Nonprofit Technology Tools That Are the Icing on the Cake

We are big advocates of making technology work better for nonprofits around here. While our consulting services tend to center on implementing and supporting larger systems like a CRM or website for our clients, we also geek out over the day-to-day apps and services that can augment those larger systems. You can think of these tools as the icing on the cake for a technology transformation.

Digital Forms

If you’re still using paper forms or downloadable PDFs to collect information that should really make its way back into another system eventually, it’s probably time to consider going digital. There are countless form tools that can integrate with your website and your CRM to streamline this process.

Collecting volunteer signups at in-person events? Create a digital form accessed via a QR code, or have a tablet or computer available for people to enter their own information on site. Put the form on your website too, while you’re at it!

Have staff members that do field work and transcribe their notes into a database at the end of the day? Cut out that double-entry step by designing a mobile-friendly form to let them enter those notes directly into the system.

Managing vendor agreements using printed and scanned PDFs? Consider an eSign service that manages all those documents and signatures digitally.

Almost all your “form” processes can be done digitally now. For those who need a paper option due to access or ability, you can still have a print version available, but you’ll greatly reduce the amount of forms in your filing cabinet and time spent on data entry.

Writing Tools

Most of us use a computer to communicate with coworkers and constituents, sharing notes and other information. But how are you taking those notes in the first place? Is it still on paper? Sometimes it’s hard to get rid of that notepad! Many people do not like typing on a keyboard to take notes or write drafts, me included. Over the last few years, we’ve seen the rise of tools that give you the “best of both worlds” – the analog feeling of writing by hand, but with the ease of automatic digitization.

• Writing tablets (i.e. ReMarkable) and smart pens have become popular as digital handwriting tools. You write on the tablet and it transforms your writing into type, then you can save it to an app so you can have a record or use it later.
• My personal favorite is using an erasable smart notebook (i.e. RocketBooks). Imagine walking into a meeting, taking notes (neatly) on a paper notepad, using your phone to take a picture, having it magically uploaded to an app, and instantly having a text version of meeting minutes you can share or copy/paste into an email. Then erase with a damp cloth and start all over again.

Note that the translation and scanning services for these tools aren’t always secure, so you don’t want to use it for HIPAA or other sensitive writing, but these digital writing tools are great for meeting notes, daily planning, etc…

Integration and Governance Add to the Sweetness

Most of the tools above can send the digitized writing to an app that integrates into your CRM or website. You can use Evernote, Google Docs, To-Doist, or store files in your system directly. Sweeten it a little more by setting a company policy around using these tools, so everyone knows where to store the information and how to connect the apps to the right place. Now, you’ve provided tools and streamlined these types of digital documents across the entire organization.

All of these tools are easy enough to implement on your own and we’re still here to help with the larger implementation projects. We’ll take a lot of it off your plate so you can have your cake and eat it too. Learn more about our website and CRM services.