Managing nonprofit projects comes with its own unique challenges. Limited budgets, volunteer-driven teams, the need to balance mission-driven goals with operational efficiency, and so on…All these make project management for nonprofits quite different from other industries. To solve these challenges, nonprofits need project management software. Many tools are already available today that are designed to help nonprofits achieve their objectives. In this blog, we will explore everything about these kinds of tools, including the top tools and tips.
Here are some advantages of adopting project management software for a nonprofit organisation:
If you are a nonprofit organisation, here are some key features that you must look for in your project management software:
Here are some obstacles nonprofits might encounter while adopting project management software:
Here are the steps you need to follow to implement project management software successfully:
Define why you’re adopting the software and what you hope to achieve. Common goals include:
Clear goals help align team expectations and measure success. Don’t forget to break down implementation into smaller milestones, like setting up the tool, onboarding users, and tracking your first project.
Choose a tool tailored to your nonprofit’s needs and budget. Prioritise features like task tracking, collaboration tools, and integration with existing systems. Tools offering nonprofit discounts can help save costs. Trial different software options with a small team to test usability and relevance before making a final decision.
Assign a small team to oversee implementation. Include members who are familiar with current processes and enthusiastic about learning new tools. This team can drive adoption and act as the go-to resource for other staff. If possible, designate a project champion who can lead training sessions and troubleshoot issues during rollout.
Train staff and volunteers on the software’s features. The training should focus on how it solves specific pain points in their daily tasks. Include practical sessions where users can practice creating tasks, assigning roles, and tracking milestones. More importantly, use a mix of live sessions, tutorials, and FAQs tailored to different tech skill levels in your team.
Adapt the software to mirror your existing processes to make it feel familiar. Use templates for recurring tasks, set up dashboards for progress tracking, and customise notifications to reduce overwhelm. Start with the most critical workflows (e.g., grant applications or event planning) before expanding to less urgent ones.
Avoid rushing implementation. Roll out the software in phases, starting with smaller teams or projects to identify and address any issues before full-scale adoption. Allow a transition period where your team can adjust to the new tool while still using older systems for backup.
Regularly track how the software is being used and whether it’s meeting your goals. Collect feedback from staff and volunteers on any challenges they face and adjust processes accordingly. Schedule bi-weekly check-ins during the initial phase to address concerns and share best practices.
Once the tool is fully implemented, periodically assess its performance. Look for ways to optimise usage, such as automating workflows, integrating with new systems, or upgrading to advanced features as your team grows. Host quarterly review meetings to ensure the tool remains relevant to your team’s evolving needs.
Here are some free and low-cost tools for nonprofits on a tight budget:
Salesforce is an excellent project pipeline management tool that can be tailored for nonprofits. It offers a centralised platform to manage your donor relationships and campaigns. You can easily track key milestones and monitor project progress. By optimising workflows and providing comprehensive visibility into the project lifecycle, it helps drive your mission forward while maintaining operational efficiency. (Read our case study of how we helped National Family Mediation, a UK based not for profit, by modernising their Salesforce CRM)
For nonprofits that require more specialised project management capabilities, Mission Control, a Salesforce-native project management tool, is a good option. It includes features like resource planning, time tracking, Gantt charts, and real-time reporting. They make it easier to plan and execute projects of any scale. Because it’s fully integrated with Salesforce, Mission Control ensures seamless collaboration between teams and provides a unified view of al yourl project activities. This allows you to allocate resources effectively, meet deadlines, and achieve your goals with greater transparency and precision.
AI and automation are transforming nonprofit project management by optimising tasks and reducing manual efforts. AI-powered project management software can not only analyse data but also prioritise tasks and offer actionable insights. This way, it enables nonprofits to allocate resources effectively and focus on their mission.
For instance, AI can automate scheduling, data entry, and email communication. These tasks free up time for your staff to concentrate on high-impact tasks. Tools with machine learning capabilities can also predict project risks and suggest solutions. These capabilities improve decision-making and ensure nonprofits stay on track with their goals.
Automation further streamlines workflows by integrating various tools and platforms. It enables seamless collaboration and communication among teams. From generating real-time reports to tracking project progress, automated systems provide visibility and accountability, even for remote nonprofit teams. For example, nonprofits can use AI chatbots to engage donors and stakeholders, while automated reminders ensure deadlines are met without constant oversight. By leveraging AI and automation, nonprofits can operate more efficiently. This will reduce overhead costs and deliver a greater impact with limited resources.
The right project management software can be the key for nonprofits to maximise their impact. The solutions highlighted in this post can simplify complex workflows and keep your team aligned with your mission. Ultimately, you can focus on what matters most: driving meaningful change in their communities.
We are Brysa, one of the UK’s leading Salesforce consultants, specialising in helping nonprofits maximise the potential of Salesforce and tools like Mission Control. From implementation to customisation, we ensure that Salesforce aligns with your unique organisational needs. Ultimately, you can experience seamless project management and streamlined workflows to amplify your impact. Contact us to know more or check out how we modernised the operations of National Family Mediation, a nonprofit, through Salesforce.