“Technology planning” sounds like something big organizations do. The kind with IT departments and six-figure budgets. But here’s the thing: if you’ve ever wondered whether you’re using the right tools, or worried about what happens when your database crashes, or asked yourself why everything takes so long. You’re already doing technology planning. You’re just doing it in your head, reactively, without a system. That’s not a criticism. It’s how most small nonprofits operate. You’re busy delivering programs, raising funds, and keeping the lights on. Technology feels like one more thing on a list that’s already too long. But a little intentional thinking now can save you a lot of pain later. And it doesn’t have to be complicated.
Why Bother?
You probably have a strategic plan. Maybe a fundraising plan. Possibly even a communications plan. Technology affects all of them. But it rarely gets the same attention. I’ve watched organizations spend months selecting a new Executive Director, then hand them a laptop running Windows 7 and expect them to figure out the database on their own. The disconnect is wild. A basic technology plan doesn’t need to be elaborate. It just needs to exist. Even a simple one helps you:
Make better decisions. When someone donates old computers or a board member suggests a new CRM, you’ll have a framework for evaluating whether it actually fits.
Budget realistically. Technology costs money. Not planning for it means surprise expenses. Or worse: critical systems failing because you couldn’t afford to maintain them.
Reduce risk. What happens if your server dies? If your bookkeeper leaves and nobody else knows QuickBooks? If you get hit with ransomware? These aren’t hypotheticals. They happen to small nonprofits all the time.
Get ready for grants. Funders increasingly ask about technology capacity. Having a plan signals that you’ve thought about sustainability. Even a basic one.
Start With What You Have
Before you plan where you’re going, you need to know where you are. This doesn’t require a consultant or a fancy audit. Grab a notebook or open a spreadsheet and answer these questions:
Hardware: What computers do you have? How old are they? Who uses what? Don’t forget things like printers, routers, and that server in the closet that nobody’s looked at in two years.
Software: What do you pay for? What free tools are you using? Include everything: your donor database, email platform, accounting software, that Canva subscription someone signed up for.
Data: Where does your important information live? On a shared drive? In the cloud? On Karen’s laptop? (That last one is more common than you’d think, and it’s a problem.)
People: Who knows how things work? Is it documented anywhere, or does it all live in one person’s head?
You don’t need to make this perfect. Just getting it written down is valuable. Most organizations discover things they’d forgotten: software they’re paying for but not using, equipment that should have been replaced years ago, or critical knowledge that only one person has.
Figure Out Your Priorities
Once you know what you have, you can start thinking about what needs attention. Not everything matters equally. I’d suggest sorting into three buckets:
Security essentials. These are non-negotiable. Regular backups. Strong passwords. Someone responsible for updates. If you’re not sure where you stand, the Washington Nonprofit Handbook has good guidance, and Washington Nonprofits offers training on nonprofit fundamentals that touches on this.
Biggest pain points. What wastes the most time? What frustrates your staff? What makes you nervous? These are your priorities for improvement.
Growth blockers. What’s preventing you from scaling programs, collaborating with partners, or serving more people? Sometimes the answer is technology. Sometimes it isn’t. But it’s worth asking.
Be honest with yourself about what’s urgent versus what would be nice. A food bank I worked with wanted a new website, but their donor data was in three different spreadsheets that didn’t talk to each other. We started with the data. The website could wait.
Think About Budget
Here’s a number that surprises most people: nonprofits should typically spend 3-5% of their operating budget on technology. Most small organizations spend less than 1%. I’m not saying you need to triple your technology spending tomorrow. But if you’re currently treating tech as an afterthought (buying the cheapest option, skipping maintenance, hoping nothing breaks), you’re probably setting yourself up for bigger costs down the road.
When you budget, think about:
- Annual subscriptions. These add up fast. Make a list of everything you pay for monthly or yearly.
- Replacement cycles. Computers don’t last forever. Plan to replace them before they die.
- Training and support. New software is useless if nobody knows how to use it.
- Emergency fund. Because things break at the worst possible time.
One more thing: many technology expenses are grant-eligible. Organizations like Kitsap Community Foundation fund capacity-building projects, which can include technology. TechSoup offers heavily discounted software for nonprofits. You don’t have to pay full price for everything.
You Don’t Have to Figure This Out Alone
There’s no prize for doing everything yourself. Some options:
Board members. Someone on your board might have technology expertise. Just be careful about scope. Asking a CIO to help with strategy is different from asking them to fix your printer.
Peer organizations. Other nonprofits in your area have solved similar problems. Ask what they use, what worked, what didn’t.
Free and low-cost resources. TechSoup offers heavily discounted software for nonprofits. Washington Nonprofits has training and toolkits on technology fundamentals. You don’t have to start from scratch.
Outside perspective. Sometimes you’re too close to see what’s obvious. A few hours with someone who looks at nonprofit technology every day can save months of frustration.
The Real Point
I’ll be honest: the document you create matters less than the process of creating it. The goal isn’t a perfect plan. It’s getting the right people in a room, asking the right questions, and making intentional decisions instead of reactive ones. What technology do we actually need? Who’s responsible for it? What happens when something breaks? How do we pay for it? If you can answer those questions, even roughly, you’re ahead of most small nonprofits.
And if you’re not sure where to start, that’s okay. Our free assessment can help you figure out what to focus on first.