Nonprofits & Technology
Presented By:
About DesignPT
• Information Technology support, focusing on nonprofit organizations
• Over a decade providing IT support in Alaska to over 100 organizations
• Anchorage: 10 employees
• Homer: 2 employees
• Prescott: 2 employees
• Prescott office opened in May, 2013
About Us
Chalease Linderman Community Development Manager
DesignPT – 2010 – Anchorage, Alaska
Anchorage Senior Center – 2011 – Anchorage, Alaska
Ryan Ridge
Technology Development Manager
Indiana University – 1997-2008 – Bloomington, Indiana
Own IT business – 2009-2011 – Homer, Alaska
DesignPT – 2011 – Homer, Alaska
This Workshop
Understand technology’s role in your organization now and what you
can do to improve it
Understand how to plan for technology changes in the future
Understand how to use technology the further your mission
Understand how to budget for technology
Common Nonprofit Challenges
Fundraising & Donor Management
Community Engagement
Capacity Building & Development
Transparency & Financial Management
Brand Differentiation
Persistent Technology Issues
Institutional Retention & Memory
Common Nonprofit Challenges
Fundraising & Donor Management
Technology Challenges
Community Engagement
Capacity Building & Development
Transparency & Financial Management
Brand Differentiation
Persistent Technology Issues
Institutional Retention & Memory
• Old, donated, & outdated hardware
• Mixed makes, models & software
• Lack of funding for large capital
expenditures
• Lack of IT expertise, policies & processes
• IT is viewed as an “operations” or
“overhead” cost vs. an investment
• Over-reliance on volunteers, outside
vendors, or sole staff member
• Under-budgeting or over-running
budgets
Common Nonprofit Challenges
What can you do?
Action Plan
Create an action plan
Action Plan
Build Capacity!
Develop a Technology Plan & Budget
Build a Stable & Standardized Environment
Evaluate & Assess Current Environment
Action Plan
Evaluate & Assess Current Environment
Action Plan
Critical Eye
Evaluate & Assess Current Environment
Action Plan
Critical Eye
Evaluate & Assess Current Environment
Action Plan
Major difference between
“mostly working” and
“working well”
Evaluate & Assess Current Environment
Action Plan & Next Steps
Build a Stable & Standardized Environment
Evaluate & Assess Current Environment
Tech Pyramid for Nonprofits
Tech Pyramid for Nonprofits
Social Media
Websites & Email
Data Management
Stable & Secure Infrastructure
Tech Pyramid for Nonprofits
Stable & Secure Infrastructure
Building A Stable Environment
What is infrastructure?
Building A Stable Environment
Infrastructure
• Workstations
Building A Stable Environment
Infrastructure
• Workstations
• Servers
Building A Stable Environment
Infrastructure
• Workstations
• Servers
• Mobile Devices
Building A Stable Environment
Infrastructure
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Workstations
Servers
Mobile Devices
Printers & Scanners
Building A Stable Environment
Infrastructure
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Workstations
Servers
Mobile Devices
Printers & Scanners
Backups
Building A Stable Environment
Infrastructure
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•
•
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Workstations
Servers
Mobile Devices
Printers & Scanners
Backups
Building A Stable Environment
Infrastructure
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•
•
•
•
Workstations
Servers
Mobile Devices
Printers & Scanners
Backups
Building A Stable Environment
Infrastructure
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•
•
•
•
Workstations
Servers
Mobile Devices
Printers & Scanners
Backups
Network
Building A Stable Environment
Infrastructure
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Workstations
Servers
Mobile Devices
Printers & Scanners
Backups
Network
Software
Building A Stable Environment
Infrastructure
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Workstations
Servers
Mobile Devices
Printers & Scanners
Backups
Network
Software
Phones
Building A Stable Environment
Building a Stable Environment
What does having a “Stable Environment” mean?
Building A Stable Environment
Building a Stable Environment
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Workstation, Software, OS Standardization
Reliable Network
Centralized Management and File Storage
Implementing Proper Software
Planning for replacement
Why is it important?
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Increases internal operational efficiency
Maximizes productivity & work performance
Easier to add new staff members and integrate them more quickly
Improves both internal & external collaborative efforts
Enhanced means of communication
Maintains productivity
Tech Pyramid for Nonprofits
Stable & Secure Infrastructure
Tech Pyramid for Nonprofits
Data Management
Stable & Secure Infrastructure
Data Management
Organizational Files
&
Organizational Data
Data Management
Organizational Files
Documents
• Letters
• Spreadsheets
Quickbooks Files
Application Databases
Multiuser
Applications
Software installers
Data Management
Organizing Your
Organizational Files
Data Management
Locate
Identify
Secure
Back up
Data Management
Locate
•
Centralized storage
Identify
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Accounting
Donors
HR
Shared files
Secure
• Allow access for specific people/groups
• Deny access for all others
Back up
• Automatic backups with verification
• Proven ability to restore
Data Management
Organizational Data
Data Management
Organizational Data
People
• Volunteers
• Donors
Events
Donations
Grants
Equipment
Data Management
Organizational Data
People
• Volunteers
• Donors
Events
Donations
Grants
Equipment
Data Management
Organizational Data
People
• Volunteers
• Donors
Events
Donations
Grants
Equipment
Data Management
Organizational Data
People
• Volunteers
• Donors
Events
Donations
Grants
Equipment
Data Management
Database!
Tech Pyramid for Nonprofits
Data Management
Stable & Secure Infrastructure
Tech Pyramid for Nonprofits
Websites & Email
Data Management
Stable & Secure Infrastructure
Websites & Email
Your website is often the first impression
of your organization
Websites & Email
Your website is often the first impression
of your organization
Websites & Email
Main Functions
1.
Present your organization
• What you do
• Who you serve
Contact information
Donation/Volunteer Requests
Program information
2.
3.
4.
Secondary Functions
1.
2.
3.
Interactivity
Integration with Social Media
Sales
Websites & Email
Steps to a website
Websites & Email
Steps to a website
1.
Domain Name
Websites & Email
Steps to a website
1.
2.
Domain Name
Host
Websites & Email
Steps to a website
1.
2.
Domain Name
Host
• Cost/Speed/Features
Websites & Email
Steps to a website
1.
2.
3.
Domain Name
Host
• Cost/Speed/Features
Platform (CMS)
<HTML>
Websites & Email
Steps to a website
1.
2.
3.
Domain Name
Host
• Cost/Speed/Features
Platform (CMS)
<HTML>
Websites & Email
Steps to a website
1.
2.
3.
4.
Domain Name
Host
• Cost/Speed/Features
Platform (CMS)
Design
Websites & Email
Steps to a website
1.
2.
3.
4.
5.
Domain Name
Host
• Cost/Speed/Features
Platform (CMS)
Design
Development
Websites & Email
Steps to a website
1.
2.
3.
4.
5.
6.
Domain Name
Host
• Cost/Speed/Features
Platform (CMS)
Design
Development
Content creation
Websites & Email
Steps to a website
1.
2.
3.
4.
5.
6.
7.
Domain Name
Host
• Cost/Speed/Features
Platform (CMS)
Design
Development
Content creation
Testing
• Functionality
• Usability
Websites & Email
Steps to a website
1.
2.
3.
4.
5.
6.
7.
8.
Domain Name
Host
• Cost/Speed/Features
Platform (CMS)
Design
Development
Content creation
Testing
• Functionality
• Usability
Implementation
Websites & Email
Steps to a website
1.
2.
3.
4.
5.
6.
7.
8.
9.
Domain Name
Host
• Cost/Speed/Features
Platform (CMS)
Design
Development
Content creation
Testing
• Functionality
• Usability
Implementation
Content updating
Websites & Email
The Importance of Email
Email is often your primary tool for communication.
Email needs to be:
Websites & Email
The Importance of Email
Email is often your primary tool for communication.
Email needs to be:
• Reliable
Websites & Email
The Importance of Email
Email is often your primary tool for communication.
Email needs to be:
• Reliable
• Accessible
Websites & Email
The Importance of Email
Email is often your primary tool for communication.
Email needs to be:
• Reliable
• Accessible
• Linked to your organization
Websites & Email
Third Party
Self-hosted
Tech Pyramid for Nonprofits
Websites & Email
Data Management
Stable & Secure Infrastructure
Tech Pyramid for Nonprofits
Social Media
Websites & Email
Data Management
Stable & Secure Infrastructure
Action Plan
Build Capacity!
Build a Stable & Standardized Environment
Evaluate & Assess Current Environment
Action Plan
Develop a Technology Plan & Budget
Build a Stable & Standardized Environment
Evaluate & Assess Current Environment
Planning
Planning
Planning
Create a Technology Plan
Lifecycle
• Establish an Equipment Lifecycle
• Workstations: 3-4 years
• Servers: 4-5 years
• Printers: 5-6 years (good printers)
• Plan to replace x pieces of equipment each year
• Where x=some percentage of your equipment based on your chosen lifecycle (eg.
4 year lifecycle, 25% of workstations per year)
Standardization
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Establish preferred equipment manufacturers
• Eg. Dell computers, Xerox printers
Define standard software packages and versions for all machines
• Eg. Microsoft Office 2010, Quickbooks 2013, Windows 7 Pro 64-bit
• Apply to all new machines
• Upgrade to newer versions (Office 2016, Windows 15) as an organization rather
than piece-meal
Planning
Create a Technology Plan
Lifecycle
Standardization
Support Provider
• Establish who to call for help
• Internal IT person/department
• External IT contractor
• Volunteer or Best Available Expert
• Define support terms
• Internal IT: Duties, hours of availability, emergency contact
• External IT: Same as above, plus contract terms and point of contact
Planning
Create a Technology Plan
Lifecycle
Standardization
Support Provider
Review annually and update as needed
Develop a new Technology Plan every 3 years
Action Plan
Develop a Technology Plan & Budget
Build a Stable & Standardized Environment
Evaluate & Assess Current Environment
Action Plan
Build Capacity!
Develop a Technology Plan & Budget
Build a Stable & Standardized Environment
Evaluate & Assess Current Environment
Capacity Building Initiatives
Capacity Building Initiatives
Creative & Strategic Approach to Integrating
Technology to Further Your Mission
How does technology impact issues your
organization faces?
• How do we clothe more needy children?
• How do we feed more hungry families?
• How do we provide the homeless with the help they
need to transition into a stable, independent lifestyle?
• How do we communicate more effectively with our
constituents? Donors?
• How we develop a more effective fundraising campaign?
Capacity Building Initiatives
Capacity Building Initiatives
Creative & Strategic Approach to Integrating
Technology to Further Your Mission
How does technology impact issues your
organization faces?
• How do we clothe more needy children?
• How do we feed more hungry families?
• How do we provide the homeless with the help they
need to transition into a stable, independent lifestyle?
• How do we communicate more effectively with our
constituents? Donors?
• How we develop a more effective fundraising campaign?
Mobile Giving
Capacity Building Initiatives
Capacity Building Initiatives
Creative & Strategic Approach to Integrating
Technology to Further Your Mission
How does technology impact issues your
organization faces?
• How do we clothe more needy children?
• How do we feed more hungry families?
• How do we provide the homeless with the help they
need to transition into a stable, independent lifestyle?
Receiving Off-Site Donations
• How do we communicate more effectively with our
constituents? Donors?
• How we develop a more effective fundraising campaign?
Capacity Building Initiatives
Capacity Building Initiatives
Creative & Strategic Approach to Integrating
Technology to Further Your Mission
How does technology impact issues your
organization faces?
• How do we clothe more needy children?
• How do we feed more hungry families?
• How do we provide the homeless with the help they
Mobile App Development
need to transition into a stable, independent lifestyle?
• How do we communicate more effectively with our
constituents? Donors?
• How we develop a more effective fundraising campaign?
Capacity Building Initiatives
Capacity Building Initiatives
Creative & Strategic Approach to Integrating
Technology to Further Your Mission
Several Ways Technology Furthers
Your Mission:
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Gauge constituent demand
Improve constituent communication
Increase availability of services and/or products
Donor management & engagement
Volunteer recruitment & retention
Fundraising management
Database integration
Software development
Enhancing collaborative efforts
Raising community awareness
Case Studies:
Brother
Francis Shelter
Capacity
Building
Initiatives
INPUT
Fund strategic tech
planning process
OUTPUT
OUTCOMES
Short-Term
Develop software that
automatically sends appointment
reminders via text message
Identify facts:
Increased caseworker
Over 90% of the homeless
appointment attendance
population have cell phones
Identify issues specific
to their organization
Key Issue
People using their shelter services are not
regularly attending their caseworker
appointments, resulting in missed
employment opportunities, trainings, and
government assistance programs.
Long-Term
The period of time for homelessness
is shortened, and people are able
to transition into independent living
faster
Case Studies: Beyond Borders
INPUT
OUTPUT
Fund technology
capacity building
Adoption of new
communication
technologies
Key Issue
Insufficient communication tools
lead to poor collaborative efforts,
and limited rural community
outreach
OUTCOMES
Short-Term
Extend mediation and
dispute resolution services to
rural communities and villages
Long-Term
Ability to provide training, education,
and facilitation of mediation services
both nationally and internationally
Capacity Building Initiatives
Social
Media
&
Capacity Building Initiatives
Nonprofits
Capacity Building Initiatives
MAKE A
PLAN!
Social
Media
&
Capacity Building Initiatives
Nonprofits
Capacity Building Initiatives
MAKE A
PLAN!
WHAT IS YOUR
GOAL?
Social
Media
&
Capacity Building Initiatives
Nonprofits
Capacity Building Initiatives
MAKE A
PLAN!
WHAT IS YOUR
GOAL?
WHAT IS YOUR
MESSAGE?
Social
Media
&
Capacity Building Initiatives
Nonprofits
Capacity Building Initiatives
MAKE A
PLAN!
WHAT IS YOUR
GOAL?
WHAT IS YOUR
MESSAGE?
Social
Media
&
Capacity Building Initiatives
Nonprofits
WHO WILL CARE?
Capacity Building Initiatives
MAKE A
PLAN!
WHAT IS YOUR
GOAL?
WHAT IS YOUR
MESSAGE?
Social
Media
&
Capacity Building Initiatives
Nonprofits
WHY SHOULD
THEY CARE?
WHO WILL CARE?
Capacity Building Initiatives
MAKE A
PLAN!
WHAT IS YOUR
GOAL?
WHAT IS YOUR
MESSAGE?
Social
Media
&
Capacity Building Initiatives
Nonprofits
WHO WILL CARE?
WHY SHOULD
THEY CARE?
CONSISTENCY!
Capacity Building Initiatives
Capacity Building Initiatives
Nonprofits & Social Media
Social Media Platforms:
Facebook
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Ability to reach out to many users and their friends
Receive notifications when someone in their network has made changes
to his/her profile or status
Users can “Like”, “Share” and comment on status updates
Create events, invite friends and promote
Twitter
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Quick way to share stories, messages & web links in real-time
Keep up-to-date on topics relevant to your organization
Able to track what people are saying about your (and other similar) organizations
Able to reach out to many people through “Retweets” & “Favorite” buttons
Using third-party application, you can track engagements, how many people viewed
tweeted links, and clicks
Capacity Building Initiatives
Capacity Building Initiatives
Nonprofits & Social Media
Social Media Platforms:
Instagram
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Ability to visually share your expertise through photos and now, short videos
Target specific interests by utilizing hashtags #technologyrocks
Establish emotional connection to photos that reflect
your mission & cause
Share fun photos of events, fundraisers, or just everyday work
Google Plus
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People, organizations and topics can be organized & separated into “Circles”
Google + places a heavy emphasis on SEO (Search Engine Optimization)
Encourage your followers to +1 your status (builds up SEO effectiveness)
Google Plus timing depicts the optimal time to share your posts on Google +
Google Plus Local Allows you to target local prospect donors and/or volunteers
Budgeting & Planning
Budgeting
Budgeting & Planning
Budgeting & Planning
Common Myths
• IT is an overhead cost
• Volunteers & interns are the most cost-effective support
• Technology can not help further my mission
Why is it important?
While technology can’t feed hungry people, it allows a nonprofit
to feed more people, better reach those who need food, and
provide additional, high quality services.
Example: The database you implement enables your staff to manage, update and share
constituent information faster than Excel spreadsheets. You can now spend
less time searching for information and more time directly serving constituents.
Budgeting & Planning
Budgeting & Planning
Steps to budgeting for technology
Budgeting & Planning
Budgeting & Planning
1. Apply your Technology Plan
• Identify current challenges & immediate needs (Lifecycle)
• Identify how technology can advance opportunities & goals
• Prioritize projects & add to budget plan
2. Know your sources for discounts
•
•
Start with Techsoup.org
Ask others about nonprofit discounts
3. Make a SMART Investment
Sustainable
Mission-driven
Appropriate
Reliable
Timely
Nonprofits & Technology
Q&A
Nonprofits & Technology
Course Evaluation
Nonprofits & Technology
Thank you!