How to Choose the Right Tools for Your Nonprofit

Sheree Cannon
Apr 8
3 min read

Updated: May 14

A practical guide for selecting platforms, software, and apps without wasting time, energy, or money

Sheree Cannon | Nonprofit Strategist & Consultant | Author

Introduction

Technology is supposed to make nonprofit work easier—but for many leaders, it feels like the opposite. With thousands of apps and platforms to choose from, selecting the right tools can quickly become overwhelming.

CRMs, donor databases, email platforms, event software, accounting tools, project management apps, communication platforms—it’s a lot. And most nonprofits don’t have time, budget, or staff to waste on something that doesn’t work.

This white paper is designed to help you choose strategically, calmly, and wisely. No jargon. No hype. Just a clear, simple process to help you choose the right tools for your mission, team, and capacity.

Why This Matters

The right tools can:

Save time
Reduce errors
Increase fundraising
Improve communication
Help you steward donors better
Bring clarity to your workflows and systems

But the wrong tools can:

Waste budget
Frustrate staff
Break down processes
Create more confusion than clarity

“Tech isn’t magic—it’s support. It should serve your mission, not distract from it.”

Common Mistakes Nonprofits Make When Choosing Tools

Choosing the cheapest option instead of the right one
Buying a tool that’s too complex for their team to use
Switching platforms too often without clear goals
Failing to train staff properly on the new system
Letting one person choose a tool no one else understands
Not considering integration with existing systems

Technology can help—but only when chosen and implemented with intention.

Five Steps to Choose the Right Tools for Your Organization

1. Start With the Problem, Not the Tool

Ask: What exactly do we need help with?Are you losing donor data? Missing grant deadlines? Struggling with internal communication? Define the pain point clearly before you start researching solutions.

2. Involve the Right People Early

Don’t let just one person make the decision—especially if others will have to use the tool daily. Include staff from multiple roles to give input. Ask:

What features do we really need?
What’s our tech comfort level?
Who will be responsible for setup and maintenance?

3. Focus on Ease of Use and Support

If the tool is too hard to learn or requires a full-time tech staff to manage, it’s not the right fit. Look for:

Clean, intuitive design
Helpful customer service
Training or onboarding support
Clear documentation and tutorials

Make sure it fits your real capacity, not your ideal one.

4. Ask About Integration and Compatibility

Does the tool work with what you already use?For example: Can it connect with your donor CRM, email platform, or accounting system? Integration reduces duplication, saves time, and prevents errors.

5. Don’t Just Demo—Test It in Real Life

If possible, get a free trial and test it with a real project or task. See how your team actually uses it. Ask yourself:

Does this save time?
Is this intuitive?
Do we feel more organized or more confused?

If it doesn’t feel like a clear yes, it’s probably a no.

Bonus: Ask These Questions Before You Buy

What problem does this solve for us?
Who will own this tool internally?
What’s the real cost (including training and implementation)?
Is this tool scalable as we grow?
Do we want to use this—or are we forcing it?

Recommended Categories to Prioritize

Depending on your size and stage, most nonprofits benefit from investing in:

A donor management or CRM system
A reliable email marketing platform
A secure online donation system
A project or task management tool
A simple event or volunteer signup platform

The right combination depends on your mission, structure, and goals—but simplicity and integration are always key.

Conclusion: Simple, Strategic, Sustainable

You don’t need every new app or platform that comes along. You just need tools that support your team, honor your time, and strengthen your mission.