Chances are pretty good that you’ve been using the same set of online tools to create your donation forms, email messages, and advocacy alerts for a while now. Settling down with a set of online tools is comfy, like wearing a pair of sweatpants. Familiar. Easy. Sure, you’ve got your pet peeves about the system but you know each other pretty darn well.
It’s silly to pack up and move just in the name of change – and it’s also a mistake to stay where you are if your tools don’t meet your needs. At Firefly Partners, we guide our clients in an effective tool evaluation process that can shed light on whether it’s time to pack it up and move to a new platform.
The Best Time to Evaluate
It may be a great time for you to start a tool evaluation if:
- You’re about to start making annual budgetary decisions. Knowing if there is organizational capacity – both people and dollars – can make your evaluation time worthwhile.
- You’re adding tools that aren’t present in your primary suite. While it’s tempting to add one-off functionality, this approach can result in a patchwork ecosystem./li>
- Your online programs are stagnant. Ok, this isn’t only a result of using the wrong tools. That said, there are some pretty swanky tools out there and maybe a move can kick start your results./li>
How Much Time Will You Need?
Tool evaluation projects can become the initiative that ate Cincinnati. Setting out to do an exhaustive search of every tool out there is bound to cause frustration and confusion as you forget which tool did what cool thing. We recommend that you plan on dedicating three hours per week for about 12 weeks to keep your vetting lean and focused. Going longer can mean losing the ‘oomph’ that got you started as new priorities move in.
Setting Evaluation Criteria
This is my favorite part of a tool eval project! Think long and hard about the functionality you need in a set of online tools right now. Check out other nonprofit websites – what do THEY have online? Think about next year – anything new in the works that requires something that your current system doesn’t support? Write them all down – from budgetary constraints to the need for sophisticated integration.
Once you’ve got them all on paper – categorize them into three groups:
- Must Have – These are the core requirements. Keep it to 10 items or less.
- Nice to Have – This category is for things that are not core, but if you had them you’d use them.
- Don’t Care if it Has – Don’t get distracted by functionality you may never use.
Now you’ve got yourself a road map to use as you look at other online tools. Set up some demos. Don’t expect to find one tool that does everything – document the things you know you need and find a tool that does most of them. Don’t forget to check with your current tool provider – they may offer functionality you weren’t aware they had.
Have you helped your organization move from online Platform A to online Platform B? Got tips and war stories to share? Use the comments section below. Need effective tool evaluation help? Contact Firefly!