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.
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:
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.
Before you can bridge the divide, you need to understand where it exists in your organisation. Here’s how to get started:
Remember, the goal isn’t to judge or criticise, but to understand where support is needed most.
Once you’ve identified the gaps, it’s time to fill them. A clear training strategy is key:
• 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
Choosing the right tools can make a big difference in adoption rates:
Creating the right environment is crucial for successful technology adoption:
Sometimes the divide isn’t just about skills, but access:
One size doesn’t fit all when it comes to technology adoption:
Keep track of how your efforts are paying off:
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.
Before we dive into specific applications, let’s clarify what we mean by AI and RPA:
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-powered chatbots can revolutionise how your non-profit interacts with stakeholders, providing immediate assistance around the clock:
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.
Grant writing is a critical but often time-consuming task for non-profits. AI, specifically Natural Language Processing (NLP), can provide valuable assistance:
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.
Understanding public perception is crucial. AI-powered sentiment analysis can provide valuable insights from social media:
Sentiment analysis can help you stay tuned to your audience, adapt your messaging effectively, and manage online reputation proactively.
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:
RPA can significantly reduce the time spent on manual data entry tasks, improving accuracy and efficiency:
RPA can assist with the often-time-consuming task of creating reports, ensuring accuracy and timeliness:
If you’re considering implementing AI or RPA in your non-profit, here are some steps to get started:
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.
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:
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.
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:
With SharePoint, your non-profit can improve information flow, reduce time spent searching for documents, and enhance collaboration across departments.
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:
By leveraging Teams, your non-profit can break down communication silos and create a more connected, collaborative work environment.
Power Automate (formerly known as Flow) is a powerful tool for creating automated workflows. Here’s how it can benefit your non-profit:
By automating routine tasks with Power Automate, your non-profit can free up valuable time for more strategic, mission-focused work.
Microsoft Forms is a simple yet powerful tool for creating surveys, quizzes, and polls. For non-profits, it offers several benefits:
Microsoft Forms can help your non-profit gather valuable feedback, conduct needs assessments, or even manage event registrations with ease.
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.
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.
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.
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:
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:
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.
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.
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.
Imagine these scenarios:
Without proper planning, these situations can lead to:
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
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:
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.
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.
An effective IT hardware strategy requires keeping a detailed hardware register. This register should track the following data:
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:
Related: The Hidden Costs of Aging Technology Infrastructure
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.
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.
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).
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:
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:
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.
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.
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.
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:
Below are key considerations and steps organisations should undertake in this process:
Related: The Benefits of Automating Business Processes (and how to spot opportunities)
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.
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:
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.
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.
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
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:
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.
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.
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.
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:
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.
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:
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!
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.
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.
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:
Organisations can enhance their protection against the increasing threat of malicious AI by staying proactive and utilising AI defence tools.
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.
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.
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.
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.
All forms of malware including ransomware can be mitigated with strategies such as:
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.
Watch our free on-demand webinar now: Managing the Risk of Supply Chain Attack.
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.
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:
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.
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.
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 |
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.
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.
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.
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.
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:
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.
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:
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.
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:
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.
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:
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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Grassroots IT is a managed service provider, specialising in Microsoft solutions. Our extensive IT expertise stems from our experience in collaborating with diverse clients across an array of industries and organisational levels.