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.
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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Technology and the internet play a crucial role in the day-to-day operations of non-profit organisations of all sizes, from small volunteer-run operations to huge worldwide groups like the Red Cross. From fundraising to communication with donors and volunteers, technology has made these tasks more efficient and effective. However, this increased use of technology also brings about heightened risks of cybersecurity threats.
According to statistics from the 2020 Global Risk Report by the World Economic Forum, cyberattacks are among the top 5 global risks in terms of likelihood. This means that organisations, including non-profits, need to take cybersecurity seriously in order to protect their assets and data.
Not only are non-profit organisations often handling sensitive data, such as donor and beneficiary details, but they may also be responsible for substantial funds, making them an attractive target for cyber criminals. Add to this that many non-profits operate with smaller teams and budgets, and it becomes clear that many may face unique challenges when it comes to cybersecurity.
Unfortunately, many non-profit organisations are ill-prepared to handle cyber threats, leaving them vulnerable to attacks with potentially devastating consequences, such as:
A successful cyberattack on a non-profit can result in direct financial losses from stolen funds or ransomware, not to mention costs involved in recovering from the incident and returning operations to normal. This can be particularly damaging for smaller non-profits with limited resources, or those without cyber-insurance coverage.
The loss of sensitive data, especially if it involves personal or financial information of donors and beneficiaries, can severely damage the trust and confidence placed in the organisation. This could result in a loss of supporters and volunteers, making it harder for non-profits to achieve their goals.
Non-profits are also held to the same legal and compliance standards as for-profit organisations when it comes to protecting sensitive data. Failure to comply with these regulations could result in legal consequences, fines, and reputational damage.
Given the competing priorities of increasing risks of cyber threats and staying focussed on mission, it is important for non-profit organisations to make the most of effective, right sized and cost-efficient cybersecurity strategies. Here are some key strategies that we have had success with when working with non-profit clients to improve their cybersecurity.
One of the most vulnerable areas of any organisation’s cybersecurity is its employees. It is crucial for non-profits to provide cybersecurity awareness training to all staff members, including volunteers, on safe internet practices and how to identify potential threats.
As well as commercially available cybersecurity awareness training offerings, there are plenty of free resources available online, such as on YouTube. Running internal training sessions and information sharing workshops is also free and easy, and an excellent way of building cybersecurity awareness amongst staff and volunteers.
Read more: Building a culture of cybersecurity awareness
Non-profits can take advantage of vendor donation programs to obtain a range of technology solutions including cybersecurity software and tools either at a reduced price or for free. Many technology companies such as Microsoft, Canva and Xero have programs specifically designed for non-profits that offer discounted or donated products and services.
As an example of what’s available, Microsoft offers up to 10 free licenses of Microsoft 365 Business Premium to qualifying non-profit organisations in Australia, with deep discounts for additional licensing over the initial 10. How can this help non-profit cybersecurity? Microsoft 365 Business Premium includes many advanced cybersecurity features that other plans do not. Without these discounts many non-profits would be forced to rely on cheaper alternatives, missing out on important security & data protection benefits.
When selecting a non-profit technology partner, decision makers should consider companies that understand the unique challenges and needs of non-profit organisations. IT partners who are well-versed in the non-profit sector are not just vendors; they are collaborators who align closely with the mission and values of the non-profit.
This alignment is crucial, as it translates into more than just technical support – it’s about providing cost-effective and mission-driven solutions. The right IT partner is not just a service provider but a strategic ally – one that empowers the non-profit to focus on their core mission, knowing that their technology needs are in capable and understanding hands. This is important to ensure that non-profit cybersecurity solutions are carefully considered and right sized for the unique needs of the organisation, taking into consideration the organisational strategy, key risk areas and various constraints.
While it may seem that advanced technology is the key to cybersecurity, organisations should not neglect the fundamentals. Simple measures like regular data backups and regular updates of software and operating systems can go a long way in preventing cyberattacks.
Additionally, having strong password policies and enforcing multi-factor authentication will also add an extremely effective layer of security. These measures are often low-cost or even free, making them easily accessible for non-profits with limited budgets.
While non-profit organisations may face unique challenges in the realm of cybersecurity, there are also a variety of strategies and resources available to help them improve their defenses. Grassroots IT has deep expertise working with non-profit organisations and understands the importance of providing cost-effective solutions that align with their missions and values. To speak with a non-profit technology expert, contact us today.
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.