This document provides an overview of how nonprofits can embrace technology. It discusses how technology is important for nonprofits' infrastructure, back office operations, data management, communications, and programs. It provides case studies of nonprofits that have used technology to improve their work. The document recommends that nonprofits do a technology assessment, set short and long-term tech goals, and make the most of available tech resources like TechSoup to help implement their technology plans.

1. Embracing Technology:
Tips, Tools & Best Practices for
Nonprofits
Saskatoon Industry-Education Council
April 23rd, 2015

2. Hi, we’re from TechSoup
Canada
Our mission is to help
nonprofits use tech

3. We create and curate tech resources
facebook.com/techsoupcanada
techsoupcanada.ca/blog
meetup.com/toronto-net-tuesday
@techsoupcanada

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

5. 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?

6. How it works
TechSoup
Canada
Nonprofit
Nonprofit
Nonprofit
Nonprofit
NonprofitMicrosoft
Adobe
Symantec
ReadyTalk
Sumac
Nonprofit Nonprofit
Nonprofit
Nonprofit
Nonp
Nonpro
N

7. Registration
Any nonprofit,
charity or library in
Canada can register
Registration is free Submit qualification
documentations
techsoupcanada.ca/join/signup

8. 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)

9. 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

10. 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

11. Plus…
Online meetings (Citrix & ReadyTalk)
CRM (Sumac, Telosa)
Collaboration (Huddle)
Online stores (Shopify)
Access to Office 365 and Google for Nonprofits

12. Since 2004,
charities, nonprofits & libraries
from Saskatoon have saved over
$3,000,000
worth of cutting edge, up-to-date
software through TechSoup Canada

13. Why is technology important?

14. Technology
Fundraising
Finances
Mission
Programs
Services
Programs
Services

15. Technology
“Wait, technology as my
foundation?”

16. You bet.
Here’s how
technology is
helping you
achieve your
mission
Strategy
Infrastructure
Back Office
Data Management
Communications
Programs

17. laying the groundwork with good
INFRASTRUCTURE

18. Computers, servers
& equipment
Network &
internet connection
Backup Security Tech policies

19. It doesn’t matter if your
house is well kept when
your basement is flooded

20. 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!

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

22. organize your
BACK OFFICE

23. Email
Working on
documents
as a team
File storage and software
Event &
meeting
scheduling
Finances
Project
Management

24. 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
v2
v1
[CASE STUDY]

25. 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

26. [TIP] Plan and
implement in
phases

27. DATA MANAGEMENT

28. members
donors
funders
volunteers
volunteer opportunities
outcomes

29. [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 Bank
techsoupcanada.ca/community/blog/crm-case-study-cambridge-self-help-food-bank-and-sumac

30. [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 Foundation
techsoupcanada.ca/community/blog/crm-case-study-maytree-foundation-and-salesforce

31. boost your
COMMUNICATIONS

32. www
Website
Email
(newsletters,
solicitations, updates)
Social Media Digital
Storytelling
Web
conferencing/
online meeting

33. 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,

34. 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

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

36. run efficient
PROGRAMS

37. Program
delivery
Tracking
program data
Technology can improve
Administration
& logistics
Communicating with
partners & stakeholders
Communicating
with clients

38. [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)

39. align your
STRATEGIES

40. Do your strategic goals have
accompanying technology goals?
Do you have a
technology budget?
Are your leadership and board
supportive of technology?
I.T.

41. [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

42. Strategy
Infrastructure
Back Office
Data Management
Communications
Programs

43. 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

44. bit.ly/np-tech-assessment
Take the Tech
Self-Assessment

45. 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)