Easy digital transformation for not-for-profits: Navigating system changes in the not-for-profit sector with MindaClient
When not-for-profits hear the words system change there can be a bit of hesitancy or even reluctance to change. In a world where systems can be over complicated, expensive or hard to get used to, that reluctance can be understandable. Many not-for-profits and charities who we speak to have legacy systems in place that no staff use or only use part of as they are over-complex, do not do exactly what they want them to do or can’t get a hold of the IT team of their old system and therefore can be reluctant to adopt a new system.
But digital transformation does not have to be a burden. With the right approach, moving to a new grant/scholarship or case management or charity CRM software can be an easy and low-stress process that pays for itself in time saved almost immediately. Here’s a 5-point guide to getting it right:
- Begin with the problem you are facing
Before you look at a single demo, break down what exactly you want to achieve and what issues you are facing on a daily basis. Is it the time spent on admin or are you using multiple systems or are you worried about security of your data spread across multiple spreadsheets or even board members waiting weeks for reporting that should take minutes?
Map your current process end-to-end and see what you need and see where the friction is. This becomes your evaluation checklist. It also protects you buying features or systems you do not need.
A quick internal audit gives your team a shared understanding of why change is happening: for their benefit and this makes the transformation easier.
- Bring your stakeholders in at the start
Often the organisations that struggle with new systems are usually the ones where a single person or department chose the software in isolation, then tried to roll it out to everyone else after the fact without consulting with their team to see what they need or would like to see.
If you involve the people who will use the system day to day e.g. admin staff, volunteers, programme officers, finance teams, communications leads etc. Their input may highlight stuff you might miss like accessibility needs, reporting capabilities, communication features, integrations.
This does not need to be a lengthy process. Even a short conversation with each team can prevent issues down the line.
- Consider your timelines, not theirs
You might think (and some software providers will you to think) that it is best to move everything from the start to your new system. This can be the best approach but it does depend on where you are and what you need. Some not-for-profit organisations we work with prefer a phased rollout over a year as they like to adopt different elements of MindaClient into what they are doing at different points of the year. Others prefer to do it all from the start and work with us throughout their time at MindaClient tweaking it and enhancing their system as they go.
At MindaClient you have a dedicated account manager for the first 12 months to help you with whatever install timeline you like and our excellent customer support team are then always on hand to help you after this period (check out our Support section here).
- Treat data security and compliance as a non-negotiable
Not-for-profits handle very sensitive information such as personal or applicant details, financial data, sometimes health or personal circumstances. Yet compliance is often the last thing evaluated in a software switch, treated as a box to tick after the decision has already been made. Before committing to a new system, ask how data is stored, who can access it, is there an audit trail, do you have multi factor authentication and for their security track record.
Certifications like ISO 27001 are a great benchmark for security for you to ask about and consider. ISO 27001 is the world’s most widely recognized standard for Information Security Management Systems (ISMS). Make sure you to ask about how a potential software partner will handle one of your most important assets, your data.
- Choose a partner you can trust, not just a platform
From speaking to our not-for-profit clients, we have found that the software itself is obviously extremely important, but the true value lies in the support they receive during set up, once it is live and when they need it. We view ourselves as an extension of our clients team beyond the install and set up.
When evaluating software providers you should consider these questions:
- What does onboarding and the training process actually look like and who is it with?
- Who handles the data migration (if you have any historic data) and do they have experience doing this type of data migration organisations like yours?
- What happens when something goes wrong after the install, is there a charge to fix something or can we easily get in touch with you?
- Are there any hidden costs that may crop up down the line?
Conclusion
Digital transformation in the non-profit sector does not need to be a major concern. Organisations that approach it in the right way will find the process far less disruptive than they feared and the payoff far greater than they expected.
The goal is not just new software. It is to get back more time to focus on what matters the best, delivering your mission.
