updated 12/2024

I miss many things about my days as a nonprofit executive director.

I miss managing a board and helping them learn and grow as ambassadors for the organization.

I miss working with a big team full of energetic personalities and the thrill of pulling off a big event.

I miss the notes from clients, donors, and volunteers that would make me smile.

I do not miss the endless sales pitches, the inbox full of emails about the latest piece of software that would help me "double my fundraising goal," and so on.

Can you relate?

Most nonprofits require at least a handful of software options to keep things running smoothly. From donor database management to volunteer sign-ups and record keeping, and project management software that ensures none of the 87 balls get dropped during the week – it's all important.

But what happens when you need a new piece of software and are unsure where to start? Or you've inherited a software system that no longer meets the needs of the organization?

Let's talk it through!

4 Steps to Pick the Right Project Management Software for Your Team

Talk To Your Team

Many nonprofits skip the first step of talking with their team about software purchases and go right to either researching online or asking peers for opinions. However, this approach means you'll miss your best source of intel - the people who work for and with you and best understand the intricacies of the daily workload.

Plus, by having these conversations, you're also empowering your employees by giving them a voice as part of the process.

Start by asking them which areas of their responsibilities they need the most help completing. For example, it could be with organizing tasks and keeping priorities in check, which will prompt you to search for the best task management software tools.

Alongside speaking with the team, consider a deeper conversation with senior staff members or managers. In these conversations, focus on how the right software can strengthen the team, ensuring they are completing more of the right tasks timely and focusing energy on what's most important.

As you meet with your team, keep a few of these core areas of the team's workflow in mind:

communication
organization
productivity
donor/volunteer relationships

For each area, score how well you think the team is doing and the places that most need improvement. Then, keep that list handy as you move on to assessing your software budget.

Discuss Budgets

Before researching software or signing up for that enticing demo the sales rep promises you, do a budget check. Unfortunately, few nonprofits remember to budget for new software or software upgrades until it's too late, causing a scramble to get approval at a board meeting or justify costs with unnecessary reports.

Most software solutions offer several plans that use a tiered structure by providing more features (and the ability to add more users) at a higher cost. In addition, some platforms specifically design pricing tiers for nonprofit organizations. Understanding what you have available to spend and any restrictions on that funding can save you many headaches later.

A quick side note: While many nonprofits rely on off-the-shelf solutions to manage operations, there are times when a tailored approach is necessary. For organizations with unique needs, investing in custom software can provide the flexibility and scalability required to achieve mission-critical goals, and this doesn’t always mean that it will be out of your budget.

If you're on a tight budget or have a small team, don't waste time researching enterprise-level software services that are likely to exceed your budget by several thousand dollars. Instead, once you identify the tools you need and the money you have to spend, you can narrow your focus to a few options and begin testing them accordingly.

Take advantage of software trials or demos

Many leading software services offer either a free version or a free trial of one of their paid options. Software trials help team members use the product in real scenarios and assess whether or not the product fits the current need.

Demos can also be helpful but beware of persistent sales reps with agendas to upsell you and take up more of your time than needed. Yes, they are just doing their jobs, but your job is to serve your community and clients - not sit behind the computer all day listening to a sales pitch.

Whenever possible, ask for the ability to try the software on your own terms and timeline, and promise to follow up with a decision after you've discussed the product with your team and board of directors.

Do Informed Research

After talking with your team and board, reviewing your budget, and trying out a few software options, it's time to look externally for your software. This stage can take longer than expected and derail your plans, so enter cautiously!

Informed research typically begins on a search engine. If you've ever Googled "how to ask for sponsorships for my nonprofit" or "how to write a board report," you know what happens.

Google is saturated with ads from companies telling you their solution is the best one for you. For example, I recently searched SEO services for nonprofits and ended up with irrelevant services that weren't right for my client. Those results were just orchestrated to show up for anyone searching specific terms, regardless of the context.

This exact scenario happens when searching for software as well. The odd (often sponsored) review website pops up on page one of your search results and throws you into a tailspin, wondering if you've even narrowed your list to the right set of products. So before you rush to get the first option you see, it's a good idea to spend some time on trusted software review sites.

You'll likely know some of the best options for software reviews already. However, there are sure signs that a publication is a reliable (and unreliable) source of information.

If a publication only offers a brief or generic overview of a piece of software, likely, they don't have firsthand experience with the product—this is a red flag.
The best review publications spend time with the product and use it just like you and your team would. That's the first sign you're in the right place when trying to find software. They are also likely to review more than one option and be honest about the pros and cons of both.

Finally, read the comments on the articles. If there's high engagement (people leaving comments, asking questions, etc.), it suggests people see that website as an authoritative voice in the space, which means you can probably trust what you're reading.

Final Thoughts

Although it may feel overwhelming initially, choosing the right software for your team is achievable through these four simple steps. Communication, solid research and some experimentation will almost always lead you to where you and your team need to be.

Try not to overcomplicate the process – identify your wants and needs and go from there. Ultimately, every piece of software you purchase should move you closer to fulfilling your mission and vision. Looking at each purchase through that lens will be easier to cut through the clutter (and sales pitches) and focus on what moves the needle most.

This article was written in collaboration with Mauricio Prinzlau. Mauricio is the CEO and Co-founder of Cloudwards. He is at the helm of the company and steers a team of editors, writers and designers from all around the world.

You might find these related posts helpful…

Featured