Technology is an integral part of how non-profit organisations operate, communicate, and deliver their missions. However, the adoption of new technologies isn’t always smooth sailing. Many non-profits face a significant challenge: the digital divide among their stakeholders. This divide can exist between staff members, volunteers, and even beneficiaries, potentially hindering the organisation’s efficiency and impact.

But with the right strategies, your non-profit can bridge this digital divide and ensure that everyone in your organisation can benefit from technological advancements. Let’s dive into some practical approaches to make technology adoption more inclusive and effective.

Understanding the Digital Divide in Non-Profits

First, let’s get clear on what we mean by the “digital divide.” In the context of non-profits, it refers to the gap between those who have the skills and confidence to use digital technologies effectively and those who don’t. This divide can stem from various factors:

  • Age differences (e.g., older staff members may be less comfortable with new tech)
  • Educational background
  • Access to resources (some team members might not have reliable internet at home)
  • Prior exposure to technology

The impact of this divide can be significant. It can lead to communication breakdowns, inefficiencies in program delivery, and even frustration among team members. Ultimately, it can hinder your organisation’s ability to fully leverage technology to further its mission.

Surprisingly, one counter-intuitive observation from many years of working with non-profits is that the younger generation, although often extremely proficient with mobile apps, can sometimes struggle with using software on a computer. A clear demonstration of the impact of prior exposure to certain technologies and not others.

Assessing Your Organisation’s Digital Landscape

Before you can bridge the divide, you need to understand where it exists in your organisation. Here’s how to get started: 

  • Conduct a skills assessment: Create a survey to gauge the technology comfort levels of your staff and volunteers. Ask about their familiarity with different tools
  • Hold focus groups: Bring together small groups to discuss technology use in more depth. This can reveal nuances that a survey might miss
  • Observe and analyse: Watch how different team members interact with your current technologies. Are there particular tools or processes that seem to cause frustration?

Remember, the goal isn’t to judge or criticise, but to understand where support is needed most.

Developing a Training Strategy

Once you’ve identified the gaps, it’s time to fill them. A clear training strategy is key:

  • Create tiered training programs: Not everyone starts at the same level. Offer beginner, intermediate, and advanced tracks for different skills
  • Use diverse training methods: People learn differently. Offer a mix of

• In-person workshops for hands-on learners
• Video tutorials for visual learners
• Written guides for those who prefer to read at their own pace
• Peer-to-peer sessions where team members can learn from each other

  • Implement ongoing support: Learning doesn’t stop after one training session. Set up a help desk, create an internal knowledge base, or designate “champions” who can provide ongoing assistance

Leveraging User-Friendly and Accessible Technologies

Choosing the right tools can make a big difference in adoption rates:

  • Prioritise intuitive interfaces: Look for technologies with clean, straightforward designs. The less cluttered and complicated, the better
  • Ensure accessibility: Choose tools that offer features like screen reader compatibility, keyboard navigation, and the ability to adjust text sizes. This isn’t just for those with disabilities – it can make the technology more usable for everyone
  • Consider language needs: If your team is multilingual, look for tools that offer multiple language options

Fostering a Culture of Continuous Learning

Creating the right environment is crucial for successful technology adoption:

  • Lead by example: Have leadership actively engage with new technologies and share their learning experiences
  • Celebrate progress: Recognise and reward team members who make strides in adopting new tools or help others to do so
  • Create safe spaces for learning: Host regular “tech playtime” sessions where staff can experiment with new tools without the pressure of immediate productivity

Addressing Infrastructure and Access Issues

Sometimes the divide isn’t just about skills, but access:

  • Ensure adequate hardware: If possible, provide necessary devices to team members who need them. It may seem obvious, but no-one will easily learn a new system if their computer is old, slow and frustrating to use
  • Consider BYOD policies: If team members prefer to use their own devices, create clear guidelines and support for this approach. Before allowing BYOD within your organisation be sure to consider the impact on cybersecurity, data privacy and ongoing tech support
  • Plan for offline capabilities: For field workers or those in areas with limited connectivity, look for tools that can work offline and sync when a connection is available

Tailoring Adoption Strategies for Different Stakeholder Groups

One size doesn’t fit all when it comes to technology adoption:

  • For older team members: Connect new technologies to familiar processes. For example, show how a new CRM system is like an advanced version of the contact lists they’ve always used
  • For remote or field workers: Focus on mobile-friendly tools and provide extra support for troubleshooting on the go
  • For volunteers: Create quick-start guides that get them up and running with essential functions quickly

Measuring and Monitoring Progress

Keep track of how your efforts are paying off:

  • Set clear goals: Define what success looks like. Is it 100% of staff being able to use a specific tool? Improved efficiency in certain processes?
  • Regularly reassess skills: Conduct follow-up surveys to see how comfort levels have changed
  • Gather stories: Collect anecdotes about how improved technology skills have made a difference in day-to-day work

Conclusion

Bridging the digital divide in your non-profit is an ongoing process, but it’s one that can dramatically improve your organisation’s effectiveness and impact. By understanding your team’s needs, providing comprehensive support, choosing the right tools, and fostering a culture of learning, you can ensure that everyone in your organisation can benefit from the power of technology.

Remember, the goal isn’t to turn everyone into tech experts overnight. It’s about ensuring that technology enhances, rather than hinders, your team’s ability to carry out your mission. With patience, persistence, and the right strategies, you can create a more inclusive and technologically empowered non-profit.

When efficiency and impact are paramount, non-profit organisations are increasingly turning to advanced technologies to streamline their operations and amplify their reach.  According to The Institute of Community Directors Australia “Our data shows that not-for-profits are moving quickly to embrace these new tools and the promise of increased productivity in a resource-constrained sector.”

Two game-changing technologies at the forefront of this transformation are Artificial Intelligence (AI) and Robotic Process Automation (RPA). These powerful tools have the potential to revolutionise how non-profits operate, allowing them to do more with less and focus more on their core missions.

Understanding AI and RPA

Before we dive into specific applications, let’s clarify what we mean by AI and RPA:

  • Artificial Intelligence (AI) refers to computer systems that can perform tasks that typically require human intelligence. This includes learning from data, recognising patterns, and making decisions. Although AI has existed for many years it has only recently gained mainstream awareness when OpenAI launched ChatGPT to the public in 2022.   
  • Robotic Process Automation (RPA) involves using software “robots” to automate repetitive, rule-based tasks. These bots can interact with digital systems just like humans, but faster and with fewer errors.

While distinct, AI and RPA often work together extremely effectively. RPA handles routine tasks, while AI can be applied to more complex, decision-making processes.

AI Applications in Non-Profits

1. AI Chatbots for Instant Support

AI-powered chatbots can revolutionise how your non-profit interacts with stakeholders, providing immediate assistance around the clock:

  • 24/7 Availability: Chatbots offer constant support for donors, volunteers, and beneficiaries, ensuring that help is always at hand
  • FAQ Handling: By answering frequently asked questions, chatbots can significantly reduce staff workload, allowing team members to focus on more complex tasks.
  • Guided Processes: Chatbots can walk users through donation processes or volunteer sign-ups, making these interactions smoother and more efficient.
  • Instant Information: Provide quick access to information about programs and services, improving user experience and engagement

Implementing AI chatbots can lead to increased engagement, improved response times, and more efficient use of human resources. While custom-built chatbots are an option, in many cases you can also leverage existing AI platforms. For instance, Microsoft Copilot, integrated with Microsoft 365, can be used to create chatbots that interact with donors or volunteers through Teams or other Microsoft platforms.

2. Natural Language Processing for Grant Writing

Grant writing is a critical but often time-consuming task for non-profits. AI, specifically Natural Language Processing (NLP), can provide valuable assistance:

  • Analysis of Successful Applications: NLP can analyse previously successful grant applications to identify common patterns, language, and structures that resonate with funders
  • Content Suggestions: Based on the analysis, AI can suggest relevant statistics, case studies, or phrasings to include in new applications, potentially increasing their effectiveness
  • Alignment Checking: AI can compare your proposal against a funder’s stated priorities and guidelines, ensuring better alignment and potentially increasing success rates.
  • Writing Assistance: Some advanced NLP tools can even help with drafting sections of the proposal, which you can then refine and personalise (the old-fashioned way!).

By leveraging AI in grant writing, you can potentially increase your success rates and efficiency in securing crucial funding. Tools like Claude, an AI assistant developed by Anthropic, can be particularly useful in this context. Claude can help analyse past successful grants, suggest improvements to current drafts, and even assist in generating initial content for grant proposals.

3. Sentiment Analysis for Social Media

Understanding public perception is crucial. AI-powered sentiment analysis can provide valuable insights from social media:  

  • Monitoring Public Sentiment: AI can analyse social media posts to gauge public sentiment about your organisation or cause, helping you respond promptly to both positive and negative feedback.
  • Identifying Trends: Sentiment analysis can spot emerging trends or issues in your field, allowing you to stay ahead of the curve and adjust your strategies accordingly.
  • Campaign Impact Assessment: By analysing social media reactions, you can measure the impact of your awareness campaigns and adjust your approach in real-time
  • Crisis Management: Early detection of negative sentiment spikes can alert you to potential crises, allowing for swift response and mitigation.

Sentiment analysis can help you stay tuned to your audience, adapt your messaging effectively, and manage online reputation proactively.

RPA Applications in Non-Profits

Robotic Process Automation (RPA) offers significant potential for non-profits to streamline operations, reduce errors, and free up staff time for more strategic work. Here’s a deeper look at how you can apply RPA in your organisation:

1. Automating Data Entry and Processing

RPA can significantly reduce the time spent on manual data entry tasks, improving accuracy and efficiency:  

  • Inputting donation information: Create bots to extract donation details from various sources (e.g., email, web forms, spreadsheets) and automatically input them into your central database. This not only saves time but also reduces the risk of data entry errors  
  • Processing volunteer applications: Develop RPA workflows to screen volunteer applications, check for completeness, and even perform initial eligibility checks based on predefined criteria. This can speed up your volunteer onboarding process  
  • Updating contact information: Implement bots that can scan incoming emails or forms for updated contact details and automatically update your CRM or database systems. This ensures your contact lists remain current with minimal manual intervention  

2. Streamlining Financial Processes

Financial tasks that follow set rules are prime candidates for RPA, allowing for faster processing and improved accuracy:
  • Reconciling bank statements: Develop bots to match transactions in your accounting software with bank statements, flagging discrepancies for human review. This can significantly reduce the time spent on monthly reconciliations  
  • Processing expense reports: Implement RPA to validate expense reports against company policies, check for required documentation, and even initiate reimbursement processes for approved expenses
  • Invoice processing: Automate the capturing of invoice data, matching with purchase orders, and routing for approval, significantly speeding up your accounts payable process

3. Simplifying Reporting and Compliance Tasks

RPA can assist with the often-time-consuming task of creating reports, ensuring accuracy and timeliness:  

  • Automatically gathering data for annual reports: Create bots that can extract relevant data from various internal systems (financial, program management, CRM) to compile information needed for annual reports. This not only saves time but also reduces the risk of data inconsistencies  
  • Generating compliance documents for regulatory bodies: Develop automated processes to gather required data, populate standardised forms, and generate compliance reports for various regulatory bodies. This helps ensure timely submission and reduces the risk of non-compliance
  • Grant reporting: Automate the collection and compilation of data required for grant reporting, ensuring you meet reporting deadlines and maintain positive relationships with funders  

Getting Started with AI and RPA

If you’re considering implementing AI or RPA in your non-profit, here are some steps to get started:

  • Identify Pain Points: Look for repetitive, time-consuming tasks that could be automated, or areas where better predictive capabilities could improve decision-making  
  • Assess Data Quality: Both AI and RPA rely on good data. Ensure your data is accurate, consistent, and well-organised
  • Start Small: Begin with a pilot project in one area of your operations. This allows you to learn and adjust before scaling up. For instance, you might start by using Microsoft Copilot to assist with drafting donor communications or Claude to help with initial grant proposal drafts

Conclusion

AI and RPA offer exciting possibilities for non-profits to increase their efficiency and impact. By automating routine tasks and leveraging data for better decision-making, these technologies allow organisations to focus more on their core missions and less on administrative burdens.

However, it’s important to approach these technologies thoughtfully. They are tools to augment and support your team, not replace them. The goal is to free up your staff to focus on the high-value, human-centric work that is at the heart of what non-profits do.

If you’re interested in exploring how AI and RPA could benefit your organisation, we’d be happy to discuss your specific needs and help you chart a path forward. Together, we can harness the power of technology to create meaningful change in the world.

Limited resources, diverse stakeholder needs, and the pressure to demonstrate impact all contribute to the complexity of non-profit operations and emphasise the critical need for efficient workflows. Fortunately, Microsoft 365 offers a suite of powerful tools that can help streamline processes, enhance collaboration, and boost productivity. Let’s explore five key Microsoft 365 tools that can transform how your non-profit works.

1. Microsoft Planner: Streamline Task Management

Microsoft Planner is a user-friendly task management tool that can significantly improve your team’s productivity. In fact, here at Grassroots IT we use Planner on a daily basis to keep team meetings organised and track actions & accountabilities.

Here’s how it can benefit your non-profit:

  • Visual Task Boards: Create Kanban-style boards to visualize your projects and track progress at a glance.  
  • Security Considerations: Running an unsupported operating system can expose your business to increased security risks, as Microsoft will no longer release security fixes and updates for issues that are discovered. Cybercriminals often target systems that no longer receive regular security updates. 
  • Integration: Planner integrates seamlessly with other Microsoft 365 tools, making it easy to attach documents from SharePoint or OneDrive, or discuss tasks in Teams.

By using Planner, your non-profit can ensure that all team members are aligned on project goals, deadlines, and responsibilities, leading to more efficient project execution.

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2. SharePoint: Centralise Document Management

SharePoint is a powerful platform for document management and collaboration. Not only that, but in preparation for AI tools such as Microsoft Copilot, SharePoint is the person place to store company information. For non-profits, it offers several key advantages:

  • Centralised Document Storage: Create a single source of truth for all your organisation’s documents, accessible from anywhere
  • Version Control: Track changes and maintain a history of document revisions, crucial for maintaining accuracy in reports and proposals
  • Intranet Capabilities: Build internal websites to share news, updates, and resources across your organisation
  • Granular Permissions: Control who can access, edit, or share specific documents or sites, ensuring data security

With SharePoint, your non-profit can improve information flow, reduce time spent searching for documents, and enhance collaboration across departments.

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3. Microsoft Teams: Enhance Communication and Collaboration

Microsoft Teams is a hub for teamwork, bringing together chat, video meetings, file storage, and application integration. At Grassroots IT with a diverse team spread across five countries, we rely heavily on Teams to keep our people connected.

For non-profits, Teams can:

  • Facilitate Remote Work: Host virtual meetings, share screens, and collaborate in real-time, regardless of team members’ locations
  • Organise Conversations: Create channels for different projects or departments, keeping discussions focused and easily searchable
  • Integrate Apps: Bring other Microsoft 365 tools and third-party apps into your Teams workspace for a seamless experience?
  • External Collaboration: Invite volunteers, donors, or partners to specific teams or channels, fostering better stakeholder engagement

By leveraging Teams, your non-profit can break down communication silos and create a more connected, collaborative work environment.

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4. Power Automate: Streamline Repetitive Tasks

Power Automate (formerly known as Flow) is a powerful tool for creating automated workflows. Here’s how it can benefit your non-profit:  

  • Time-Saving Automation: Automate repetitive tasks like data entry, email notifications, or approval processes.
  • Cross-Application Workflows: Create flows that work across different Microsoft 365 apps and even third-party services.
  • Triggered Actions: Set up automated actions based on specific triggers, such as sending a thank-you email when a new form submission is received
  • Templates: Use pre-built templates to quickly implement common automation scenarios.

By automating routine tasks with Power Automate, your non-profit can free up valuable time for more strategic, mission-focused work.

What Is Power Automate

5. Microsoft Forms: Streamline Data Collection and Surveys

Microsoft Forms is a simple yet powerful tool for creating surveys, quizzes, and polls. For non-profits, it offers several benefits:

  • Easy-to-Create Surveys: Build professional-looking forms and surveys without any technical expertise  
  • Real-Time Analytics: Get instant insights with automatic charts that update as responses come in  
  • Integration with Other Tools: Easily export data to Excel for deeper analysis or use Power Automate to trigger actions based on form responses  
  • Accessible and Responsive: Forms work on any device, making it easy to collect data from volunteers, donors, or beneficiaries in the field  
  • Multilingual Support: Create forms in multiple languages to reach diverse audiences

Microsoft Forms can help your non-profit gather valuable feedback, conduct needs assessments, or even manage event registrations with ease.

 

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Final Thoughts 

These five Microsoft 365 tools – Planner, SharePoint, Teams, Power Automate, and Forms – offer a powerful ecosystem to revolutionize your non-profit’s workflow. By leveraging these tools, you can enhance collaboration, streamline processes, and ultimately increase your organisation’s impact.

Remember, the key to success with these tools lies in thoughtful implementation and user adoption. Consider starting with one or two tools that address your most pressing needs, and gradually expand your use as your team becomes more comfortable with the new systems.

At Grassroots IT, we’re here to help you navigate the world of Microsoft 365 and find the best solutions for your non-profit’s unique needs. Reach out to us to learn more about how we can support your journey to a more efficient, tech-enabled workflow.

With Windows 10 going end-of-life in October 2025, many businesses are already considering their next steps. While your current setup might be working just fine, it’s important to start planning for the future. Let’s explore what the transition to Windows 11 means for your organisation and how to approach it sensibly. 

Why Consider Windows 11 Now? 

You might be wondering, “If it ain’t broke, why fix it?” It’s a fair question. However, there are a few key reasons to start thinking about retiring older computers in favour of Windows 11.  

  • Windows 10 End of Support: Microsoft has announced that Windows 10 will reach its end of support on October 14, 2025. After this date, there will be no more security updates or technical support for Windows 10. In addition, many Technology Service Providers (including Grassroots IT) explicitly exclude end-of-life operating systems from support agreements, meaning that any problems that do occur will incur additional fees to resolve.  
  • Security Considerations: Running an unsupported operating system can expose your business to increased security risks, as Microsoft will no longer release security fixes and updates for issues that are discovered. Cybercriminals often target systems that no longer receive regular security updates. 
  • Gradual Transition: Starting the transition process early allows for a more measured, less disruptive approach. It gives your team time to adapt gradually rather than rushing at the last minute, and eases strain on cashflow.

What’s New in Windows 11? 

While not revolutionary, Windows 11 does offer some improvements. These include a cleaner, more modern interface, improved multitasking capabilities, and new features such as the ability to run Android apps. However, it’s important to acknowledge that these changes may not be significant enough to justify an immediate upgrade for all businesses. 

  • Enhanced security features 
  • A more intuitive user interface 
  • Better support for hybrid work environments 
  • Improved performance, especially for newer hardware 

Planning your Transition 

Assess your current setup 

Before making any moves, it’s crucial to understand your current IT environment to ensure that there won’t be any nasty surprises along the way, such as important software applications that aren’t compatible with Windows 11. Consider the following: 

  • Which devices are compatible with Windows 11? 
  • Are there any critical applications that might have compatibility issues? 
  • What’s your current Windows 10 version, and how far are you from Windows 11 requirements? 

Develop a timeline 

With the end-of-support date of October 2025 in mind, create a realistic timeline for your transition. For many organisations the transition to Windows 11 will entail retiring older computers and replacing them with new computers running Windows 11, rather than installing the newer operating system on older, slower hardware.  

When developing a timeline consider: 

  • Budgeting cycles for potential hardware upgrades 
  • Least disruptive times for your business operations 
  • Time needed for testing and addressing any compatibility issues 

Prepare your team 

Change can be challenging, but good communication can ease the process. Educate your team about the benefits of Windows 11 and involve them in the planning process. Address any concerns they may have and provide training on new features and changes to the interface. 

  • Inform your team about the upcoming changes and why they’re necessary 
  • Provide resources for self-learning about new features 
  • Consider offering training sessions closer to the transition date 

How to Approach the Transition 

  • Start with a pilot: Begin by upgrading a small group of users who can provide feedback and help identify any issues. Many organisations will already have at least a handful of Windows 11 computers in place, effectively providing a pilot for the rest of the organisation.  
  • Address compatibility: Work with your IT team or partner to resolve any software or hardware compatibility challenges. Having people from different departments pilot Windows 11 is a good way to ensure you identify any potential issues well in advance of a full deployment.  
  • Roll out in phases: Gradually transition different departments or teams to minimize disruption to your operations. For many organisations choosing to progressively replace older computers, this will often span across teams & departments, helping to mitigating any focused disruption.  
  • Provide support: Ensure your team has access to resources and support during and after the transition. This may take the form of cheat-sheets, self-paced learning or even on-site technical support on the day of transition.  

Related: Developing an IT Hardware Refresh Strategy

Final Thoughts 

While there’s no need to rush into Windows 11 at this stage, it’s wise to start planning your transition strategy now. By taking a proactive approach, you can ensure a smooth upgrade process and avoid the security risks of running an unsupported operating system. 

Remember, every organisation’s needs are unique. If you’re unsure about how to approach this transition or have concerns about compatibility with your current systems, don’t hesitate to reach out to Grassroots IT for assistance. We can provide tailored advice and support to ensure your transition is as smooth and beneficial as possible. 

Stay proactive, stay secure, and let’s navigate this transition together. 

Developing an IT Hardware Refresh Strategy 

Technology plays a pivotal role in driving success for organisations. However, managing technological change while maintaining IT systems can present a significant challenge for businesses. 

An essential aspect of IT infrastructure management is formulating a strategy to replace outdated hardware before it becomes obsolete or unsupported. Adopting this proactive stance helps keep your systems current, secure, and able to meet your business requirements. 

Developing an effective hardware refresh plan is crucial. Let’s explore key strategies to build a refresh plan that will help keep your business moving forward. 

Why Hardware Refresh Planning Matters 

 Imagine these scenarios: 

  • An employee’s computer breaks down, and replacement parts are unavailable due to its age. 
  • A critical software application becomes unworkable on your old PCs because they cannot support the latest updates. 

Without proper planning, these situations can lead to: 

  • Expensive downtime 
  • Decreased productivity 
  • Serious security risks 
  • Compliance issues (e.g., with standards like Essential 8) 

By proactively planning your hardware refreshes, you can mitigate these risks and ensure your team always has the tools they need to work efficiently and securely

Key Strategies for Building Your Refresh Plan 

Developing a robust IT hardware refresh strategy requires a systematic approach that aligns with your business objectives and operational needs. 

 The following strategies are designed to ensure your technology remains up to date, while also enhancing performance and security throughout your organisation. An effective hardware refresh strategy will consider the following approaches: 

  1. Replace machines through natural attrition: Gradually replace old machines as they fail or become unusable. This approach spreads out the cost of new hardware over time. Collaborate with your IT support team to define the “expiration date” for devices based on factors like warranty status, supportability, and compatibility with essential software. 
  1. Conduct periodic refresh projects: For larger organisations, implementing a comprehensive hardware refresh every few years is a strategic move. By replacing a sizeable number of machines simultaneously, you can leverage better pricing from vendors and achieve economies of scale. It is essential to budget for these substantial capital expenses in advance. 

This approach involves scheduling the replacement of a specified number of computers at regular intervals, such as every 36 months. This not only helps manage capital expenditures more effectively but also ensures that your technology remains current, reducing the risk of outdated and problematic equipment. 

  1. Assess compatibility proactively: Regularly assess the compatibility of your hardware with new software and operating systems. This proactive approach ensures smooth transitions and avoids disruptions, rather than waiting until an operating system is obsolete to think about upgrading. 
  1. Consider leasing options: Overcome upfront cost barriers by leasing equipment on a regular refresh cycle. Many leasing companies offer easy trade-in programs and support to help manage the refresh process. 

 The key is to work closely with your IT collaborators to weigh the pros and cons of each approach and build a strategy customised to your business needs and budget. By investing the time upfront to create a proactive IT plan, you will be able to provide your team with the up-to-date, secure, and reliable computing equipment they need – without breaking the bank. This creates a win-win scenario for businesses aiming to future-proof their company’s technological foundation. 

Leveraging Technology Lifecycle Management 

An effective IT hardware strategy requires keeping a detailed hardware register. This register should track the following data: 

  • IT equipment, including acquisition dates 
  • Warranty expirations 
  • Service records 
  • Performance issues.  

By diligently cataloguing all equipment, the hardware register serves as an invaluable log, facilitating informed decision-making regarding replacements and upgrades.  

Adopting a proactive strategy for maintaining a hardware register offers several benefits: 

  • Anticipate IT support needs and budget allocations 
  • Prevent equipment oversights and potential liabilities 
  • Identify opportunities for bulk upgrades or better supplier negotiations 
  • Ensure compatibility and minimize operational disruptions 

 

Related: The Hidden Costs of Aging Technology Infrastructure 

 

Next Steps: 

Effective IT hardware lifecycle management is essential for businesses striving to stay competitive and secure in today’s digital landscape. By adopting a strategic approach that includes maintaining a detailed hardware register, utilizing management tools and applications, and considering flexible procurement options like leasing, companies can optimize their IT infrastructure, reduce financial burdens, and remain adaptable to changing demands. 

This proactive strategy not only enhances operational efficiency but also strengthens overall business resilience. By anticipating needs, planning for upgrades, and staying ahead of end-of-life cycles, organisations can transform IT from a potential liability into a powerful asset for business success.  

  1. Audit your current hardware inventory 
  2. Assess your business needs and growth projections 
  3. Consult with IT professionals to develop a tailored refresh strategy 
  4. Implement a system for ongoing hardware tracking and management 

A robust lifecycle management strategy fosters improvement and innovation, positioning your business to thrive in today’s competitive environment. Contact our team today to learn how we can help you devise and implement an IT hardware refresh strategy. 

At the heart of every successful enterprise lies the customer journey, and to genuinely boost customer engagement, it’s essential to identify and address pain points to make this journey as seamless as possible. This process requires a deep understanding of the customer journey and an ability to anticipate potential bottlenecks.

The strategic application of technology in this process is crucial for delivering exceptional customer experiences. By optimising business operations and facilitating seamless interactions, the right technology can give your business a substantial competitive edge.

Opportunities for Improvement

There are numerous pathways for businesses to enrich customer interactions, two of which have become particularly attractive due to recent advances, namely Artificial Intelligence (AI) and Business Process Automation (BPA).

Improving the Customer Experience with AI

AI is a game-changing technology that can help businesses tackle various customer experience challenges. It enables personalised messaging, intelligent decision-making in real-time, and predictive analytics for anticipating customer needs.

Some key opportunities include:

  • Enhanced Customer Service: AI-driven chatbots and virtual assistants can provide 24/7 customer support, answering inquiries and resolving issues promptly without the need for constant human intervention. This not only improves customer satisfaction but also allows businesses to scale their customer service operations efficiently.
  • Improved Decision Making: By leveraging AI for data analysis, businesses can gain deeper insights into customer behaviour, market trends, and operational performance. These insights enable more informed decision making, helping companies to strategise more effectively and anticipate market shifts.
  • Increased Productivity: AI can automate routine tasks, from scheduling to inventory management, freeing up human resources for more complex and creative tasks. This automation leads to significant improvements in customer interactions and productivity.
  • Personalised Customer Experiences: AI technology can analyse individual customer data to deliver personalised recommendations, offers, and content. This personalisation enhances the customer experience, it also fosters loyalty and increases engagement.

Improving the Customer Experience with BPA

BPA involves automating business processes to streamline operations, reduce errors and improve efficiency. It is a valuable tool for businesses looking to enhance the customer experience by improving internal processes.

Some key opportunities include:

  • Faster Response Times: BPA can automate workflows and eliminate bottlenecks, leading to faster response times and improved customer satisfaction. For instance, automated order processing systems can significantly reduce the time it takes for customers to receive their orders.
  • Consistent Service Delivery: By automating routine tasks, BPA ensures consistency in service delivery. Customers can expect the same level of service quality every time they interact with a business, leading to increased trust and satisfaction.
  • Reduced Costs: BPA eliminates the need for manual labour in certain processes, reducing costs associated with human error and increasing operational efficiency. This cost-saving can be passed down to customers through better pricing or improved services.

Real-World Examples

Case Study: Automated User Creation

To streamline the experience for their internal clients, the IT team at a large non-profit organisation leveraged SharePoint, Power Automate and Entra ID to automate the creation of user accounts for new employees.

This solution not only reduced the time required to provision a new user it also improved the quality and consistency of the end-result, reducing the number of follow-up interactions required for the new employee to be fully provisioned.

Case Study: Customer Service Chatbot

During the Covid-19 Pandemic, many companies’ customer contact centres faced overwhelming challenges due to shutdowns and resource constraints.

To address this, a Financial Firm worked with a Microsoft engineer to implement Azure Bot Service, hosted on a customer – facing website. These bots were designed to handle routine inquiries and processes, thereby freeing call centre capacity. By automating self-service interactions, contact centres could refocus staff on more complex enquiries, improving overall efficiency and customer experience.

Case Study: Project Reporting & Bid Tracking

An engineering firm specialising in large-scale infrastructure projects faced several challenges related to project management and their legacy project management platform. Existing spreadsheet-based processes were no longer able to cope with the complexity and volume of client projects.

To tackle these challenges, the Grassroots IT team leveraged the Microsoft Power Platform to provide users with enhanced functionality around project reporting and bid tracking. This strategic application of Business Process Automation streamlined project management and improved communication channels, resulting in reduced project delays and increased client satisfaction.

Evaluating Customer Experience Opportunities

When evaluating and implementing new technologies within a business setting it is critical to ensure that investments enhance capabilities and align with long-term goals. Our tip: This should involve a multi-step approach, starting with three important tasks:

  1. An in-depth evaluation of existing processes and technology, mapped against the customer journey.
  2. Identify key processes and areas along the customer journey for improving the customer experience.
  3. Carefully select technologies that offer the most significant potential for impact.

Below are key considerations and steps organisations should undertake in this process:

  • Identify Customer Pain Points and Opportunities:Start by pinpointing the aspects of your business that could benefit most from technological improvements. This might include streamlining manual processes through automation or enhancing customer touchpoints.
  • Research and Compare Solutions: Conduct thorough research on potential technology solutions that address customer needs. Compare features, costs, and user reviews to find the best fit for enhancing the customer journey.
  • Consider Scalability and Integration:Choose technologies that can grow with your business and integrate seamlessly with existing customer systems and processes, ensuring a smooth experience as your business expands.
  • Involve Key Stakeholders:Engage key stakeholders, including employees and customers, in the evaluation process. Gather feedback to understand their needs, address concerns, and ensure the chosen technologies enhance the customer journey.
  • Provide Training and Support: Offer comprehensive training and ongoing support to employees to ensure they are proficient with the new technologies. This minimises disruptions and maximises the benefits, leading to a superior customer experience.

Related: The Benefits of Automating Business Processes (and how to spot opportunities)

Conclusion

Advancements in technology such as AI and BPA offer numerous opportunities to enhance the customer experience. From automating routine tasks to providing personalised recommendations, these technologies can significantly improve efficiency, reduce costs, and foster loyalty among customers.

However, it is crucial for organisations to carefully evaluate and select the right technologies that align with their long-term goals and provide adequate training and support for employees to fully utilise them. By implementing these technologies effectively, businesses can not only improve the customer experience but also gain a competitive advantage.

Grassroots IT offer a range of services to improve business operations to fortify the customer journey. Contact our friendly team today to talk about your IT strategy and improved customer interactions.

As business leaders, it is easy to get caught up in our day-to-day operations while overlooking the bigger technology picture. However, relying on outdated hardware and software can lead to unforeseen expenses that affect profits, productivity, and reputation.

Effective management of technology lifecycles is important to minimise risks and support growth. Regularly evaluating your existing IT infrastructure in line with your IT investment and broader strategy is essential.

Additionally, understanding the need to craft a persuasive business rationale for technology investment is important for future prosperity. Effectively communicating the advantages, making precise forecasts on returns, and rallying support for essential upgrades to your technological framework are key steps toward unincumbered growth.  

Aging Tech Risks: The Dangers of Falling Behind

Using outdated systems puts your business at a disadvantage compared to competitors and exposes it to risks. The primary dangers associated with sticking to aging IT infrastructure range from heightened vulnerability to cyber-attacks and system failures, reduced efficiency, and diminished customer satisfaction.

Recognising these obstacles is the first initial step toward driving your business forward with effective solutions. Let us clarify these inefficiencies in more detail:

  1. Decreased Productivity: Older devices and software often run slower and are more prone to crashes, resulting in frustrating delays and lost productivity for your employees.
  2. Security Vulnerabilities: Aging technology may no longer receive crucial security updates, leaving your systems vulnerable to cyber threats, data breaches, and potential legal and financial consequences.
  3. Limited Functionality: Outdated software may not be compatible with updated file formats or integrate with current systems, hindering collaboration and limiting your team’s ability to leverage the latest tools and features.
  4. Higher Maintenance Costs: As hardware and software age, they require frequent repairs and maintenance, leading to increased IT support costs and potential downtime.

A Real-World Example

During a recent meeting with our client, an early childhood provider, we observed that many of its devices were aging and out of warranty. Some of these devices date back to 2016 models, which means they no longer meet the minimum requirements for upgrading to the next Windows operating system. The technology has also become unfit for the school’s current working strategy.

This situation highlights the importance of proactively managing technology lifecycles to prevent potential disruptions and increased costs. The current plan is to shift to a more agile tech format that is less resource-intensive for the school’s IT needs.

Technology Lifecycle Management Essentials

Effective technology lifecycle management is crucial for maintaining a competitive edge and achieving operational efficiency. By managing the lifecycle of your technology assets—from procurement to retirement—you ensure that your business remains agile, secure, and ahead of the curve.

Below are IT strategies for lifecycle management that not only mitigate risks but also optimise your technology investments for sustained growth and innovation.

  1. Plan for Regular Upgrades: Develop a technology roadmap that includes regular hardware and software upgrades to ensure your systems remain up-to-date, secure, and capable of supporting your business needs.
  2. Allocate Funds for Upgrades: Include technology upgrades in your annual budget to avoid unexpected expenses and ensure you have the necessary funds to replace or improve your IT infrastructure before it becomes a critical issue.
  3. Conduct Regular IT Infrastructure Assessments: Regularly review your existing technology to identify devices and software approaching end-of-life, evaluate their performance and security, and prioritise areas for improvement.

Executing tangible lifecycle strategies will allow businesses to significantly mitigate the adverse effects of aging technology. This focused approach reduces security risks and operational inefficiencies, fostering a culture of continuous improvement and innovation.

Related: The Importance of having a Technology Roadmap for Your Business

Building a Business Case for Technology Investment

Crafting a compelling business case for technology investment is vital to ensure your company’s ongoing success. It is important to clearly articulate the benefits, accurately predict the returns, and garner support for the necessary updates to your IT infrastructure. Below are key factors and actions to advocate for technology upgrades to senior management:

  1. Highlight Immediate and Long-Term Benefits: Begin by outlining how the investment will address current pain points, such as reducing operational costs or enhancing security. Additionally, emphasise the longer-term advantages, including improved efficiency, scalability, and competitiveness.
  2. Provide a Detailed Cost-Benefit Analysis: Demonstrating the financial impact is crucial. Offer a detailed analysis that compares the costs of upgrading versus the costs of maintaining current systems, including the potential for increased revenue or cost savings.
  3. Showcase Success Stories: Providing examples of successful technology investments, either from within your organisation or from industry peers, can help build confidence in the proposed upgrades. Highlight the challenges they faced, the solutions they implemented, and the benefits they reaped.
  4. Highlight Risks of Inaction: Clearly articulate the risks and potential costs of not investing in new technology, such as system failures, security breaches, and falling behind competitors.

By focusing on these areas, you will be better positioned to secure the necessary backing required for your technology investments. This, in turn, will enable you to make well-informed decisions that contribute to future growth and resilience.

Prioritise your IT Infrastructure

Neglecting your business’s technology infrastructure can have far-reaching consequences that impact your bottom line.

By recognising the risks of aging hardware and software, prioritising lifecycle management, and building a strong business case for important upgrades, you can proactively address potential issues and ensure your technology supports your business’s success.

Do not wait until outdated systems cause major disruptions – act today to assess your IT infrastructure and invest in the technology your business needs to thrive.

Technology plays a crucial role in the success of any organisation. However, many businesses struggle with the implementation of an effective and ongoing technology strategy. The solution?  A comprehensive technology roadmap! 

But why is a roadmap so vital? A technology roadmap is the link between your IT strategy and the successful execution of that strategy. It’s where the rubber hits the road with practical, prioritised actions to bring your strategy to life. A technology roadmap is essential for businesses aiming to thrive and grow. By remaining competitive, fostering productivity, and ensuring robust support for future endeavours, a well-crafted roadmap paves the way for success. 

Why You Need a Technology Roadmap

It’s important to understand the tangible benefits a technology roadmap brings to an organisation. A well-crafted roadmap not only guides a company through its current technology landscape but also steers it towards future growth and innovation. In the following section, we’ll explore the significant advantages of developing and maintaining a technology roadmap for your business. 

  1. Alignment with Business Objectives: A technology roadmap ensures that your IT investments and initiatives are proactively aligned with your overall business strategy and goals. 
  2. Improved Budgeting and Resource Allocation: By planning ahead, you can allocate your budget and resources more effectively, avoiding unexpected costs and ensuring that you have the necessary funds for critical projects. 
  3. Enhanced Efficiency and Productivity: A well-planned technology roadmap helps you streamline your processes, automate tasks, and improve collaboration among team members, ultimately boosting efficiency and productivity.  
  4. Cybersecurity and Risk Management: In today’s technology landscape early detection of cyber threats is crucial. A data breach incident risks suspending your daily business operations and can cost your business large amounts of money. A technology roadmap allows you to identify potential risks and vulnerabilities in your IT infrastructure and implement measures to mitigate them, safeguarding your business against potential cyber threats. 
  5. Competitive Advantage: By staying up to date with the latest technology trends and implementing them strategically, you can gain a competitive edge in your industry.  An example of this is how AI technology can transform your business productivity overnight. 

Key Components of an Effective Technology Roadmap

A technology roadmap is a strategic plan that outlines how technology will be applied to support and enhance your business strategy over a specific period. It serves as a planning tool to communicate a clear IT strategy throughout your organisation. Some crucial components in the development of your roadmap include: 

  1. Assessment of Current Technology: Start by evaluating your current technology estate, identifying any gaps or areas for improvement. This assessment should outline the following: 
    • Evaluation of Technologies in Use: Scrutinise the effectiveness and efficiency of each technology component in fulfilling its designated role within the business ecosystem. 
    • Technology Outlook: Developing a nuanced understanding of your current technology landscape is pivotal for identifying potential gaps, areas for enhancement, and opportunities for innovation. 
  2. Alignment with Business Goals: The starting point for any technology roadmap must be the business’s goals and objectives. Whether it’s improving customer experience, increasing operational efficiency, or expanding into new markets, the roadmap should clearly illustrate how technology will help achieve these goals. 
  3. Prioritisation of Projects: Firstly, prioritise your technology initiatives based on their impact on your business, urgency, and feasibility 
  4. Timeline and Milestones: An effective technology roadmap will provide a timeline that outlines when each technology initiative will begin and end. This helps businesses allocate resources efficiently and ensures that technology initiatives are aligned with business objectives in a timely manner. 
  5. Budget and Resource Allocation: Implementing new technology can be resource intensive. A technology roadmap should include a detailed budget that covers the costs associated with each initiative, including hardware and software expenses, training costs, and additional staffing needs. It should also outline how resources will be allocated to ensure the successful execution of each technology initiative. 
  6. Ongoing Monitoring and Adjustment: Regularly monitor your progress and make adjustments as needed to ensure that you stay on track and adapt to any changes in your business environment. 

By incorporating these key components into your technology roadmap, your business can ensure that its technology investments are strategic, targeted, and aligned with long-term business goals. 

Tips for Working with Trusted IT Partners To Develop Your Roadmap

When developing a technology roadmap in collaboration with IT partners, it’s essential to ensure a smooth and effective planning process. Here are some tips for working alongside your IT partners to craft an effective technology roadmap: 

  1. Choose the Right Partner: Select an IT provider that has experience working with businesses like yours at a strategic level. It’s important for them to understand your industry’s unique challenges and opportunities. At the very least they should be willing to learn about your industry.  
  2. Communicate Your Business Goals Clearly: Start by clearly outlining your business goals and objectives to your IT partners. This ensures that the technology solutions proposed are in line with your business’s strategic direction.
  3. Engage in Collaborative Planning: Involve your IT partners in the planning process from the outset. Their expertise can provide valuable insights into the latest technology trends that could benefit your business and help identify potential challenges early on.
  4. Set Realistic Expectations: Technology projects often encounter unforeseen challenges. Work with your IT partners to set realistic timelines and budget expectations for each initiative within the roadmap.
  5. Foster Open Communication: Maintain open lines of communication with your IT partner, regularly sharing updates and feedback to ensure that everyone is on the same page. Your IT partner should be willing to listen to your pain points and suggest helpful pathways to improve your IT strategy and productivity.
  6. Prioritise Flexibility: Technology and business needs change rapidly. Ensure your technology roadmap has the flexibility to adapt to new trends and business objectives as they arise.
  7. Be Open to Recommendations: Your IT partner brings valuable expertise and insights to the table. Be open to their recommendations and advice when making decisions about your technology roadmap.
  8. Focus on Security and Compliance: Ensure that your IT partners understand the importance of security and compliance within your industry. Incorporating these considerations from the start can prevent costly adjustments later on.
  9. Review and Update Regularly: Technology roadmaps are not static documents. Regular reviews with your IT partners will help you adjust your roadmap as needed, ensuring it continues to align with your business goals and the technological landscape. 

By following these tips, businesses can effectively collaborate with IT partners to develop an effective strategy that not only meets their current technology needs but also positions them for future growth and innovation!

Leaders in Developing Effective Technology Roadmaps for businesses

How Your Business Can Benefit From a Strategic Technology Roadmap

Having a well-defined technology roadmap is essential for any business looking to stay competitive and achieve its goals. By aligning your technology initiatives with your business objectives, prioritising projects, and working closely with a trusted IT partner, you can develop a roadmap that supports long-term success. Additionally, it will also optimise your:  

Remember to regularly review and update your plan to ensure that you stay on track and adapt to any changes in your industry or business environment. Lastly, effective collaboration with IT partners during the development of this roadmap ensures that technology initiatives remain relevant and adaptable.

These initiatives should meet current needs while also being flexible enough to accommodate future shifts. Ultimately, a technology roadmap serves as an invaluable tool for businesses seeking to fully harness technology’s potential to drive growth, innovation, and long-term success! Contact our friendly team today to discover how we can help you devise and implement a robust roadmap for your business.

With new and evolving cybersecurity threats emerging almost daily, the risk to businesses is greater than ever. A 2023 study by IBM reports that the average cost of a data breach in Australia is now $4.3 million. While this figure is less than the global average of $4.45 million, the escalation of cybersecurity threats shows no sign of slowing anytime soon.

So, the critical question is, how do you keep your organisation safe in such a hostile cyber environment? The best place to start is by educating yourself on the nature of cybersecurity risks and the options available to help mitigate them.

In this post, we discuss the top five cybersecurity threats to be aware of in 2024. These are the most common threats that we see in our work helping clients mitigate these risks and respond to incidents.

1. Increased Impact from Malicious AI Tools

Artificial Intelligence (AI) poses a significant threat, not just as a tool for innovation but also as a potential weapon in the hands of cybercriminals.

AI can be exploited by cybercriminals to conduct more sophisticated attacks with increased precision and frequency. These AI-driven attacks can bypass traditional cybersecurity measures, making detection and defence more challenging for organisations.

Strategies to Combat Malicious AI Tools:

Developing strategies to counteract malevolent AI tools is important for safeguarding your organisation against complex threats. By remaining proactive and employing security practices, you can diminish the risks and consequences of AI-powered cyber-attacks. Here are helpful strategies to combat these threats:

    • Continuous Monitoring: Implement AI-driven security tools that monitor network activity to detect and respond to anomalies. These tools can detect anomalies and respond promptly to any suspicious behaviour.
    • Advanced Threat Intelligence: Leverage platforms that use AI to predict and identify potential threats before they can cause harm.
    • Regular Security Audits: Conduct frequent cybersecurity risk assessments to identify vulnerabilities and ensure all security protocols are up to date.

Organisations can enhance their protection against the increasing threat of malicious AI by staying proactive and utilising AI defence tools.

2. Phishing

Phishing is one of the most common forms of attack whereby fake emails are sent purporting to be from sources familiar to the target, such as the Commonwealth Bank, Australia Post or Microsoft. The goal of phishing is to trick individuals into granting access to secure systems by either handing over password details or allowing the installation of malware onto their computer. Once the attacker has gained access to company systems, they may explore and plan their next steps undetected.

Protecting Against Phishing

    • Multi-factor Authentication (MFA): Even if an attacker obtains password details, MFA adds a layer of security. Most modern applications support MFA, though it may not be enabled by default.
    • Email Filtering: Effective email filtering can stop many phishing emails before they reach employee inboxes. Advanced filtering is available for major platforms like Microsoft Office 365.
    • User Education: Employee awareness is critical. Educating your workforce on recognising and avoiding phishing attacks is an effective risk mitigation strategy.

3. Business Email Compromise

Business email compromise is a strategy used by attackers to defraud a target company, employed once they have gained access to secure systems via other means. With access to company systems, they will gather information regarding financial processes, payment systems and client relationships. They will monitor email communications to learn who in the organisation has financial authority and the language and methods that they use to communicate.

Once they have the information that they need, attackers will then seek to deceive employees, clients and business partners into making payments to their bank accounts rather than genuine ones. These fraudulent requests for funds can be difficult to identify and lost funds can be challenging to trace and recover. The potential for direct financial loss through business email compromise is significant.

Protecting Against Business Email Compromise

    • Multi-factor Authentication (MFA): MFA effectively defends against many user account attacks.
    • User Education: Employees involved in financial transactions must be vigilant and take all necessary precautions.
    • Verification Processes: Implement secondary verification (e.g., phone calls) for all financial transactions and change of detail requests.

4. Social Engineering

Cybercriminals will often seek to gain the trust of their targets in order to elicit the information that they need to breach secure systems. Any form of social interaction with the malicious intent of gaining access to secure systems can be considered social engineering. A common approach is to create fictitious personas on social media which are then used to establish fake relationships with potential victims and trick them into allowing access to company systems.

Protecting Against Social Engineering

    • User Education: Training employees to identify and respond to social engineering threats is essential.
    • Endpoint Protection: Use advanced endpoint protection software to detect and block malicious software.
    • Multi-factor Authentication (MFA): MFA provides robust defence against user account breaches, even if passwords are compromised.

5. Ransomware

Ransomware is a particular form of malicious software (aka malware) that, once active within a computer system, will encrypt critical data rendering it inaccessible until a ransom is paid. Unfortunately for some business owners, even when a ransom is paid, access to the data is not always restored. Ransomware is responsible for some of the largest and highest profile security incidents in recent times. A ransomware attack can be devastating to any organisation, grinding operations to a halt.

Protecting against Ransomware

All forms of malware including ransomware can be mitigated with strategies such as:

    • Endpoint protection: All computer systems must be protected with advanced endpoint protection software.
    • System updates: Computer systems without up-to-date software and operating systems are a common weakness that attackers can exploit.
    • Isolated backups: Not only should backups be monitoring and tested regularly, but a copy should be stored separately and unattached to the main systems to protect attackers from being able to compromise backups.
    • User education: Human error is common factor in many malware infections. Training employees to recognise a potential malware infection and respond accordingly is critical.

6. Supply Chain Attack

A supply chain attack is a form of cyber-attack where malicious actors target an organisation indirectly through less secure partners in their supply chain, most commonly software vendors. The attackers aim to compromise a particular software application which, once deployed in the target organisation’s network, allows unauthorised access to company systems. Such attacks can have widespread repercussions, as compromising one link in the supply chain can potentially grant access to multiple interconnected organisations.

Although not strictly a supply chain attack, it’s important to highlight the necessity for supply chain cyber-resilience. An attack on your supply chain can be just as disruptive as an attack through your supply chain. Disruptions to key suppliers can cause significant operational downtime and extend vulnerabilities within your organisation.

Protecting against Supply Chain Attack

    • Risk management: Include Supply Chain in risk management plans, including disaster recovery and cybersecurity incidents.
    • Least trust security: Limit supplier access to the minimum required.
    • Vendor security requirements: Incorporate clear vendor security requirements into supply agreements.

Watch our free on-demand webinar now: Managing the Risk of Supply Chain Attack.

Conclusion

Cybersecurity starts with an understanding of the threats that your organisation may face, and the options available to you to mitigate those risks. From there you can prioritise and focus your cybersecurity efforts with confidence.

For help protecting your business, speak with one of our cybersecurity experts today.

Microsoft 365 is the ideal platform to support and empower mission-driven nonprofit organisations, not least of all because Microsoft offers Microsoft 365 plans specifically designed for nonprofits. These plans are designed to provide the same high-quality technology and business tools that for-profit organisations use, but at a discount, making them accessible and affordable for nonprofits of all sizes. 

Qualifying for Nonprofit Pricing

Needless to say, there are requirements that your organisation must meet in order to qualify for access to Microsoft nonprofit resources. In summary, your organisation must meet three eligibility criteria: 

  1. Your organisation must be a legally recognised nonprofit or NGO. Specifically in Australia, this means that: 
    1. Organisations must be deductible gift recipients (DGRs) endorsed by the Australian Taxation Office (ATO) or listed by name in the tax law.
    2. Charities registered with the Australian Charities and Nonprofits Commission (ACNC); or
    3. Income tax-exempt not-for-profit organisations as defined by the ATO. 
  2. Must operate on a not-for-profit basis and have a mission to benefit the local community. 
  3. Must be non-discriminatory. 

There are also guidelines around which employees may use the licenses based on their employee status and role in the organisation. These guidelines draw a distinction between paid employees and volunteers and between Grants (free licenses) and discounted licenses.  

You can read more about eligibility on the Microsoft website 

Microsoft 365 Nonprofit Pricing

Finding the right Microsoft 365 plan for your nonprofit can appear confusing due to the multiple options available. In practice, it’s quite straightforward, and here we aim to simplify the process and guide you towards making an informed decision that aligns with your specific needs both in terms of functionality and budget. 

Price isn’t everything, but as consumers, we often consider price before any other factor. So, as a quick start, let’s look at this handy table below to see how Microsoft 365 for nonprofit plans compare with one another on price, before moving on to consider features and functionality. 

Pricing

License $AUD ex GST Notes
Microsoft 365 Business Basic (Charity) 0 Free up to 300 users
Microsoft 365 Business Standard (Charity) $4.50
Microsoft 365 Business Premium (Charity) $8.20 Free up to 10 users
Microsoft 365 E3 (Charity) $14.20
Microsoft 365 E5 (Charity) $34.10
Prices are monthly, annual commitment, $AUD ex GST
as at January 2024
Choosing Microsoft 365 Plan infographic non profit

Microsoft 365 Business vs Enterprise

When deciding which Microsoft 365 plan is right for your non-profit, the first decision to consider is whether to choose a Business plan or an Enterprise plan. Thankfully this can be an easy decision for most, given that the Microsoft 365 Business plans support a maximum of 300 users.  

Put simply, if you are a non-profit with more than 300 users, have a strong digital focus, require cybersecurity features, and solutions for compliance and governance, then the Microsoft 365 Enterprise Plans such as E3 and E5 will be the best fit. 

On the other hand, if you are a non-profit with less than 300 users and looking to utilise the Microsoft 365 suite of business applications and are security conscious, then the Microsoft 365 Business Plans are your best option.  

As a general rule of thumb for most nonprofit organisations (under 300 users) we recommend Microsoft 365 Business Premium due to the included features, primarily around cybersecurity & data protection.

Case Study Example 

Care-Full Services is a growing non-profit, currently with 43 staff, operating out of one office location with multiple staff working from home. Front-line staff are often required to visit clients and frequently work remotely.  

Team members need access to Microsoft Office applications including Outlook and Word, both on their laptops and mobile phones, and cloud storage services such as SharePoint to access business documents.    

Team communication and collaboration is a high priority for leadership, particularly given so many of the team work remotely, so tools such as Microsoft Teams and Viva are important.  

Cybersecurity is also becoming an increasingly urgent concern for the organisation, particularly given the sensitive nature of the information that is stored about clients and benefactors.  

Care-Full Services decides to move to the Microsoft 365 Business Premium plan to provide the organisation with the most appropriate features to support the growth of the organisation while meeting immediate cybersecurity and collaboration concerns. They did consider Microsoft 365 Standard and Basic, but decided that the advanced security features, and access to the full suite of Office applications was important.  

With Microsoft 365’s scalable pricing, Care-Full Services can scale up and down as the organisation grows or takes on new projects. Flexible plans and service offerings mean they can use the Microsoft 365 products and services that they need now and explore additional features later.  

Other Microsoft 365 Business Plans

Microsoft does have other plans such as the Microsoft 365 Frontline Worker plan that may be suitable for your non-profit in certain situations, however these plans do have an extremely limited set of features and are best applied only in specific situations. For this reason, we don’t go into detail on these plans here in this post, however, may include them in any detailed recommendations that we offer on a case-by-case basis. 

Find the right Microsoft 365 Plan for your Nonprofit

Before you make any decisions on a Microsoft 365 plan, the best thing to do is to start with assessing your organisation, its current and future goals. Grassroots IT has extensive experience working with nonprofit organisations and can assist you with evaluating your readiness for the move to Microsoft 365 and which plan would best suit your organisation to ensure a smooth, easy and rewarding experience. 

Detailed Plan Inclusions

Microsoft 365 Business Premium (Charity)

Price: AUD $8.20 + GST per user/month 

Ideal for: Non-profits with less than 300 users that require the latest Microsoft 365 applications as well as cloud services, email hosting, Microsoft collaboration tools plus more advanced cybersecurity defence and device management features. 

Features include: 

  • Desktop and web versions of Outlook, Word, Excel, PowerPoint, and OneNote 
  • PC only version of Access and Publisher 
  • 50gb email storage 
  • Custom domain name 
  • Access to Microsoft Exchange 
  • Microsoft Teams – a chat-based collaboration hub that lets you host online meetings for up to 250 participants. 
  • SharePoint – Share and collaborate on files and content with your own organisational intranet. 
  • 1TB of OneDrive cloud storage 
  • Exchange Email Protection – protect organisation emails from spam, malware and known threats. 
  • Microsoft Bookings – allows customers to easily schedule appointments 
  • Advanced Threat Protection – Protect your organisation with Microsoft’s state of the art security defence against more sophisticated cyberattacks. 
  • Manage and control access to corporate files and data remotely 
  • Enforce malware protection policies to prevent future cyberbreach attacks 
  • PC and mobile device management 
  • Automatic Office 365 applications deployment to managed devices. 

If you’re a non-profit that highly prioritises data security and cybersecurity, then a Microsoft 365 Business Premium Plan is your ideal option. You can get your always up-to-date Microsoft 365 essentials with cloud storage, integrated Microsoft business tools plus a highly advanced Microsoft defence system to give you peace of mind about the security of your data and resources. Have the ability to manage the devices that access your data and create policies to make sure that your business is protected against internal cyberattacks. 

Microsoft 365 Business Standard (Charity)

Price: AUD $4.50 + GST per user/month 

Ideal for: Non-profits with less than 300 users that require up-to-date versions of Office applications as well as cloud services, email hosting, and Microsoft collaboration tools, but do not need advanced cybersecurity protection or centralised device management.  

Features include: 

  • Desktop and web versions of Outlook, Word, Excel, PowerPoint, and OneNote 
  • PC only version of Access and Publisher 
  • 50gb email storage 
  • Custom email domain name 
  • Access to Microsoft Exchange 
  • Microsoft Teams – a chat-based collaboration hub that lets you host online meetings for up to 250 participants 
  • SharePoint – Share and collaborate on files and content with your own organisational intranet 
  • 1TB of OneDrive cloud storage 
  • Exchange Email Protection – protect organisation emails from spam, malware and known threats 
  • Microsoft Bookings – allows customers to easily schedule appointments 

The Microsoft 365 Business Standard Plan is perfect for your non-profit if you require the Microsoft Office 365 applications, as well as cloud storage and customised domain for your company email. This plan does not have the advanced security features of the Business Premium plan. 

Microsoft 365 Business Basic (Charity)

Price: Free for up to 300 users. 

Ideal for: Non-profits with less than 300 users that require web-only versions of Office applications as well as cloud services, email hosting, and Microsoft collaboration tools. 

Features include: 

  • Web versions of Outlook, Word, Excel, PowerPoint, and OneNote 
  • 50gb email storage 
  • Custom email domain name 
  • Access to Microsoft Exchange 
  • Microsoft Teams – a chat-based collaboration hub that lets you host online meetings for up to 250 participants. 
  • SharePoint – Share and collaborate on files and content with your own organisational intranet. 
  • 1TB of OneDrive cloud storage 

The Microsoft 365 Business Basic Plan is perfect for your non-profit if you require only web-based access to Office apps and cloud services and have no particular concerns about cybersecurity. In some situations, Microsoft 365 Business Basic can be a good fit for frontline works who only require a bare minimum of access to corporate systems.  

Microsoft 365 E3 (Charity)

Price: AUD $14.20 + GST per user/month 

Ideal for: A digital-driven organisation with more than 300 users that requires the essential Office 365 business tools, more storage options plus more powerful functionalities and integration between apps to keep up with the growing needs of the business using the help of Microsoft 365 enterprise technologies. 

Highlight Features included: 

  • All features included in Microsoft 365 Business Premium Plan 
  • Enterprise-class Microsoft 365 applications 
  • Microsoft Teams – a chat-based collaboration hub that lets you host online meetings for up to 250 participants using the desktop or web applications 
  • OneDrive for Business (Talk to us about storage options) 
  • Windows Enterprise 
  • Microsoft Intune 
  • Microsoft Endpoint Configuration Manager 
  • Windows Autopilot 
  • Azure Active Directory Premium Plan 1 
  • Microsoft Endpoint Configuration Manager 
  • Microsoft 365 data loss prevention 
  • Windows BitLocker 
  • Microsoft Security and Compliance Center 
  • Microsoft 365 Admin Center 
  • Microsoft Advanced Threat Analytics 
  • Advanced organisational productivity insights with MyAnalytics 
  • Azure Information Protection P1 

Having a Microsoft 365 E3 Plan in your non-profit means that your organisation has the right tools to move forward with a more collaborative approach. With fully integrated applications and administration tools in the bag, Microsoft 365 E3 enables you and your organisation to work more efficiently while maintaining the security of your corporate data. 

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