeline.
   Software migration timelines can take anywhere from days or weeks for simple implementations to months or even years for complex projects. Set aside appropriate time for your specific software implementation by building a timeline with input from all stakeholders, including your software vendor and implementation partner. Here are typical phases to include in your plan:
   • Discovery/planning
     
   • Design (including physical design of public-facing components, such as a website or form, or review of workflows to ensure the new technology supports your organization’s processes)
     
   • Development (including configuration, data mapping, and web development)
     
   • Testing and quality assurance
     
   • Training and deployment

Take the next step toward new software for your nonprofit

When you need new software for your nonprofit, it can be tempting to jump right in. But taking time to plan and prepare for the move will make the implementation process much smoother, and the results will be more effective.

If you’re ready to move to new nonprofit software, Cathexis Partners is ready to assist. We can help you find and implement the right software to help you meet your nonprofit’s goals. Contact us today to learn more and get started.