A Small Non-Profit is typically 100% volunteer run with varying degrees talent to implement, use and sustain technology. To select the optimal degree of technology, would an online trade fair be useful? This question is considered in this draft Event-Idea.

If you are involved with a Small Non-Profit (SNP), perhaps you have been wondering how software and technology can help you. More than likely, Google hits in the millions has dissuaded you from doing more than ponder.

Working with a local Edmonton Consulting company, Hoplite IT, I have an idea. Why not have a ‘Speed-Learning’ event in which possible vendors meet with non-profits. The following is the initial ‘Event-Idea‘, let me know your thoughts [1].

Context for the Event Idea

Non-profits in general are as reliant on technology as governmental or for-profit entities. Pity then the Small Non-Profit. Likely making up, the volume, the majority of Alberta’s registered societies. A typical SNP has the following characteristics [2]:

• Operational budget is less than $50,000 per annum.
• Relies entirely on volunteers for its operations with out a full time paid staff.
• Serves a niche of the community such as offering services to its members, promoting a cause to the public, or preserving knowledge of a particular subject area.
• No plans to grow beyond the SNP state.

Big or small, all non-profits must use technology to manage The Burden of Volunteering.

Too Much, Too Little Information. Unfortunately, there is no lack of information on potential software offerings. More unfortunate, the SNP will get as far as the ‘limited time free trial’ section in the pricing sheet and need to move on. Thus, what software is available to a SNP that is free or low cost? Which of these offerings can be scaled up/down? Is there a larger procurement community SNPs can take advantage of to get the best pricing?

First (or Last) of Many. This is the first of possibly an annual event for Alberta. It will be used to assess the interest in holding and designing future events. Held on a Saturday morning, it will last 3 hours and be entirely virtual. Break out rooms, polls, ‘virtual business card’ swaps will allow SNPs to understand who has similar challenges and how have they solved them.

What Questions Will be Answered & How?

1. What are the technological challenges and opportunities of a SNP as compared to a larger one, business, etc.?
2. What are organizations like mine using to manage some of their key SNP business functions?
3. What are offers available from global, local, and common technologies such as Microsoft 365, Google-Suite, Salesforce, etc.
4. How big do you need to be before you start to consider these offers, what is the process to apply if there is one?
5. Is this just about technology?
6. Was this conference useful to the SNPs in attendance and if so, what next?

Proposed Agenda

(Proposed items are suggestions, times are approximate and subject to change):

• 0830h: Welcome.
• 0835h: Why you need Technology, Why is it NOT about Technology?
• 0855h: Description of Speed-Learning
• 0900h: Speed-Learning sessions, 9 minutes in length with one suggested break period
• 1010h: Return to main group and debrief and poll
• 1030h: Close

Speed-Learning Sessions

Each Speed-Learning session will deal with a single topic of interest to a SNP. They will be conducted by a relevant expert in the area. Zoom (or equivalent) break out rooms will be used with individuals moved by the system (to be confirmed). A non-exhaustive list of possible topics:

• SNP Experience, how we survived a cyber attack.
• GMail, Outlook, Yahoo, others – what is the differences between email accounts and the add ons.
• Google-Suit for Free, Sign Me UP! Oh, now I have to manage it?
• Should a SNP be using a client relationship management tool, what are the issues and benefits of doing so?
• Technology, the Board, Risks and Governance – the role of a CPA.
• ‘Who will run this after I am gone?’ Business continuity for the SNP.
• Is AI a ‘thing’ for a SNP?

Making IT Happen and Challenges

I am excited as I think the above program would be of value to SNPs. Of course all Alberta registered societies would be encouraged to attend noting that the problems of a larger non-profit are very different from that of a small club (the latter being the target audience for this event).

The normal challenges exist. Will anyone show up, who will do the presentations, will Zoom support break out rooms, etc. These are important considerations – but not as important as the answer to the question, ‘Is this a good idea, should we proceed, are you willing to help and contribute?‘.

If you are reading this, are involved in technology, a SNP or just want to have some fun organizing an event – let’s talk!

Thank you Hoplite IT!

Hoplite IT compiled an excellent scan of resources available to non-profits, which is presented with edits below. It provides a great starting point for soliciting potential vendors to participate in the event.

Examples of Vendors Offering Free or Discounted Software

• Google Workspace: Standard too for most schools, the workspace offer is very generous and seems to be easy to use and set up.
• Microsoft Office 365: Microsoft offers a free version of its Office 365 suite to non-profit organizations that meet eligibility criteria. This includes access to tools like Word, Excel, PowerPoint, and more.
• Salesforce Nonprofit Cloud: Salesforce offers a discounted version of its CRM platform, called Nonprofit Cloud, for non-profit organizations. This platform includes tools for fundraising, donor management, program management, and more.
• Adobe Creative Cloud: Adobe offers discounted pricing on its Creative Cloud suite to non-profit organizations. This includes tools like Photoshop, InDesign, Illustrator, and more.
• Box.org: Box.org provides a free version of its cloud storage and collaboration platform for non-profit organizations. This includes features like secure file sharing, collaboration tools, and more.
• Asana for Nonprofits: Asana offers a free version of its project management software to eligible non-profit organizations. This includes tools for task management, team collaboration, and more.
• Slack for Nonprofits: Slack provides a free version of its team communication platform to non-profit organizations. This includes features like chat, file sharing, and more.

Resources Available to Learn and Understand

• NTEN: NTEN is a non-profit organization that provides resources and support to non-profit professionals who are interested in using technology to further their mission. They offer virtual events, webinars, and other resources to help non-profits learn about technology solutions and best practices.
• TechSoup: TechSoup is a non-profit organization that provides access to discounted or free technology products and services to non-profit organizations. They offer a range of resources to help non-profits find and implement technology solutions, including webinars, articles, and online courses.
• Nonprofit Technology Conference: The Nonprofit Technology Conference is an annual event that brings together non-profit professionals, technology experts, and vendors to share knowledge and best practices around technology solutions for non-profit organizations.
• Association of Fundraising Professionals: The Association of Fundraising Professionals is an international organization that supports fundraising professionals and non-profit organizations. They offer a range of resources and events, including webinars and conferences, focused on fundraising technology solutions.
• Candid: Candid is a non-profit organization that provides data and resources to non-profit organizations. They offer a range of resources focused on technology solutions for non-profits, including webinars and online courses.

What Does a SNP Need to Do to Successfully Use Technology (e.g. Google Workspace)?

• It’s understandable for a volunteer board of a SNP to feel nervous about the transition to Google Workspace, but there are ways to ease the process and minimize the amount of help he may need to provide to your team.
• One of the most important things to do during a technology migration is to ensure that there is clear communication within the core volunteer cadre who will be affected by the change.
• This can include drafting and sending out communications ahead of time to let the team know what to expect and what their role will be in the transition.
• The communication should include details about training opportunities, how to access support resources, and a timeline for the migration.
• It’s also important to create internal documentation that outlines the new processes and procedures for using Google Workspace.
• This documentation can serve as a resource for the team to refer to when they have questions or need assistance.
• The documentation should be clear, concise, and easily accessible. It can include step-by-step instructions, screenshots, and videos.
• Another way to ease the transition to Google Workspace is to provide training opportunities for the team.
• This can include online tutorials, webinars, and hands-on training sessions. By providing training opportunities, the team can learn the new system in a structured and supportive environment.
• This can help minimize the amount of help you may need to provide after the migration.
• In summary, to ensure a smooth adoption of Google Workspace, it’s important to communicate clearly with the team, create internal documentation, provide training opportunities, and establish a process for handling support requests. By taking these steps, the manager can help minimize the amount of help he may need to provide to the team, and ensure a successful adoption of the new technology.

References and Further Reading

1. This is part of an overall all event methodology I had developed a decade or so ago: FMI-Program Methodology.
2. The criteria are somewhat arbitrary. Within time limits (and interests), I was not able to ascertain exactly how many of Alberta’s nearly 18,000 active registered societies would fit into the SNP category. I am speculating most but happy to be proven wrong with better data.