Every resource should fuel your nonprofit’s mission. But let’s be honest—outdated IT systems slow you down, consuming time and energy that should be focused on achieving your core purpose.
When technical issues prevent volunteers from accessing files or staff face constant system crashes, it creates a ripple effect hindering your ability to serve your community effectively.
By transforming outdated systems into modern, reliable solutions, your nonprofit can stop wrestling with technology and start amplifying your impact, driving your mission forward with confidence and efficiency.
The Challenge of Legacy IT in Nonprofits
Understanding the full scope of legacy IT challenges is crucial for nonprofits seeking to maximise their impact. These issues often create interconnected problems that compound over time, affecting every aspect of your operations.
Here’s how these challenges manifest:
1. Impacts on Mission Delivery
- Program Disruptions: Unstable infrastructure leads to service delivery interruptions and hampers community engagement.
- Limited Remote Capabilities: Outdated systems restrict volunteer participation and limit the effectiveness and reach of your programs.
- Inefficient Systems: Time-consuming processes reduce the time available for core mission activities.
2. Security & Compliance Risks
- Outdated Security Measures: These put sensitive donor and beneficiary data at risk.
- Unmanaged Devices: These create risk and are vulnerable points in your network.
- Poor System Integration: This compromises data protection and compliance efforts.
3. Operational Inefficiencies
- Manual Processes: Time-consuming tasks drain staff and volunteer resources.
- Limited Cloud Access: This hampers collaboration and flexibility.
- Aging Hardware and Software: They create daily frustrations and delays.
Every dollar spent on IT should advance your mission, not hold it back. Addressing these challenges proactively through a strategic IT approach can transform technology from a daily burden into a powerful tool that amplifies your nonprofit’s impact.
Why IT Transformation Matters for Nonprofits
Technology transformation isn’t just about fixing what’s broken—it’s about creating new possibilities for your organisation. When implemented strategically, IT becomes a powerful tool for advancing your mission. Here’s how strategic IT transformation can revolutionise your nonprofit’s operations:
1. Resource Optimisation:
Using the latest OS and application suite eliminates the constant drain of managing outdated systems, allowing your team to focus on what truly matters:
- Elimination of tech-related disruptions that waste valuable time
- More energy and focus available for core mission activities
- Smarter allocation of both human and financial resources
2. Enhanced Capabilities:
Up-to-date systems provide the tools your team needs to work efficiently and securely:
- Streamlined workflows and seamless collaboration across teams
- Faster, more reliable service delivery to your community
- Comprehensive security measures that protect sensitive donor and beneficiary information
3. Organisational Benefits:
The ripple effects of using cloud-based software like Microsoft 365 extend throughout your entire organisation:
- Higher staff satisfaction and retention through reliable tools
- Flexible remote and hybrid work options that expand your talent pool
- Increased organisational agility to adapt to changing community needs
These strategic improvements don’t just solve today’s problems—they create a foundation for sustainable growth and increased community impact for years to come. By investing in modern IT infrastructure, you’re investing in your nonprofit’s ability to serve more effectively and respond to new opportunities.
Real-world example: How our client shed years of Legacy IT and boosted efficiency
One of our clients, a nonprofit organisation dedicated to supporting migrant communities, faced years of stagnancy due to outdated IT infrastructure and lack of a digital strategy. The organisation relied on aging software and computers, limited cloud storage, poor cybersecurity, and inefficient systems that hindered productivity. Staff grappled with managing data, accessing files remotely, and delivering essential services effectively, this led to ongoing frustrations and operational challenges.
The Problem:Our client faced interconnected challenges that impacted their mission delivery:
- Core Infrastructure Issues:
- Aging software and computer systems
- Limited cloud storage capabilities
- Poor cybersecurity posture
- Inefficient systems hindering productivity
- Operational Impact:
- Staff struggling with basic data management
- Difficulty accessing files remotely
- Multiple user accounts causing confusion
- Frequent system disruptions affecting service delivery
- Time wasted on manual processes
- Limited ability to support remote work
The Solution: Our client prioritised improvements based on strategic goals and potential impact, working to implement several key initiatives such as:
- Identity and Access Management:
- Integrated legacy Active Directory with Azure AD
- Implemented single sign-on for unified user access
- Platform & infrastructure upgrades:
- Upgraded core network components
- Outdated endpoints were refreshed to obtain supported and secure machines.
- Implemented Microsoft Intune for device management
- Enhanced Security:
- Deployed Sophos firewalls
- Implemented secure VPN with mandatory MFA
- Enabled BitLocker encryption
- Conducted cybersecurity awareness training
The Result: Within 12 months, the organisation achieved significant improvements:
- System stability achieved after years of persistent issues
- 75% reduction in support tickets through proactive problem resolution
- Enhanced security posture through systematic gap remediation
- Improved employee efficiency with modern devices and applications
- 20+ hours per week saved through process automation
- Simplified access to resources through cloud integration
Steps to Begin Your IT Transformation
If your nonprofit is facing similar tech challenges, here are the actionable steps to get started:
1. Review Your Current IT Landscape
- Look at how your current technology helps or hinders your daily work
- List any outdated systems and security gaps
- Note which manual tasks are taking up too much time
2. Identify Your Organisation’s Needs
- Evaluate key workflows and consider what technology can support your mission.
- Consider needs like remote work, data management, or faster processes
- Focus on tools that will support your mission. Such as Improved data analytics?
3. Create a Transformation Plan
Develop a realistic roadmap for updating your systems. Focus on prioritising high-impact changes, such as implementing cloud systems or improving network security.
4. Get Expert Advice
Partner with an IT expert who truly understands the unique needs of nonprofits, offers dependable guidance, and ensures a smooth transition. Ideally this provider will also work as an extension of your team, be sensitive to your cause and understand your Non-profits unique needs and vision.
5. Train Your Team
Assess the varying levels of technological understanding among your volunteers and staff to identify their specific needs and areas for improvement. Offer hands-on training sessions tailored to different skill levels and provide ongoing support to ensure everyone feels confident using the tools and systems required for their roles.
6. Monitor and Optimise
IT transformation isn’t a one-time project—it’s an ongoing journey that requires constant attention and adaptation. To stay ahead, regularly review your systems to ensure they remain efficient and up to date. Gather feedback from both staff and clients to understand pain points and identify areas for improvement. Seek professional guidance when necessary to navigate complex challenges or implement new technologies. Finally, fine-tune your processes and tools where needed to keep your organization agile and aligned with evolving goals. Consistent effort is key to long-term success.
Investing in Change
Modernising IT systems can seem like a daunting task, but the potential return on investment—in terms of time saved, cost efficiency, and increased organisational impact—is significant.
Why is this so critical? Outdated IT infrastructure can hold back an organisation’s ability to grow and adapt. Upgrading your systems isn’t just about improving technology—it’s about creating a strong foundation that empowers your nonprofit to achieve its goals with greater precision and impact.
Need help transforming your IT? Contact us for tailored solutions and start driving real change today.
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.
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.
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.
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.
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.
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.
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:
- Your organisation must be a legally recognised nonprofit or NGO. Specifically in Australia, this means that:
- Must operate on a not-for-profit basis and have a mission to benefit the local community.
- 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 |
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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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.
The unique cybersecurity challenges for non-profits
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:
Financial Loss
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.
Reputational Damage
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.
Legal & Compliance Consequences
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.
Low-cost cybersecurity strategies for non-profit organisations
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.
Employee training & awareness
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
Vendor donations & discounted software
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.
Partners that understand non-profits
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.
Don’t neglect the fundamentals
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.
The importance of robust cybersecurity measures for non-profits
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.
