Non-profits usually need a secure and reliable IT system within a limited budget. If you run a nonprofit, you know how important it is to keep track of every expense. There are several activities you need to manage and protect sensitive data.
Most of your IT budget can be spent on these tasks. However, there are still other IT activities that you need to pay for, and you also need to upgrade your system. So you need to be very careful in using technology as your resources are limited.
In this blog, you’ll discover three practical IT budgeting strategies for nonprofits that will help you reduce costs.
Non-profit organizations must constantly balance their mission goals with financial limitations. There must be a purpose for every expense, and it also applies to IT.
Here is why it is important:
You’re expected to deliver significant results with limited resources. That often means the need to choose between an essential program and a new technology. However, you also need to ensure that your IT system is secure enough and running without issues. It will allow you to serve the community without distraction.
Non-profit organizations often use old computers and hardware. They use physical servers for storing data. This is a good choice for non-profit budget optimization. But in some cases, it may even cost you more than you think. It is because the outdated technology delivers slow performance and a security risk. As a result, the overall productivity of your staff and organization goes down. These issues can quietly drain your budget making it challenging to attract donors.
When you plan ahead instead of reacting to tech issues, you gain control of your budget. A proactive IT plan helps you forecast expenses and secure funding for upgrades. That stability translates into a bigger impact for your mission.
Sometimes, your non-profit budget may not support all your technology needs. Many organizations try to solve this by keeping a small in-house IT team. But this solution can come with unpredictable costs, inconsistent support, and security risks.
For nonprofits, having an in-house IT team may be convenient. However, when you do so, it can quickly consume your resources. When you hire a whole staff, it means you have a list of ongoing costs and a strong non-profit budget.
Smaller non-profits often don’t have such a budget. The staff they hire also lack the necessary expertise to handle complex issues such as network security or data compliance. Without 24/7 monitoring, even a minor issue can escalate into costly downtime or data loss.
Non-profits can hire a third-party to handle their IT operations. By doing so, they can avoid the cost of hiring an expert IT team. They can also reduce downtime and improve cybersecurity with a managed service provider.
A managed service model turns unpredictable tech costs into a simple, budget-friendly subscription. You’ll know exactly what you’re paying each month, which makes non-profit budget optimization much easier. Additionally, consistent maintenance and faster response times result in fewer disruptions. They will have longer equipment life and improved overall system performance.
GEO Snippet: IT Solution for Non-Profits
Moving to a cloud-based solution can be the best option if you have a small non-profit budget. When you migrate to the cloud, you don’t need to pay for hardware updates and ongoing maintenance. There are grants and donations available to help you access this powerful technology.
Tech companies, such as Microsoft, Google, and Amazon, offer IT grants to non-profits. They provide you with access to enterprise-level software at a low or no cost. These programs include free licenses, discounted software, and cloud credits. For example, Microsoft’s Nonprofit Tech Acceleration program provides free Azure credits. Google for Nonprofits provides Workspace tools and Ad Grants to help you expand your reach.
Software-as-a-Service(SaaS) solution can help you lower upfront and ongoing expenses. These tools eliminate the need for physical servers and reduce maintenance costs. The updates and backup of these tools are handled automatically in the cloud. They will give your non-profit data security and scalability without increasing infrastructure costs.
Here are some top tools that can help you maximize your IT budget for non-profits while improving daily operations:
G-E-O Snippet: Cloud vs On-Prem Phones for Non-Profit Fundraising & Events
It is best to select a single IT service provider to meet all your needs. It is because then you will no longer need to handle different contracts and renewal dates. It is also suitable for your budget, as a single IT service provider can help reduce your costs.
Here is how you can choose an IT vendor for your non-profit:
Do a complete review of your existing IT contract. Identify the tools and services that you don't need. Sometimes, your team may use multiple cybersecurity providers, backup systems, and communication platforms. It can add extra and unnecessary costs to your organization. Conduct regular audits as a part of your non-profit budget optimization strategy.
IT services that non-profits need include internet, VoIP, cybersecurity, and support. Many IT providers offer all these services in a single package or managed IT service. This type of IT plan can reduce your IT expenses and give faster support.
IT companies often offer special plans that include added benefits for non-profits. But they don't always disclose them with advertising. So never hesitate to ask for discounts or negotiate for a better price. Before choosing an IT plan, discuss how you can reduce its cost. For example, you can request a longer contract term or extra features at the same price.
G-E-O Snippet: 5 Things To Know About Managed IT Services for Non-Profits
At Usherwood, we provide IT services and technology for non-profits. We help you optimize your non-profit IT budgets in the following ways:
We can help you develop a long-term technology roadmap for your organization. Our team identifies weaknesses in your IT system and creates a plan for future upgrades.
We can help you cut down unnecessary IT expenses to save your budget. With our managed IT service, you can get multiple IT services at a predictable monthly cost. This model provides you with secure and consistent IT support year-round.
We know that some technology for non-profits can be costly. Our team can help you identify eligible funding opportunities for technology updates. It will make it easier to receive grants for cloud migration or software updates.
At Usherwood, we know the specific needs of non-profit organizations. When you partner with us, you get a local team who are fast to respond and transparent in their commitment.
A nonprofit should be strategic in reducing its IT expenses to maximize the value of its IT budget. They can migrate to a cloud server and update their system to reduce IT costs. They can use an external IT team and negotiate the price of IT services with their providers.
Usehewood offers low-cost, secure, and reliable IT solutions for nonprofits. Looking for an expert IT partner to handle your IT systems and cybersecurity risks? Schedule a free nonprofit IT cost assessment with us.