Tool Kit for Charities


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The best tools and resources (that we've found) for small and medium sized nonprofits changing out world!

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Tool Kit for Charities

  1. 1. Prepared by: Charity Express the best affordable tools for charities. TOOL KIT Make things social media Go Deeper GeT Stuff Done management website/blog CRM Start HereAbout US Look Cool EMAIL
  2. 2. WHERE TO START ?Start with Data/Information Think About the HumansYou are better off sending the right communication at the right time and A great tool, that does not get used properly, is not a great tool. Understandhaving it look less sexy than having a great looking piece to go to the wrong who is on your team, their roles and how they will use and interact with thepeople at the wrong time. Think through how you want to capture and use tool and factor that in when making a decision about which tools to first and start finding the best tools that fit that strategy.Look for Integrations consider the Big PictureIntegrations help you cut down on time, enhance the programs it integrates Saving money in the short term may cost you in the long run. Investing inwith and helps create more seamless workflows. Make sure you know websites, social media and great design have easy to see costs but NOTwhich tools work well with others and which ones don’t before you start investing in those things is harder to see.incorporating into your operations.dont try to do it all...At OnceIf you try to do everything all at once you’ll likely do little well and it won’t last.Prioritize the strategies and corresponding tools, determine a realistic courseof action and start there. You can add on as you go. TOOL KIT HOME
  3. 3. CRM Knowing who your constituents are, working to build relationships with them and managing that process is essential to any fundraising strategy. Having a way to coordinate your efforts in these areas is absolutely critical. Enter the CRM or Constituent Relationship Management system.salesforce TOOL KIT HOME
  4. 4. Sales Force $ What it Will cost you Things we like Things we dont like • Free for qualified • Tons of integrations • Takes a bit more partners through and customization time to get things SalesForce options. set up just how Foundation. • Great support you like them • Gets ten users. resources and and the nonprofit nonprofit community. customizations are • Can track more basic and not all that than donors and great. donations if need be. • You may need a • And it’s free! consultant to help get you started and the system is sosalesforce powerful with so many options you can get lost in the Who Should Use it vortex. If you’ve used SalesForce before, have a tech savvy team or access to some tech knowledge, you can get a free, functional, powerful and usable system. TOOL KIT HOME
  5. 5. eTapestry by Blackbaud $ What it Will cost you Things we like Things we dont like • $456 (basic), $3,023 • Easy to set up and • More complex and (full).* start using. not as intuitive as • Has yearly renewal • Has the ability to you may hope. cost. scale as you grow. • A lot of add-on fees • Opportunity for • Support and resourc- and nickle and dime donation through es are readily avail- options. TechSoup Canada. able. • Price can go up • A stable, solid option quickly as you add *Price based on one user backed by the features and users. and 900 donors. biggest name in the • Blackbaud isn’t our business, Blackbaud, favourite. so a very low risk choice. Who Should Use it If you want a trusted system that will work and to which you can add on according to you needs and growth. You also have to be willing to spend a bit on your system - and not mind Blackbaud. TOOL KIT HOME
  6. 6. donor perfect $ What it Will cost you Things we like Things we dont like • $576 (basic), $3971 • Easy to use, good • Costs can (full) for online customization escalate quickly version.* options and can depending on users, • Has yearly renewal track volunteers and customizations, etc. cost. members. • Not the greatest • The basic online integration options *Price based on one user version is very and email set up isn’t and 900 donors. affordable and does as strong as it could just about everything be. you need well to very well. Who Should Use it If you want eTapestry but don’t like Blackbaud as it is very similar in specs, cost and functionality. TOOL KIT HOME
  7. 7. CiviCRM $ What it Will cost you Things we like Things we dont like • $0 • Open source • Will need someone • May incur software with lots who knows software some costs for of customization and open source. implementation & options. • Not the easiest for support services • With a programmer non-techies to use. (estimated at $600 you can do anything • If things don’t work, year) you want (basically). it’s up to you to fix. • Can track more than donors and donations if need be. • And it’s free! Who Should Use it If you have tech knowledge or access to some and want a more customized system to meet your exact needs. TOOL KIT HOME
  8. 8. GIFT WORKS $ What it Will cost you Things we like Things we dont like • $499 (basic), $1247 • Easy to set up and • Can inhibit more (full). start using and great advanced users and • Opportunity for for non-advanced teams. donation through users. • Has some limiting TechSoup Canada. • A nice dashboard to options when it give quick snapshot comes to reports and *Price based on one of activity. payment integrations user and 900 donors. • Good email options. (for basic version). • Lot’s of “wizards” and simple, friendly language makes it Who Should Use it If you are a smaller team, sensitive to cost and not an advanced user. TOOL KIT HOME
  9. 9. THINGS TO THINK ABOUT CRMSize & Groups Capacity & ProcessHow many users/contacts do you have? How many do you hope/plan to Who is going to manage and use the system? Will all the information flowhave in three years? Who are the main groups you want to track? through one “data keeper” or will different people and departments be responsible? How do you currently process donations and information?Change & hidden Costs Integration & CustomizationWhat will it cost you change (time, labour, loss of data, interrupted service, Does/will this work with your website, email program and other services? Islearning a new system)? What will it cost you if you don’t (time, labour, loss it seamless or compatible? Does it work in the “cloud”? Can you make theof data, interrupted service)? changes you need to for it to fit with your organization? TOOL KIT HOME
  10. 10. Websites/blogs Online fundraising continues to grow at a double digital rate and more than 50% of offline donors visit a charity’s website before making a donation. These two facts show the importance of online fundrasing, but your website is also where people get a first impression of you and your mission, which goes to show that a web presence is increasingly important to an organization’s success. TOOL KIT HOME
  11. 11. Wordpress $ What it Will cost you Things we like Things we dont like • Free! • Free! • May need some • Additional • Extremely robust for a basic HTML/CSS to costs include: free tool. get the most out of it. customization, • Can be as simple and themes, hosting, easy as you like or as URL’s, some complex as you want. plugins. • Huge support community. • Tons of themes for quick and easy customization. • Great for written content. Who Should Use it Anyone and everyone. Can cost as little or as much as you want and can be as easy or as hard to use as you want. Can grow and develop with you as your organization grows and develops. TOOL KIT HOME
  12. 12. TumBLr $ What it Will cost you Things we like Things we dont like • Free! • Free! • Not as flexible as • Additional • Very simple site. other sites. costs include: • Extremely visual and • Limited in its plugins customization, eye catching in its and customization themes, hosting, lay out. options. URL’s, some • Great for pictures plugins. and videos. Who Should Use it If you want high quality visuals and a simple blogging site without tons of content pieces. If you would rather share pictures as opposed to press releases TOOL KIT HOME
  13. 13. WEEBLY $ What it Will cost you Things we like Things we dont like • Free to $24.95/ • Drag and drop, easy • Templates are not month for additional site building. the best. features. • Some plugins like • Limited in some of eCommerce. the apps/plugins and • Mobile friendly. customizations. • Easy to use. • Can outgrow its functionality (especially free version). Who Should Use it If you want to build your own simple site easily without investing a lot of time, energy and money. TOOL KIT HOME
  14. 14. Square Space $ What it Will cost you Things we like Things we dont like • $8/month or $16/ • Beautiful templates • Blogging function month. with simple not as robust as you navigation. might like. • Very professional • Customizable but feel with high design takes more effort quality. and there are fewer • Great with visuals. resources to work • Nice social sharing from. integration. • Plugins and add-ons • Mobile friendly. are fewer. Who Should Use it If you are looking for simplicity and want to pay a bit for high design value. If you are less concerned about SEO, blogging and written content. TOOL KIT HOME
  15. 15. Wix $ What it Will cost you Things we like Things we dont like • tFree to $16.17/ • Drag and drop, easy • Can be buggy and month site building. glitchy. • Can get up and run- • User experience is ning in minutes. not great. • Won’t let you get too • Support is lacking lost in the web vortex. and quite weak. • Unique templates to • Limited plugins and build from so sites things you can do. don’t look like every- one else’s. • Mobile friendly. • Facebook microsite option. Who Should Use it If you want a nice splash page or simple site that doesn’t look simple. Generally not worth all the bugs and issues. TOOL KIT HOME
  16. 16. THINGS TO THINK ABOUT W EB S I T EStrategy CapacityWhat are you wanting to accomplish on the web? Are you looking to grow Who is going to manage and maintain the site?and expand your digital focus or just maintain the status quo?Trade-offs Blog/NewsMore customization (largely in design) generally equals more resources Do to want to use a blog as the main place for news, updates and “dynamic”(time and money). Bigger focus on design generally equals less focus content? Is a blogging approach front and centre in your content strategy orfunctionality. Greater access to the backend generally equals a simpler, more peripheral?more straightforward site. TOOL KIT HOME
  17. 17. email Email continues to be one of the best ways to update and communi- cate to a wide audience of supporters at a low cost. As more and more fundraising and communication moves to the web and social media, the role of email only increases in importance. Online fundraising is directly correlated to email list size. TOOL KIT HOME
  18. 18. Mail Chimp $ What it Will cost you Things we like Things we dont like Free Plan • Up to 2,000 • Easy, simple and • Lack of features subscribers. guided processes. for free plans is • Up to 12,000 emails • Can start small and annoying. per month. grow large. • To use all the bells • Not all features • Reporting and and whistles you available. analytics need some more • A/B testing. techie skills. Paid Plan • Mobile friendly and focused integrations • From $10/month galore for 500 subscribers • RSS to email. to $240/month for • Nonprofit discount. 50,000 subscribers. 15% discount for Who Should Use it non-profits Basically anyone and everyone. A great fit for organizations both small and large. Always on top of what’s next, continually developing the product, great customer service, caring about nonprofits and being easy to use are reasons why Chimp is our hands down favourite. TOOL KIT HOME
  19. 19. Campaign Monitor $ What it Will cost you Things we like Things we dont like • From $15/month for • Great templates and • Lack of nonprofit 500 subscribers/emails easy customization. specific resources to $500/month for • Mobile ready and and attention. 50,000 subscribers/ friendly. • To use all the bells emails. • A/B testing. and whistles you • No discount for • RSS to email. need some more nonprofits. • Integrations and techie skills. API’s. • Easy to navigate site and resources. Who Should Use it Anyone really, but more design focused. Probably best for larger organizations wanting the extra customizations and cost being less of a factor. A great product. TOOL KIT HOME
  20. 20. Constant Contact $ What it Will cost you Things we like Things we dont like • From $15/month for • Integrates with • Poor templates. 500 emails to $150/ nonprofit CRM’s like • Not as many month for 25,000. eTapestry, Convio, integrations. or • 30% discount for Donor Perfect, etc. customization nonprofits (must pre- • Widely used and options. pay). support base large. • Clunky user • Nonprofit discount. experience. • A/B testing. Who Should Use it Organizations who want the basics and will never use more advanced features. If it integrates well with your CRM of choice and you aren’t looking for the latest and greatest. TOOL KIT HOME
  21. 21. Vertical Response $ What it Will cost you Things we like Things we dont like • Free for nonprofits • Pay-as-you go option • Integrates with up to 10,000 emails for less frequent emails. SalesForce but not per month. • Postcard and survey much else. • $10/month for 500 extension options are • Can be a bit clunky to $240/month for nice to manage in one in terms of usability. 40,000. place. • Design capabilities • Good resources, tips are limited. and best practices • Less features, bells available through site. and whistles. • Focus on working with • Cost after the 10,000 other channels (print, free emails. social media, web, etc.). Who Should Use it Organizations looking for a free solution to send emails more occasionally. If you want to do some basic surveys and postcards it is nice and easy to use as well. For SalesForce users this is a nice, easy to use and free add-ons. Limited to larger and non SalesForce organizations though. TOOL KIT HOME
  22. 22. Campaigner $ What it Will cost you Things we like Things we dont like • $10/month for 1000 • Easy segmentation. • Too simple, not subscribers to $200/ • Simple functionality. enough features. month for 50,000 • Triggers and • Ugly templates, subscribers. automations site and design in • Free for nonprofits features. general. up to 500. • Not a lot of integration options and features. • API is not always or easily accessible for more customization. Who Should Use it Not many people to be honest. If this happens to integrate nicely with your CRM and you just want something that helps you get the word out then it can work. If you want to do anything beyond the basics this probably isn’t for you. TOOL KIT HOME
  23. 23. THINGS TO THINK ABOUT EMAILVolume DataHow many subscribers do you have or will you have? How many emails are How are you using and managing your data? Do you have a CRM with emailyou sending or are you planning on sending? This directly determines the management integrated already? Do you want to link up with an API? Do youprice point. mind exporting and importing in Excel or having information in two different places?Features/Customization DESIGNHow many bells and whistles do you want and need right now? What about How important is designing beautiful customized emails to you and yourin the future? Can the product grow as you grow? supporters? How much access do you have to designers, coders and “techie” folks who can help? TOOL KIT HOME
  24. 24. Social Media Management Philanthropy is inherently social and has always been about building relationships. Social media is a rapidly expanding method of connecting with supporters - and them to one another - in small ways. Facebook, Twitter, YouTube, Pinterest and others are new and simple tools done: Build relationships! TweetDeck Sprouter TOOL KIT HOME
  25. 25. Hootsuite $ What it Will cost you Things we like Things we dont like • Free (limited). • Manage and monitor • Report generation • $9.99/month. across channels in is limited without • 20% discount for one place. paying extra. qualified nonprofits. • Great for team management. • Affordable. • Solid analytics. • Desktop, mobile and cloud options. • Hootlet is great for sharing/scheduling. Who Should Use it Anyone looking to manage and monitor multiple accounts and pages in one place. Great for teams and shared ownership. Web cruisers who want to share and schedule content. TOOL KIT HOME
  26. 26. Tweetdeck $ What it Will cost you Things we like Things we dont like • Free • Free! • Facebook integration • Desktop and mobile is weak. management • No other channels options. beyond Facebook • Nice layout for and Twitter. Twitter to see tweets, interactions, lists, etc. Who Should Use it TweetDeck If you want a free dashboard to manage and monitor Twitter with a little Facebook thrown in. TOOL KIT HOME
  27. 27. Sprouter $ What it Will cost you Things we like Things we dont like • $9/month $39/ • Manage and monitor • Team management month, $59/month across channels in function is a bit and $99/month. one place. clunky. • 50% discount for • Great visual • Cost for teams gets nonprofits. dashboard. expenseive fast. • Nice audience insights. • Desktop, cloud and mobile options.Sprouter Who Should Use it Anyone looking to manage and monitor multiple accounts and pages in one place with a small team or a larger budget. Looking to engage and grow your community. TOOL KIT HOME
  28. 28. Crowdbooster $ What it Will cost you Things we like Things we dont like • Free ( Twitter, 1 • Recommended • Only Facebook and Facebook). actions. Twitter. • $39/month or $99/ • Visual display of • Scheduling is a bit month for more reach of posts. clunky. users and options. • Simple to see what’s • Hard to grab content going on and take from the web to actions. share and schedule. Who Should Use it If you are primarily on Twitter and Facebook and only have one account in each, you want to keep tabs on. Great to quickly see what’s resonating and what you can do. TOOL KIT HOME
  29. 29. involver $ What it Will cost you Things we like Things we dont like • $5/month. • Incorporates more • Analytics can be • $3/month for more channels than most. buggy. accounts. • Good listening and • No team monitoring functions. funcationality. • Scheduling across • Workflow multiple channels. management is clunky. Who Should Use it If you are less concerned about workflow and team management and want to know about all the conversations going on about your organization. TOOL KIT HOME
  30. 30. THINGS TO THINK ABOUT Social MediaTeam/Volunteers Monitoring/AnalysisIs there one person managing/monitoring the account or do you have How interested are you in monitoring conversations and analyzingmultiple people and even volunteers helping out? your efforts? How in-depth are you hoping to get?Channels CostAre you just on Facebook and Twitter? Or do you want a tool that can Additional users, added functionality and more robust reports are allmanage more channels? ways some tools find ways to “nickle and dime” you through additional users or hidden costs. Beware of extra! TOOL KIT HOME
  31. 31. GETting STUFF DONE Technology is good. You can have a meeting with four different people in four different cities relatively easy. It is also bad. The distractions are many and managing all the projects, tasks, to do’s and more is tough. Harnessing the good and cutting out the bad is the key. TOOL KIT HOME
  32. 32. getting Stuff DoneJoin.Me. Evernote DROPBOXFree, easy to use screen Free way to store notes from Host and accesssharing option for meetings, groceries to ideas anywhere, documents “in the cloud”webinars and calls. anytime seamlessly (computer- with multiple people on phone-tablet) multiple channels at an affordable rate.Wufoo Trello POCKETCan do sign up forms, Free, simple project management Store links and contentevent registration, surveys software. Great for teams working quickly and easily fromand more. Easy to use, remote on the same projects. anywhere (phone, web,integrates well and has social media, tablet) to readgood value (and free option later.for smaller organizations) TOOL KIT HOME
  33. 33. THINGS TO THINK ABOUT Get Stuff DoneTeam Web SavvyIs your team all in one office or spread out? Do you have flexible work hours If your staff isn’t comfortable using a tool or doesn’t know how to use a tool,or set hours? Is your work highly collaborative or more independent? then it is all for not. Understand where the users are at with their tech/web skills.Mobile WorkflowWill you be working on the fly, on the road, in coffee shops or from phones How can these tools be incorporated into or build off of your current workflowand tablets? (as opposed to you needing to create a new workflow for the tool)? TOOL KIT HOME
  34. 34. Make Things Look Cool With so many different charities, causes and social-good-initiatives out there it is getting harder to stand out. Good design is one of the first and easiest ways to impress people and create in interest in you. Ultimately it is about how you are making a difference in the world but why not make a difference and have it look cool too? TOOL KIT HOME
  35. 35. Make Things Look Cool PREZI ANIMOTO Issuu Make great looking dynamic Turn photos and video clips into Host PDF’s online and presentations for meetings, professional looking videos quickly make them easy to read webinars or campaigns. and easily. and share online. 99 Designs Short Stack PIktochart Outsource your design Add some flare to your Facebook Simple drag and drop tool needs (logo, web page, page with welcome pages, to create great looking t-shirt) to thousands of contests and “microsites”. infographics. quality designers and choose what you want. TOOL KIT HOME
  36. 36. THINGS TO THINK ABOUT Make things Look CoolCapacity FrequencyDo you have someone on your team that can do design work regularly and at How often are you needing design projects? If frequent, consider hiring aa high level? Do you have a volunteer or relationship with a vendor that can? contractor or agency, if less frequent, look at crowdsourced tools.Time VisualsMaking things look good, pretty and cool doesn’t always have to take more Do you have access to great visuals in the form of pictures and videos?time... but it often does. And it’s often worth it. Just be wary of the time Great pictures in shoddy designs look more shoddy. Play to your strengthscommitment and knowingly choose to use or not use the tool/service. and surround strength with strength. TOOL KIT HOME
  37. 37. Go DEEPER This guide is just a summary of some of the main areas where nonprofits can use tools to increase their impact and only scratches the surface. There are many great sites, blogs and people to follow to learn more about what is best and right for you and your organization. TOOL KIT HOME
  38. 38. GO DEEPERHUBSPOT PLatformation techsoup Canada IDEALWAREGreat free tools, webinars Trendy site to cover all things tech, Good resource for information Very in-depth reviews, analysisand white papers on digital web and digital. Special sections and reviews on products and and recommendations formarketing and social media. for nonprofits and social impact are tools. Registered charities, nonprofits when it comes toBusiness focused, but lot’s useful to get more focused advice nonprofits and libraries can software and IT. Very researchof application for nonprofits. and resources. get donated products or focused. greatly reduced prices.NTEN Google for Nonprofits Mashable Peer Giving IdeasAwesome hub for all things Google produces lots of great Trendy site to cover all things Blog of software company Peernonprofit and technology. (and free) products that can help tech, web and digital. Special Giving Ideas curates qualityPartners with others to nonprofits and even has a Google sections for nonprofits and content on the web twice aproduce great content, Grants program that can provide social impact are useful to week to update small/medium-training, research and free advertising opportunities. get more focused advice and sized charities with practical tipsresources. resources. and information. TOOL KIT HOME
  39. 39. ABOUT USCharity Express is a start-up digital agency based in Vancouver, BC.We’re a team of creative, passionate and action-oriented people thatdesign and execute digital strategies to help charities, nonprofitsanwwWd other charitable initiatives build capacity and succeed inachieving their goals in a web environment. Wanna Chat? Give Us A Shout. Brady Josephson, Strategic Director office: 778-331-0577 twitter: @bradyjosephson TOOL KIT HOME