Here Are Some Technology Best Practices for Nonprofits You’ll Want to Follow

Although you may understand fundamental best practices for not-for-profits, there is still some confusion out there regarding what nonprofit organizations should be doing as far as IT security and data protection go. To help quell some of the misconceptions out there on this topic, we’ve compiled some of the main technology best practices for nonprofits to (hopefully) implement.

Why Technology Best Practices for Nonprofit Organizations?

Information technology management can be one of the most challenging aspects to consider when running a nonprofit organization. The effort that goes into a website or a database may not seem directly related to a nonprofit’s mission, but organizations are regularly challenged to communicate quickly and effectively with their supporters and the public about their mission and programs.

Here are some of the primary technology best practices for nonprofits that will help them share their mission to the public:

  • Have a workable, tested plan. Strategize about how the new organization will use computers and information to achieve its mission. Plan for the short term (one or two years) and the long-term (three to five years) to accommodate the changing technology landscape.
  • Get new hardware. If your organization can afford it, buy new computers. There are corporations and foundations that occasionally have the equipment to donate, but do not provide a warranty. Unless your organization is planning to hire technical support staff, save time and money down the road by taking advantage of the standard three-year warranty that comes with a new computer. Computers do break, so plan ahead.
  • Backup key files. Backing up your whole computer is a good idea. At the very least, be sure to backup grant applications, accounting files, fundraising database, solicitation letters and anything related to programs and personnel.
  • Increase staff expertise. Key staff members at all levels should have a good sense of how the technology works in your office. Not everyone needs to be an expert, although some level of familiarity will help smooth over transitions when staff members leave on vacation or for a new employment opportunity. (Krantz can help with the rest.)
  • Use the Internet strategically. Email is an excellent tool for broadcasting information and quickly responding to general inquiries. Make it part of your ongoing communications commitment. A website should have contact information as well as details about programs easily accessible. Most organizations will have a website, so make it part of your strategic plan.

Information Systems Best Practices for Nonprofits

Your nonprofit should:

  • Have information systems in place that provide timely, accurate and relevant information. A nonprofit’s information system should include data storage and retrieval as well as data entry.
  • Have policies that prescribe how all organizational information is gathered and stored, how accuracy is maintained, how and what information is backed up, and to whom information is made available.
  • Annually review its procedures to ensure that its operations are effective and efficient.

Your nonprofit should also:

  • Designate responsibility for maintaining the organization’s information systems to at least one staff person, volunteer, or board member.
  • Maintain and implement a catastrophic recovery plan to deal with unforeseen events. The plan should include accurate equipment lists for insurance purposes and off-site, backup copies of key data and information.
  • Invest in telecommunications equipment (such as telephones, voice mail, and fax machines) as well as computer hardware and software that enhance its ability to achieve its mission.
  • Monitor ongoing technological developments that have the potential to impact its information systems or mission.

A nonprofit that chooses to invest in new information technology should allocate sufficient resources to train its board, employees, and volunteers in its use. Its technology best practices for nonprofits should include establishing goals for the information system’s growth and future purchasing. The goals should be flexible enough to guide the nonprofit through a changing environment.

Many nonprofit organization heads may think they are less susceptible to IT security or system performance issues, simply because they may run a less busy or high-maintenance network.  It may surprise you to learn, then, that not-for-profit outfits need just as much exacting care as their for-profit counterparts – in fact, technology best practices for nonprofits is more important than ever before.

[Source: Minnesota Council of Nonprofits]

Why Our Technology Best Practices for Nonprofits in NYC?

Since our early days in the 1980s, nonprofit organizations have been special clients for Jim and the team at Krantz Secure Technologies.  And today, you can still find us helping local groups such as “Meals on Wheels” deliver hot meals to those who can’t leave their homes.

We know there’s a lot to account for when considering technology best practices for nonprofits in New York City. You must handle the day-to-day stress of caring for those you serve, dealing with administrative duties, maintaining your operations, recruiting and supervising volunteers, raising funds, and complying with government regulations.

We eliminate the day-to-day worry of managing your IT systems yourself, with cost-effective solutions that include white-glove managed it services, giving you a reliable IT support team to manage your daily needs.

Rather than having an overworked IT guy trying to juggle all your technology demands, we offer a fixed-fee, holistic solution so you can accurately budget your annual technology costs.

And, we only need to be there when issues arise, making sure your IT environment is trouble-free, secure and running smoothly.

Strategic IT Planning for Nonprofits

Just as with for-profit institutions, you can’t afford to waste money on technology best practices for nonprofits or IT solutions that don’t suit your objectives. As your Virtual CIO alternative to hiring in-house IT staff, we’ll ensure that you leverage every technology dollar to the max, so you have more money on hand to serve those in need of your services.

Helping our not for profit clients leverage web-based technologies to both reduce costs and increase communication and collaboration is written into our mission statement.

Thorough Technology Assessments

The last thing a nonprofit in NYC needs is to experience a security breach or data loss.  After all, you have proprietary, donor, and client data that can all be potentially expropriated and exploited.

But, not to worry – Krantz Secure Technologies is able to identify weaknesses in your information systems, eradicate those vulnerabilities, and prevent them from occurring in the future.

Cyber Security Services & Training

Unfortunately, the web is crawling with opportunists looking for any exploitable network that looks promising. Not only will we address these potential cybersecurity threats, we’ll train your staff to recognize and defend against them. Security Awareness Training, coupled with our cyber security solutions, will protect your organization against today’s ever-growing forms of cybercrime.

Data Protection Assurance

We understand how important your data is, especially your donor, client and member databases.  Reliable backup and business continuity services have always been an integral part of our service offerings.

The Krantz Secure team takes great pride and gratification in helping nonprofit organizations.  We’ll do everything we can to manage IT costs while increasing your operational efficiency. This is an important part of who we are.

These are just some of the ways Krantz Secure Technologies helps you keep in technology best practices for nonprofits today.

You can schedule a no-obligation, complimentary review of your IT needs with a Krantz Secure Nonprofit IT Specialist. You’ll receive a detailed report on what you’re doing right, and what needs attention.

After that, you can engage our team and we’ll get right to work for you.

Establish the Best IT Best Practices for Nonprofits Today

If so, just call a Krantz IT consultant today at (212) 286-0325 or email us at for more information on how we optimize your technology best practices for nonprofits and deliver your organization optimum IT security, performance, and productivity!

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Looking for the very best in network services in New York City? Call Krantz Secure Technologies today to speak with one of our business technology specialists.