Embracing Technology:Tips, Tools & Best Practices for Nonprofits

Saskatoon Industry-Education Council

April 23rd, 2015

Hi, we’re from TechSoupCanada

Our mission is to help nonprofits use tech

We create and curate tech resources

facebook.com/techsoupcanada

techsoupcanada.ca/blog

meetup.com/toronto-net-tuesday

@techsoupcanada

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

Today’s agenda

• Intros!

• #1 money-saving tip

• Tech – why should you care?

• Tech best practices & case studies

• Break

• MORE tech best practices & case studies

• What’s next?

How it works

TechSoup Canada

Nonprofit

Nonprofit

Nonprofit

Nonprofit

NonprofitMicrosoft

Adobe

Symantec

ReadyTalk

Sumac

Nonprofit Nonprofit

Nonprofit

Nonprofit

Nonprofit

Nonprofit

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., PSOs 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

$519retail

$41TechSoupCanada

1 of 4 used

Plus…

Online meetings (Citrix & ReadyTalk)

CRM (Sumac, Telosa)

Collaboration (Huddle)

Online stores (Shopify)

Access to Office 365 and Google for Nonprofits

Since 2004, charities, nonprofits & libraries

from Saskatoon have saved over

$3,000,000worth of cutting edge, up-to-date

software through TechSoup Canada

Why is technology important?

Technology

Fundraising

Finances

Mission

Pro

gra

ms

Serv

ices

Pro

gra

ms

Serv

ices

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

localbackup,

remotebackup, or

both

Security starts with

you!

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

organize your

BACK OFFICE

Email

Working on documents as a team

File storage and software

Event & meeting

scheduling

Finances

Project Management

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

[CASE STUDY]

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

membersdonors

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

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!

[CASE STUDY]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

relationshipsonline

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

run efficient

PROGRAMS

Program delivery

Tracking program data

Technology can improve

Administration & logistics

Communicating with partners & stakeholders

Communicating 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 your

STRATEGIES

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 Steps

1. 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 software

Crowdsource ideas (#nptech, NTEN)

Reviews/suggestions of tools for nonprofits(TechSoup.org, TechSoup Canada, Idealware)