I'm currently serving as the IT volunteer for a small nonprofit that has no paid staff and mainly coordinates food distribution. We rely on spreadsheets to manage schedules for our volunteers and communicate via emails and phone calls with local organizations. We have around 30 'employees,' but only about 12 need computer access; most are involved in customer service or logistics tasks. Recently, our director saw a flyer about Microsoft 365 being available for free for nonprofits with fewer than 300 users, which got him excited about its tools. We're having discussions about whether we should adopt it. Our current setup is pretty outdated—we're using HostGator Roundcube for email, Office 2016 on borrowed computers, and a shared Google Drive. We also lack a formal domain. While I understand the potential benefits of modern tools, I'm wary about the true costs and effort involved in transitioning. Any advice on whether moving to Microsoft 365 is worth it, especially considering our organization's limited growth projection? Also, what's a reasonable budget for a one-time setup and some documentation so I can manage it afterward?
4 Answers
I vote for free M365! It's a great opportunity to build a strong foundation that allows for future growth and flexibility. Centralizing your operations with this tool could make everything run smoother.
From a compliance standpoint, it's crucial to have all your data centralized. You likely handle information about volunteers and those you serve, which could be sensitive. Plus, having a professional email (@org) looks much better. Even if M365 does eventually charge, the benefits seem to outweigh the risks.
I assist a few nonprofits, and I suggest getting set up with TechSoup for assistance with M365. They can provide help with the setup process. Also, taking classes on M365 would be beneficial for you as the IT volunteer. It'll enhance your skills, which is great for your resume!
If your team could use better collaboration tools, M365 or Google Workspaces could really help. Your current system seems a bit outdated, and modern tools would likely streamline your processes and improve communication. I definitely see the value in switching, even if you're a small nonprofit.
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