For nonprofits, the budget is always stretched thin. Whether you’re serving local communities or advocating for positive change, there is always another expense to worry about. Your IT might feel like the least of your concerns. But neglect can end up costing more money than it saves. Technology is a crucial part of your organization, enabling critical operations and empowering your team to achieve more.
The challenge is determining how you can maintain and improve your IT without having to compromise other critical areas. When every expense is a balancing act, how do you make sure all your needs are met? This is where IT cost management becomes absolutely crucial, allowing you to maximize ROI and accomplish your mission.
The Constant Battle Between Budgets and Nonprofit Technology
Nonprofit technology has come a long way since its infancy, and the right tech stack can dramatically increase your impact. Chances are, you already rely on IT for almost every facet of your organization. But it isn’t enough to simply buy some computers. Effective IT requires constant management and maintenance. As time passes, inefficiencies will creep in and gaps will begin to show in your security posture. Without the proper attention, this can quickly become disastrous. Downtime, cyber-attacks, and reduced productivity are the tell-tale signs of neglected nonprofit technology.
But there’s one problem: maintenance is expensive. And often, you will find yourself facing a difficult choice between your IT and other important operations. This can make it extremely tempting to let your technology slide down the priority list, and hope your current setup can hold out just a little longer. Unfortunately, there are several reasons that this is a terrible idea:
- Increased Downtime: Poorly maintained IT breaks down more often, leading to excessive downtime.
- Cyber-Attacks: Older technology contains vulnerabilities that threat actors can exploit. Over time, this increases your risk of experiencing a major security incident.
- Legal Penalties: Nonprofits handle highly sensitive data on a daily basis. If this information is compromised, you may find yourself in violation of data protection laws, which can result in severe penalties.
- Lower Productivity: It’s impossible for staff to focus on their work when the systems they need continuously break down. This leads to a significant impact on overall productivity.
- Increased Costs: While it may seem cheaper, ignoring your IT actually costs more in the long run. This is due to unexpected repair and support costs incurred by outages, unnecessary replacements when hardware prematurely breaks down, and the losses associated with cyber-attacks.
- Staffing Shortages: Slow, outdated technology causes frustration and wasted time. Eventually, employees will tire of this and look elsewhere for work, creating shortages.
IT Cost Management Tips for Nonprofits
Fortunately, it’s entirely possible to improve your IT without sacrificing other parts of the organization. Here are some practical strategies you can implement to get the most out of every technology investment – even on a shoestring budget.
1. Conduct a Technology Audit
Start with a full inventory of your current IT infrastructure. Identify anything in need of an upgrade, and determine which tools are most essential to your daily operations. This can uncover easy improvements and unnecessary expenses.
2. Set a Realistic Budget
Include IT costs as a core part of your annual budgeting process, instead of leaving them as an afterthought. Factor in repairs, replacements, and subscription fees. Prioritize the most critical parts of your IT infrastructure first. Doing this will help you avoid unexpected expenses.
3. Leverage Cloud Solutions
Cloud computing provides a scalable, low-cost alternative to many traditional IT solutions. Using these wherever possible can dramatically reduce your IT expenditure, while granting access to modern technologies you otherwise couldn’t afford.
4. Prioritize Cybersecurity
Investing in some basic security measures now can save your organization thousands of dollars later. Some cheap but highly effective options to consider include:
- Staff training
- Access controls
- Multi-factor authentication
- Advanced encryption
- Zero Trust architecture
- Cloud data storage
Be sure to check the third-party software you already use, as it may contain security features not currently in-use – potentially giving you an additional boost for free.
5. Use the Resources Available to You
Many third-party vendors offer special discounts and grant programs for nonprofits. Leveraging these resources can help you keep costs low without sacrificing quality solutions. Before purchasing, remember to look for these offers.
How IT Services for Nonprofits Can Ease the Burden
One of the biggest challenges nonprofits face is a lack of in-house expertise. Hiring staff is expensive, and often not worth the price. But there’s another option. Managed service providers (MSPs) allow you to access a full team of IT experts for a much lower, fixed monthly fee.
In addition to knowledge that might otherwise be out of reach, an MSP can provide:
- Preventative Maintenance: Reduced downtime and emergency repair bills through proactive maintenance.
- 24/7 Nonprofit IT Support: Immediate issue resolution, no matter when the problem occurs.
- Higher Security: Advanced security solutions and continuous monitoring, mitigating the risk of cyber-attacks.
- Improved Efficiency: Small fixes that improve overall efficiency, by addressing issues that cause slowdowns and outages.
- Strategic Planning: Guidance on how to best approach your organization’s IT strategy.
- Staff Relief: Hiring an expert means less pressure is being placed on your staff to handle IT issues on their own, ultimately improving morale and retention rates.
If you choose this route, choose an MSP that has experience providing IT services for nonprofits. They will be more familiar with the challenges you face, and thus better equipped to provide the support you need.
Increase Your Impact Without the Price Tag
Technology doesn’t have to be the stone dragging your organization down – with the right care, it can become a catalyst for positive change. Careful IT cost management, the right solutions, and support tailored to your mission can help you squeeze value out of every dollar you spend while vastly improving efficiency and security. While it can be a trick balance to strike, the results are well worth the effort.
ION247 understands how hard it is to keep your technology online with such limited resources. That’s why we empower you to create a bigger impact, with cost-effective nonprofit IT support that helps you make measurable progress towards your goals. Learn more about how we can help your nonprofit now.
