The promise of new technology always seems so enticing for nonprofits. With the right systems, they can dramatically increase their efficiency, outreach, and impact. Solutions like automation, cloud computing, and even personal devices even enable nonprofits to accomplish more with less resources.
However, an abundance of technology may not always be the answer for nonprofit organizations.
What is the problem with too much technology?
With all the benefits that technology brings, it’s easy for any organization to get carried away and invest in every new tool or software on the market. But doing so can quickly lead to technology overload.
Technology overload is when an organization has accumulated so much technology that it becomes incredibly difficult to manage. This often leads to a host of issues that include:
Wasted resources
Investing in technology that is not effectively used often results in a waste of valuable resources. Not only is the initial investment wasted, but maintenance and training costs also add up. This can be especially problematic for nonprofits, where every dollar counts.
Overwhelming maintenance and upkeep
Whether it’s software updates, troubleshooting, or ensuring compatibility across different platforms and devices, technology requires regular maintenance and upkeep. Having too many tools can be overwhelming for nonprofits, especially those without a dedicated IT department or specialized staff resources. The number of technical glitches and issues will eventually reach critical mass, causing downtime that nonprofits simply cannot afford.
Major inefficiencies
Despite the promise of efficiency, poorly integrated or incompatible technologies can create bottlenecks and inefficiencies within nonprofit organizations. For instance, having a donor management system working separately from a marketing platform can result in duplicated efforts and confusion.
What’s worse is that these siloed systems may create discrepancies in data, making it difficult to get a clear picture of the organization’s performance. Staff will end up constantly switching between different tools and applications, preventing them from doing any meaningful work.
Cybersecurity risks
Every piece of hardware or software that is added to a nonprofit’s network increases the risk of cybersecurity breaches. New devices used for remote work can be stolen or lost, while outdated software could have vulnerabilities that hackers can exploit.
Technology overload simply increases the entry points for malicious attacks, leaving nonprofits more vulnerable to data breaches and other security incidents. And the cost of recovering from such incidents can be exorbitant, especially for an already resource-constrained organization.
Burnout and resistance
Nonprofits are often understaffed and overworked. Introducing too much technology can add to this burden by requiring staff members to learn new systems, take on additional tasks, or juggle multiple platforms. This can quickly lead to burnout and resistance from employees, hindering the organization’s future growth for which the right technology is truly needed.
Communication breakdown
With multiple tools and systems being used, it becomes difficult for staff members to keep track of messages, updates, and changes. This can lead to confusion and errors, ultimately affecting the nonprofit’s operations and relationships with stakeholders.
How to manage and avoid tech overload
To mitigate the risks associated with technology overload, nonprofits like yours must be more discerning with the tools they invest in. Here are some best practices to keep in mind:
- Evaluate based on needs – Instead of jumping on the latest technology trend, your nonprofit should carefully assess its needs and prioritize which technologies would truly benefit the organization. Consider the new technology’s features, use cases, and cost to see whether it aligns with your nonprofit’s goals and resources.
- Eliminate the clutter – Review all of your existing technologies and decide which ones are truly necessary for your organization. Consider conducting an audit or a survey with feedback from staff and volunteers to identify redundant and underutilized systems for removal.
- Avoid silos – Prioritize integration and compatibility when choosing tools. Look for systems that can work together seamlessly, reducing the risk of inefficiencies and communication breakdowns. For example, platforms with native integrations like Microsoft 365 and Dynamics 365 can greatly benefit nonprofits by streamlining communication and data management.
- Secure your systems – Make sure all devices and software in use have the necessary security measures such as endpoint protection, firewalls, and data encryption. You should also provide security training so that employees are aware of the different risks associated with the technologies they use.
- Hire a managed IT services provider (MSP) – If your nonprofit lacks the resources or expertise to manage its technology, it may be beneficial to outsource IT support. An MSP can handle maintenance, security, and troubleshooting for a fraction of the cost of hiring an in-house IT team.
As an MSP, Varsity Tech isn’t just interested in offering you the latest technology solutions. We also want to help you make the most of your investments and avoid technology overload by recommending only the tools and services that align with your specific needs and goals. Call us today to find out how we can assist your nonprofit organization.
