You might be tired of hearing this but there is actually an upside to what nonprofits have experienced in 2020 thanks to the Coronavirus pandemic. For many, it was a full-on panic mode in March as events were canceled, volunteers were sidelined, and even loyal donors second-guessed their annual contributions in fear of what might be waiting ahead as the year progressed. However, in the midst of the ever-changing challenges (sometimes on a daily basis), nonprofits began to adapt. They quickly realized the gaps in their operations, the limitations in what staff could do remotely, and they mobilized resources to face it head-on with a resilience anyone would admire. In short, the events of 2020 have forced us to analyze our systems from top to bottom and be better prepared should we face a similar challenge in the future.

Perhaps one of the biggest struggles I personally witnessed was nonprofits trying to operate remotely. It’s sad how many of our amazing nonprofits are operating with outdated technology, old, donated computers, and essentially a suite of products that only work within the four walls of the physical office. That’s why understanding how cloud-based solutions work and how you can implement them (if you haven’t already) is so important. 

What do we actually mean by “cloud-based solutions?”

In its most basic form, cloud-based means an internet-based application or service. Traditional software is where your application is located on your actual computer and your computer is doing the work to run the program and store the data it generates. However, cloud-based software is where the computing happens in a large datacenter outside your organization and you simply see the results of it on your own screen. This type of cloud-based solution is typically accessed through a web browser which means you can access it from anywhere. 

You’ve probably heard of the suite of applications offered by Google like Docs, Sheets, Slides, and Google Drive. Other popular cloud-based solutions are Dropbox, Office 365, and Zoom or Teams. 

Storing data as a nonprofit is something that needs to be considered carefully. Using the cloud is considered the best way to do it, but of course, swapping your data over to a cloud storage provider can be daunting. It’s important for nonprofits to consider the many advantages of cloud-based solutions. For example, with a robust, cloud-based solution approach:

• You’ll have less need for higher-end computers. And, computers need to be upgraded less-often. iPads may also become an option, saving you money.

• You can eliminate the need for software upgrades. Most online solutions easily implement upgrades that are automatically pushed out to users.

• Files on the cloud can be accessed by people with the right information and credentials, so you can authorize several people to use the same set of files. Each of your team members will be able to access the files and work with them before passing them on, making it easier to use than, say, passing around an external hard drive or sending endless email attachments. 

• Your continuity of services improves. When a situation arises that prevents you or your team from physically being at your office computer, you can still access the programs you need to do your work from a remote location.

There are a few potential drawbacks for cloud-based solutions:

• Security must become a priority. Cloud-based solutions sometimes get a bad reputation for poor security. While there are risks, there are also dedicated team members to help you mitigate those risks and handle them, and typically, files stored on the cloud are actually safer than those housed on a local computer. 

• You can have less control. If you are relying on a company to provide the software and they suddenly go out of business, this could be detrimental to your organization. Advanced research and preparation eliminate this challenge.

• You are at the mercy of a strong internet connection. If Internet service is not reliable where you are located, you'll be unable to access what you need when you need it.

Before you go buying all the cloud-based solutions out there, here’s what do first:

1. Focus on your processes and workflow. What do you usually do that you cannot (yet) do remotely? 

2. Once you have identified that list, prioritize those needs. Which ones are the most important? 

3. Now that you have a list of applications you know you need, do you have the budget for new tools? The time to learn? The support you need?

Once you’ve worked through that process and you’re ready to make a purchase, be sure to take advantage of trial periods so you and your team can actually try it out and make sure it fits your needs. Make sure you explore various cloud storage solutions that fit your needs, as there is an abundance of them out there today. Some offer features that others don’t, so assess what you need first. You can also look at third-party reviews to ensure that people are happy with the service and that you’re going to be able to get what you need from it over time.

Here are some of my favorite cloud-based solutions in four key areas:

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Finance / Accounting

• Quickbooks Online

• Wave

• Xero

• Google Sheets

Communications and Collaboration

• Dubsado

• Trello

• Docusign

• Google app suite

• Office 365

• Zoom

• Teams

File Storage and Remote Printing

• Google Drive

• Dropbox

• Box

Donor Databases

• Little Green Light

• Classy

• Bloomerang

After your successful implementation of cloud-based solutions, it's worth considering the added security and performance benefits that managed server hosting can provide for your nonprofit's data storage needs:

• Use strong passwords. It’s not a new or revolutionary piece of advice, but it works. Using strong passwords is a guard against theft and other issues. A password management program can make it easier to remember your passwords for different platforms. 

• Don’t store overly sensitive information. When you use cloud storage, you’re essentially putting your files on somebody else’s computer for them to hold on to. It’ll most likely never happen, but in a worst-case scenario, you’d need to consider what you’d do if something happened to them. This is why making sure you work with reliable cloud migration solutions is key, and ensuring you have your own externally backed-up copies is a must, too. 

• Always have a secondary backup. Regardless of what you’re storing, a secondary back up is always a good idea. It could feel like overkill, but you’ll have peace of mind.

At the end of the day, the strongest, sustainable nonprofits will be those that were able to use the challenge of 2020 to improve their operations and move toward these creative cloud-based solutions. Never be afraid to ask for help from someone in your local community that you trust and remember that imperfect progress is better than standing still. 

If you have a favorite cloud-based solution or tool, let’s hear it in the comments!

Until next time, keep making a great first impression online!

Andrea