The key word here is “cost-saving.” Because very few organizations have a robust technology budget, we want to help you make technology choices that will save you money and keep you focused on your mission.

If you’ve been following our series on technology for nonprofits, you may have seen our top tips on using technology to advance your mission, tips for large and small organizations, and information on virtual desktops to help you work securely and remotely.

But we must always remember one thing: with funding being a top challenge for most organizations, saving money is critical.

Here are our tips to save as much money as possible when choosing your technology tools:

Tip #1: Use each software suite to its fullest potential

If you can, use your main software suite to its fullest potential instead of scattering resources over multiple platforms. For example, if you are a Microsoft client, besides Outlook, Word, and Excel you can use Teams for video meetings, team chats, and projects, and Bookings for booking meetings.

Resist the urge to purchase software until you know exactly what technology will make your work easier and most effectively advance your mission.

Tip #2: Research CRM software pricing thoroughly

Pricing can vary wildly for customer relationship management (CRM) software and other software that tracks funder and donor information. Instead of settling on the first product you find, try to research pricing to make sure you are ending up with the best deal.

If you are using donation software, transaction fees can also vary between providers. Some providers may be a better fit for your type of transactions (many small donations vs. fewer large ones). Shop around to find one that will provide the best value to your organization.

Tip #3: Make sure your IT provider is helping you get Microsoft discounts

Microsoft offers significant nonprofit discounts on all their Office products (including email). Check with your IT provider to make sure you are getting these discounts.

Tip #4: Take advantage of faster internet speeds

Over the years, internet connections have become more reliable, and faster. This has allowed for two things that can save you money: 1) VOIP phone systems, which are considerably more affordable than traditional phone lines. And 2) Virtual desktops, which can run on older and/or refurbished computers (reducing your capital spend on computers and servers). Virtual desktops also allow staff and volunteers to securely use their own devices.

Office technology always changes fast. Try to keep an eye on new developments and figure out if they can help you save money (or increase funding) at your organization. If the technology doesn’t help you advance your mission, you probably don’t need it.

Colin Pearce is an office technology and operations expert from Hamilton, Ontario. In 2017 he launched his IT support company Inderly, a boutique firm local to Hamilton and Toronto, serving clients across Ontario. Colin enjoys figuring out how to make technology work best for each unique situation.