JANE ZHANG: Technology Planning

Embracing Technology: Tips, Tools & Best Practices for NonprofitsDigital Nonprofit ConferenceApril 13, 2016

Just a bit about us …

We’re a small nonprofit based in Toronto and a program of the Centre for Social Innovation

We make technology more affordable through the Technology Donations Program

Register your charity, nonprofit or library to see which products you’re eligible for: www.TechSoupCanada.ca/Getting_Started

How it works

TechSoup Canada

NonprofitMicrosoft

Adobe

Symantec

ReadyTalk

Sumac

Nonprofit Nonprofit

Nonprofit Nonprofit

Nonprofit

Nonprofit Nonprofit

Nonprofit

NonprofitNonprofit

Nonprofit

Registration

Any nonprofit, charity or library in Canada can

register

Registration is free

Submit qualification

documentations

techsoupcanada.ca/join/signup

Eligibility

Each donor partner (Microsoft, Adobe etc.) has their own eligibility criteria

Your organization type budget and

mission (aka activity) determines

your eligibility

techsoupcanada.ca/eligibility

x

**Eligibility may change over time (e.g., Nonprofits

became eligible for majority of our programs in 2013)

Qualification

The registration, qualification &

eligibility process typically takes 2-10 business

days

techsoupcanada.ca/support/how-it-works

Your application & your organization's

legal status as a charity, nonprofit or

library has been verified

Qual·i·fied

As soon as you’re qualified, you can

log in to your account & view

your organization’s eligibility any time

Requesting Donations

Request donations as

often as you want through our online shop

Each donor partner has an

“allotment”

techsoupcanada.ca/support/how-much-can-i-order

Add to cart

Admin fees 4-10% of retail value

$519 retail

$41 TechSoup

Canada

1 of 4 used

Why is technology important?

TechnologyFundraising

Finances

Mission

Prog

ram

s

Serv

ices

Prog

ram

s

Serv

ices

This is your nonprofit

Technology

“Wait, technology as my foundation?”

You bet. Here’s how technology is helping you achieve your mission

Strategy

Infrastructure

Back Office

Data Management

Communications

Programs

laying the groundwork with good INFRASTRUCTURE

Computers, servers & equipment

Network & internet

connection

Backup Security Tech policies

It doesn’t matter if your house is well kept when

your basement is flooded

Ensure computers have anti-

virus software & that it scans

regularly

Make sure you have someone local you

can call for tech

support

Computer giving you a

weird message?

Ask Google!

Consider local

backup, remote

backup, or both

Security starts

with you!

[TIP] Take inventory of your techbit.ly/tech-inventory

organize yourBACK OFFICE

Email

Working on documents as a team

File storage and software

Event & meeting

scheduling

FinancesProject

Management

[CASE STUDY]Brampton Caledon Community Living moved their back office to the cloud. Read the full case study here:techsoupcanada.ca/community/blog/office-365-for-nonprofits-lunch-learn-recap

43 locations on one old, slow email

server

Documents were emailed out – risk of missing

up versions

Got rid of server, moved email to the cloud (Office

365 for Nonprofits)

Shares files on OneDrive –

everyone has the same version

v2v1

Cloud Suites for Office Administration• Email• Storing files• Collaborating on documents• Internal websites (intranet/wiki)• Simple external websites• Instant messaging• Video conferencing

https://www.techsoupcanada.ca/en/community/blog/jane-vs-tierney-cloud-tools-for-office-administration

[TIP] Plan and implement in phases

DATA MANAGEMENT

members donors

funders

volunteers

volunteer opportunities

outcomes

[CASE STUDY]

“When we used Access and Excel spreadsheets, it would take staff nearly a month to produce one report ... now that we have Sumac as our CRM, it takes one hour to generate a report.”

- Cambridge Self Help Food Banktechsoupcanada.ca/community/blog/crm-case-study-cambridge-self-help-food-bank-and-sumac

[CASE STUDY]

“Before using a CRM, we did not have one place to store all of our information … now that we use a CRM, I can look up past events and have access to key information (such as press releases, articles, contact information, etc.) in one place.”- Maytree Foundationtechsoupcanada.ca/community/blog/crm-case-study-maytree-foundation-and-salesforce

boost your COMMUNICATIONS

www

Website

Email (newsletters, solicitations,

updates)

Social Media Digital Storytelling

Web conferencing/

online meeting

[CASE STUDY]Goodwill celebrated Labour Day by sharing 150 success stories on Twitter. Read more about it at:bethkanter.org/150jobs

Used Twitter and a dedicated

hashtag, #150jobs

Shared one story per hour of someone who

has found work, education or volunteer

opportunities with support from Goodwill

Engaged the community!

Industries International. Inc,

Use a Content

Management

System such as

WordPress for your website

Sign up with CanadaHelps & put a Donate

Now button on your website

Use an Email

Marketing Service

like MailChimp

Meet online

to cut travel costs

Build authentic

relationships online

Is your

website mobile-

friendly?

http://www.beaconfire.com/blog/2015/04/are-you-ready-for-googles-next-search-algorithm-update

run efficientPROGRAMS

Program delivery

Tracking program data

Technology can improve

Administration & logistics

Communicating with partners &

stakeholdersCommunicating

with clients

[CASE STUDY]Furniture Bank collects donated furniture and housewares and provides them to people who have recently transitioned out of homelessness, women and children escaping abusive situations, and refugees & newcomers to Canada. Learn more @ furniturebank.org/ipad-can-change-500-families-lives

Manual Processing New Solution

Lots of paper work. High client wait times (16

minutes)

Lost time per year equivalent to 50 working

weeks

Able to serve an additional

500 clients per year!

iPad + Salesforce

intake decreased client wait

times (5 minutes)

align yourSTRATEGIES

Do your strategic goals have accompanying technology

goals?

Do you have a technology budget?

Are your leadership and board supportive of technology?

I.T.

[CASE STUDY]Timeraiser’s board and staff see technology as key to achieving their mission. View their strategy and budget online at planning.timeraiser.ca

Strategy

Infrastructure

Back Office

Data Management

Communications

Programs

Next Steps1. Do a full tech assessment

2. Check for cost savings

3. Pick 1-3 short term goals

4. Pick 1 or more long term goals

5. Document your plans

bit.ly/np-tech-assessment

Take the Tech Self-Assessment

Make the most of your IT Budget

TechSoup technology donations program Open source softwareCrowdsource ideas (#nptech, NTEN)Reviews/suggestions of tools for nonprofits (TechSoup.org, TechSoup Canada, Idealware)

Questions?techsoupcanada.ca@techsoupcanada facebook.com/techsoupcanadajane@techsoupcanada.ca