Somewhere along the way, your tech setup got bloated.

One team added a CRM. Someone signed up for that platform they saw in an ad.

Now you’ve got 21 different systems. Some do the same thing. Some never really worked. Others are just… there.

Everything drags.

People hop between apps and no one knows where to start. Decisions on what stays or goes feel impossible.

This blog gives you a five-step fix.

You may be paying for software nobody even uses. Or worse, using tools nobody’s even paying for.

In 2022, the average organisation used 130 SaaS applications, and a third of those were barely used or not even used at all (Statista)

Here’s what to do:

• Pull a list of every paid and free tool being used across your teams
• Include everything from CRMs and marketing platforms to internal communications tools and databases
• Don’t forget duplicates hiding under different names

The goal here is to get a clear view of what’s actually in play. Once it’s all on the table, you’ll start seeing where the problems (and savings) are.

When you’ve got multiple software that all do the same thing, your brain stalls. That’s decision fatigue. Too many options. Too much second-guessing. It’s a real progress killer.

It’s easy to get stuck comparing every option. Give yourself a break and set clear filters now.

Start with non-negotiables. If a tool doesn’t tick these boxes, it’s out.

• Security – can it handle your data protection needs?
• Support – is someone there to help when things break?
• Total cost – not just the monthly fee. Add in training, maintenance, time, etc.
• Data model fit – does it suit your business’s growth plans?

Drop any tool that shows obvious problems. Keep it and you’ll still be battling the same issues six months from now.

Now you’ve filtered out the worst offenders, it’s time to get specific.

Score your leftover software to make a call without endless debating.

Build a decision list matrix that involves:

• Listing your surviving tools along the top
• Adding your criteria down the side, including things like ease of use, reporting capability, long-term cost, integration options
• Scoring each tool 1-5 for each criterion
• Adding weightings if some things matter more than others. E.g., if data reporting is integral to what you do, it should count for more

This gives you a real comparison. Something you can get behind, instead of relying on opinions.

You’ve narrowed it down. Two contenders are left standing, but don’t commit yet.

Time for a sandbox test.

That means running each tool in a safe, controlled environment so you can simulate real usage without breaking anything.

Set up the environment using your real data, or close-enough replica data. Then, get your team to carry out the kind of everyday tasks they’d be doing in the live system.

Keep it realistic. Were there any bugs? Was it clunky? Did it lag? Did it slow your people down?

You’ll spot problems you didn’t know existed. You’ll also find out which software your team actually wants to use.

Flashy doesn’t equal better. The one you want does the job efficiently.

Now, on to the real work.

Begin planning your product sunset, the process of phasing out the tools you no longer need.

Start with a simple plan. What are you getting rid of and when? Most product sunsets take 3 to 12 months, so be clear here (Product School)

Then, tidy things up. Cancel any unused profiles and ensure nothing gets misplaced during the switch. Leaving leftover crumbs of data can cause issues down the line.

Finally, communicate. You don’t need an exhaustive, 50-slide presentation. Show people what’s changing and why, ensuring you outline any support or training they’ll receive.

The more confident your teams feel, the smoother the transition. You want them to back the chosen tool, not cling to the old one.

This five-step fix helps you choose the tool your organisation needs. Not the one with the best sales pitch or the elaborate promises.

Audit the mess. Score what’s left. Test the real contenders. Pick the one that works.

If it still feels like too much, we’ll do it with you.

We’ll walk you through the detail based on what’s happening in your systems and teams.

The proof’s in the pudding. IBM reduced from 40+ marketing solutions to 5, cutting $120 million in costs (Adobe for Business)

Do you want to see the same results?

Simplify your tech.

Efficiency is the art of doing more with less. For nonprofits, it’s the dream of maximising impact by making the most of your resources.

Think of affordable digital tools as your trusty sidekick in this quest. They streamline, simplify and amplify every ounce of effort you pour in.

Whether it’s tools to transform chaotic spreadsheets or digital hacks to make every donor interaction count. Investing wisely in the right tech can significantly boost your efficiency. Making your goals feel more attainable.

Stick around, and let’s dive into the how-to’s.

• Use data to find out which tasks are driving your nonprofit forward and which aren’t
• Make the leap to a case management system and turn data mess into actionable insights
• Streamline the donation journey, making it easy for supporters to chip in
• Update your booking system to offer a quick and simple experience for clients, donors and volunteers
• Seek expertise to help you find tools that are ‘must-haves’, not ‘nice-to-haves’

Extra Brain’s Jessica Gregson and Simon Wakeman joined our podcast to share expert tips on business efficiency.

Here’s a brain teaser from Jessica: “You can be effective without being efficient. But if you’re efficient without being effective, you’re simply doing the wrong thing fast.”

Unravelling that — focus on doing the right stuff. The things that drive your mission forward and don’t just eat the clock. Invest in new tech without this focus? You’re probably fast-tracking the wrong tasks.

The challenge is working out which tasks are generating good results. Collecting data on your team’s activities helps.

This isn’t just about counting the hours your people work. It’s understanding the quality and impact of their efforts. Which tasks are bringing you closer to your mission? Which ones aren’t?

Time to replace chaotic spreadsheets with a case management system. It helps you monitor whatever type of activity you need to understand what’s working and what isn’t.

They can be tailored to fit your budget, workflow, team dynamics and permission requirements. Your team can log their interactions into this system. Data can be grouped any which way you want to generate useful comparisons.

Dashboards unlock more value of your case management system. Users can either get a bird’s eye view or granular breakdown of your data. Then it’s easy to draw insights, such as how individual teams are performing. Or the impact of changes to your processes.

These insights help you refine your operations and hone in on what truly matters. With an effective system of data collection and analysis, you’re in a stronger position to invest in additional budget-friendly technology. Tools or software that can further streamline the right tasks.

Learn more about how case management systems can support your nonprofit.

A case management system + dashboard can drive more donations. Clear data presentation means clear impact sharing. When you effectively showcase what you’ve achieved, donors are more inclined to contribute. Leading to new and repeat donations.

But there’s more to using technology for this purpose.

How current is your website? A modern, easy-to-use site tells your donors, “We value your time, and we’re streamlined for your convenience.” When they feel that, they’re one step closer to hitting that donation button.

Get to this stage and they shouldn’t have to grapple with long load times. Endless fields. Clunky payment gateways. Giving their money away should be easy.

If it isn’t, consider investing in a donation platform or tailored plugin.
Plugins, for example, can be affordable. They’ll integrate smoothly with your website and are optimised for mobile devices. They’ll simplify the entire payment process too. It’s a smart way to make the donation process more efficient without breaking the bank. No need to reinvent the wheel!

Still taking phone bookings? Outdated systems are time-eaters, making things tricky for everyone—be it clients, donors or volunteers.

Your current tech might be slow and confusing. You might be missing out on efficient features like automated confirmations or real-time availability. Besides being a hassle, it hints, “We’re a bit behind.”

Revamping your booking system doesn’t have to cost the earth. With clever integrations, you can slot a modern third-party booking tool into your existing website without a full redo. Check out our TARKA case study to see it in action.

So, we’ve name-dropped useful tools, and there’s a temptation to dive headfirst into each one, especially with the allure of “efficiency.” But hold on.

Deciphering the right tools for your nonprofit can be complex, even with solid data to guide you. This is where a tech partner steps in, offering a clearer perspective on your options.

Bonus points if they understand nonprofits and the hurdles they face. From experience, they can spot and recommend solutions that may not be on your radar. They also work hard to understand your budget before researching your options and putting a plan together.

In the nonprofit world, every penny is precious. The right tech partner can make sure that your investments drive your mission’s success.

Seeking efficiency boosts? We’ve got your back. Let’s chat.