Setting expectations for a technology change

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You just wrapped up your big end-of-year campaign and after many curse words and much hair pulling, you have decided you are done with your current software. It sucks, it’s not working like you need it to, your staff complains about the platform on a regular basis.

You are officially ready to move on to a new technology system.

Making a software change can be a huge endeavor. While some platforms are easy to use right out of the box, there is still the getting started process, system integration setups, training your staff on the new systems, and the dreaded unforeseen complications.

So before you dive into a system switch, make sure you are accurately setting your expectations by asking yourself these two questions.

1. Why are you looking to make a change?

Every organization brings its own backgrounds and challenges as to why they are ready for a software switch. Generally it comes down to the fact that you are not able to accomplish your goals with the software you are currently using.

From our experience, the reasons you want a change generally fall into one or more of the following categories.

You have outgrown your current software. When your team got started with your current platform(s), your needs were much more narrow. But now you have way more donors or a new website or your services have changed (or maybe even all three) and it is just not working for you anymore. The good news is many digital systems are constantly expanding and updating, but if you found you maxed out all of their offerings that definitely could be a convincing reason you need to move on.

Staff changes. Maybe the person who set up the software has left your organization and it is a good time to reassess how you use your software. Or maybe you hired a new staff person with experience using another system that they absolutely love and think your organization would benefit from it. Regardless, staff transitions are a common, and, honestly, an excellent time to consider new technology.

It is overwhelming to use. This is a common issue with systems with a vast feature offering. Salesforce is a great example of this. There are many features and options and if your system was not set up well in the first place, it can make using it one big headache. Lack of training can also put a hindrance on using your technology to its full potential.

Your systems don’t work together. You have one platform for your email, another for your CRM, an online donation processing system and none of them actually work together. You have set up lots of work arounds and manual inputs, but if they could just automatically update between systems it would make your job so much easier. So you are considering a new more diverse technology option or possibly some better system integration options.

The bottom line is there are many reasons why you might not be happy with your current technology systems. A new platform is appealing, but there is one more question to consider before you actually make that jump.

2. Is a new system worth it?

Sure, implementing new technology sounds like it would magically solve all of your problems like a digital fairy godmother. And while it very well could, you have to think through the process to get there, because unfortunately it’s not as easy as waving a wand.

Budget

Obviously, price is probably your top factor when considering a switch. It is usually the first thing I look at when exploring new software and it is probably your first stop as well.

There is the cost of the actual software, but are there extra start up costs or will you need to hire someone to help you implement this new software? Is it a monthly cost or is it just a standard one-time flat rate? What about training? Will your staff need extra help getting started and is that included in the cost?

All of these things go into making sure this new technology fits into your budget. But you should also examine the extra income this new system has the potential to bring in that could offset costs. Also will this new platform reduce the time your staff has to manage the software? I am guessing their time, and thus hourly rate, would probably be more beneficial spent on something else besides cursing at managing a software system.

Time

You know that saying, “time is money?” Yeah, this definitely applies here.

How long will this take to get started? How much staff time will need to be dedicated to implementing this? What about training?

While some systems are easy to use from the start, systems like CRMs can take from a few days for a very small organization to over a year for larger nonprofits to get your new database in working order. Can you put some things on hold to make this work? Is this something your team can manage?

Staff Involvement

It only takes one person to derail your team’s journey with your new software. That is why it is especially important to make sure everyone is on board before you onboard.

Reviewing the software with anyone who might use the technology (think marketing, development, finance teams and others) before you hit the sign up button will go a long way. Considering your co-worker’s input will go even further. This is where a consultant can go a long way in vetting your technology options and making sure it will actually work for your team(s).

Also, having a point person to lead the technology project is important as well. That person should also keep in mind that they should stay on top of the latest updates and feature releases your new software has to offer after it is implemented. Is there someone on your team that is willing to take this on?

Training

So you got the green light and your new system is set up, in fact, you even hired a consultant to customize it to fit your needs. It is perfect. But now no one on your team actually knows how to use it.

The effort and time it takes to train your employees on your new software, well, depends on your employees. Are they tech savvy? Good with details? Eager to learn this new system?

Training is a necessary part of implementing a new technology system. Make sure you have a willing staff and the time set aside for learning and troubleshooting.

Inconvenience

All of the factors above can work together to make a perfectly inconvenient storm. Is this something you can power through?

The money, time, and effort new software requires can put projects on hold, affect your fundraising, and can make things like reporting especially challenging in the interim.

Before you jump ship on your technology, it is important to examine your current software a little closer. Maybe there are new features you are not aware of, maybe your business processes need to adjust, maybe you just need to do some system integrations with a tool like Zapier? Or maybe your staff just needs a little bit of training or say in what their needs are? This is where I hands down recommend starting.

And after all that you still answer, “Yes! Switching to a new system is 100% worth the inconvenience,” then I would probably say you are ready to make a technology change.

Need a little help selecting a new system that will be a good fit for your team, helping implement a new platform, or any training or troubleshooting? The Tackle team is standing by to jump in and give you a hand, just reach out to us today.

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Tackle News: Welcome, Kim Martinez

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Tackle is excited to announce our latest addition to our team, Kim Martinez! Kim is joining our team as the Services + Project Operations Manager and we know her previous experience will be a huge benefit to our team and to our clients.

Kim has over 20 years of combined experience in operations and services management for nonprofits and for-profit entities. Leveraging the tools of technology and project management, she’s worked with organizations to build community programs, research service models, and manage fundraising and advocacy initiatives. Kim is personable and creative, and we know our clients can rely on her to advance their technology and see their organizations grow.

We thought we would hand it over to Kim to share her insights into stepping into this new role at Tackle.

Tell us a little bit about yourself.

I’m a native Austinite and I grew up in the restaurant business. I earned my Bachelor of Arts in Communication from Concordia University with a minor in Sociology. In the workplace, I love developing processes and workflows to establish a consistent but personalized experience for clients. Outside of work, I spend time with my aging parents, my partner, and my furry children (Kipper and Weasley). I’m a caregiver at heart. I also love to sneak away with my partner to enjoy a good hike in a national or state park, a day adventure of zip-lining or visiting a wildlife sanctuary, and I hope to one day see the Aurora Borealis!

Why are you passionate about supporting nonprofits?

Nonprofits fill a role for so many people across this planet—research, direct services, advocacy, representation, ongoing support, and connection. I believe we all want to find a place where we can effect change, receive the support we need, impact the potential and success of others, and ultimately belong.

What unique experiences do you bring to our team at Tackle?

My background has consistently been to deliver services through project and program management. My focus is to listen and help generate creative solutions, establish best practices, identify risk factors, and ensure good communication with all stakeholders.

Project management is key for most any initiative. Primary variables include scope, time, and cost—and each is constrained by the other. My understanding of how to manage these variables, pivot when needed, assessing risks (positive or negative), and adjusting expectations will be key to keeping the balance so that we can deliver services on time and within budget.

What do you value when working with clients?

I most value honesty and the willingness of clients to embrace and solve for the challenges of technology. For me, it’s all about working at an organic level with organizations—human to human—to wield the power of technology for a greater good.

Have any other questions for Kim regarding her role at Tackle? I know she would love to hear from you or connect on LinkedIn.

We truly are so thrilled to have Kim join us at Tackle, and we can’t wait for you to work with her on your next project with Tackle.

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Consultant Corner: Knowing multiple systems vs expert at one

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When deciding on a technology consultant firm for your nonprofit, there are many things to consider. One of them is whether or not the consultant firm is focused on one particular system, like Salesforce, or one that has knowledge working with multiple systems.

Being an expert in one system means the consultant has spent an extraordinary amount of time learning about all the technical features of the system and how business processes can be set up. This can be extremely beneficial if your organization needs help with that particular system, especially for a short term issue.

However, there are setbacks to this specific system expertise. This can mean the consultant has fewer tools in their toolbox for fixing problems, as the consultant most often sees problems and solutions within that one system’s lens.

At Tackle we take pride in being efficient in multiple digital systems. So why is this important?

Most organizations use multiple systems and will likely change to new systems in the future. When a consultant has experience with multiple systems, they can very effectively create solutions using the best tool available.

Similarly, you can create solutions tailored by system depending on who in an organization uses which system. That can be invaluable for minimizing learning curves.

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INTRODUCING TACKLE’S PODCAST SERIES

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Tackle is excited to announce the launch of our new podcast!

In our podcast series we plan to explore all things nonprofits and technology, two topics we are very passionate about. We hope to bring insights from our years of experience from technology consulting and our backgrounds in working for nonprofits. From our favorite software recommendations to tips for working remotely, we would love to have you tune in.

For our first podcast, our team discusses working from home. This is a hot topic right now since many people have found themselves in this position the past few months, whether planned or not.

Our team at Tackle has always been remote, in fact we have employees from the east coast to the west coast and in between. And many of us have worked remotely in past positions as well. So we have a lot to say about that work from home life.

We talk about what our office space looks like, how to stay productive and how the current COVID-19 pandemic has made an impact in our work from home status.

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Preparing your employees to work from home

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With news of the novel coronavirus (COVID-19) spreading into even more communities, talk of the need to work from home is high on everyone’s minds.

While some offices are easily set up with the flexibility to work from home, there are many organizations that are not. Can your organization continue with “business as usual” if everyone is working from home?

In cases where closing an office altogether isn’t possible or practical, maybe consider reducing the in-office headcount. This could mean maintaining the minimal amount of in-house staff while allowing others to work from home. Or rotating work from home days or staggered 4-day work weeks. There are definitely options for reducing social contact.

Now for any organization facing the possibility of transitioning your employees to remote work, there are many things your organization should be doing NOW to prepare.

Start with a clear communication plan with your employees about what your plan is if they are not able to come into the office, and check out our guidelines below on where to get started.

Hardware & Software

What is your organization’s existing policy for staff working from home and/or using personal equipment? Start there. And note that you might have to make some updates or temporary exemptions for this situatiton.

If possible, try to avoid having your staff attempt to work using their personal equipment. Besides being a data and security risk, this is also likely to lead to support challenges for your IT team.

This means you will need to figure out how to provide the necessary hardware and needed software for your employees, especially if you do not have enough laptops for every employee. Now is the time to look into purchasing some more laptops. Or, at the very least, figure out how to help your employee set up their office desktop computer at their house. Although if that is the case, please keep in mind that not everyone is tech savvy so you will need to have a technical person on staff prepared to help with this—before the need to work from home is necessary.

It is also important to make sure the software your employees use are up-to-date and ready to go. Is Microsoft Office loaded on their laptop? What about any design programs? Email accounts?

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Ways to stay productive when working from home

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Did you know the Tackle team is spread out across the country? That means we do a lot of remote work, so we are basically experts at working from home.

I personally have been working from home in various roles now for over eight years, and I absolutely love it. In fact, my husband also works from home so we are like the ultimate work-from-home power couple. It took a little bit of trial and error to figure out how to productively do this, especially adding a couple kids to the mix, but I truly think it’s a great option that employers should genuinely explore (but more on that in another post).

If you find yourself new to the work from home club or struggling to get your work done at home, I thought I would share some tips on how to be as productive as possible while working from home.

Have a designated work space

Make a desk space in your house, whether it’s a small table tucked in a corner of your living room or an actual office in your basement, make sure you have a space that is designated to get stuff done.

And no, your bed doesn’t count.

I would probably also take it one step further and say to designate this space ONLY for work. When you know your desk is set aside for working time instead of say, watching movies or posting on social media, you will less likely find yourself doing those things in this space during working hours. Besides, I think only using this space for work helps with tax write offs, although I am no tax expert.

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Quick tips when working with non-tech staff

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As someone working in a technical role at your organization, it can sometimes feel like you are a foreigner in your own country. With all the different languages, processes, and acronyms, it can quickly get confusing to someone not familiar with your world.

At Tackle, we get it. We speak “tech” every day to people who don’t live and breathe this stuff like we do. In fact, many times organizations hire us to help with this specific issue and to help bridge the gap between the tech staff and the non-tech staff.

So we put together a few tips we’ve learned along the way that we hope you find useful when navigating how to better work with non-tech staff and make it a pleasant experience for everyone.

Tip #1

Avoid the trap of assuming that everyone has a base-level understanding of what you’re talking about. It pays to set the stage, even adding an extra few words of explanation. Also, giving room for people to ask questions, by slowing down and pausing or just asking for confirmation that people are following.

Tip #2

Avoid acronyms and jargon. Try to always say the full term. It can also be helpful at the start of a meeting, to spend a few minutes defining terms/systems so everyone is on the same page.

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