Key indicators of processes that are ready for technology

Embarking on the journey to make improvements and integrate new technology can be an exciting opportunity. While change can be challenging, it’s also a chance for growth and progress. Whilst initially feeling pressed for time, it is important to remember that we have the capacity to adapt and evolve. Instead of feeling overwhelmed, let’s approach this step by step and explore how technology can empower our organisation.

Let’s start by familiarising ourselves with common signs that indicate where technology can make a positive impact. Here are a few examples of typical inefficiency indicators that can be enhanced through the use of technology:

Click on the headings below to read more about each example

Technology enhances information sharing and real-time interactions, and is a very powerful tool to keep multiple team players up to date in real time. Technology is very effective to collect information in a centralised format, for example capturing feedback responses in a form, like Google Forms, that can be used for free or Polls on WhatsApp.

Technology can introduce accuracy and consistency, reducing human errors that often occur due to fatigue, inattention, or repetitive tasks. For example if errors occur in donation tracking, then implementing a donor management system can help reduce errors, ensuring that donations are properly recorded and acknowledged, ultimately improving financial transparency and donor trust.

A lack of visibility, like not knowing the status of ongoing projects or the impact of our programs, is a key indicator to use technology. By implementing a cloud-based project management tool, like Asana or Trello, or a data dashboard, we can gain real-time, relevant insights and make informed decisions. This also enables us to demonstrate our impact to donors and stakeholders more effectively.

Daily frustrations such as struggling to organise and retrieve important paperwork and documents, is a key indicator to use technology. By using a document management system, like Dropbox or Sharepoint, the (digital) storage and retrieval of critical documents like grant applications, financial records, and compliance reports, can be simplified. This, in turn makes our operations more efficient and ensures easy access to important information when we need it.

Tip: Have a look at Microsoft 365 Nonprofits

Standardised process steps could be enhanced by technology by either using basic technology, like digitised infographics shared on WhatsApp or pre-recorded videos, to guide users through a process to improve accuracy. Another helpful tool is to use Microsoft Excel’s basic functionality or VBA functionality to streamline a standardised process. A more advanced example could be to take a volunteer onboarding procedure; implementing an online volunteer management system with software like Salesforce can help streamline and automate these steps, ensuring that each volunteer has a consistent and efficient onboarding experience, ultimately saving time and resources.

Repetitive tasks are a key indicator for the use of technology because they are often time-consuming, prone to human error, and can lead to decreased productivity and job satisfaction. Because they are repetitive, it is predictable and could be automated. Technology, such as automation and software applications, can streamline these tasks, increase efficiency, reduce errors, and free up human resources to focus on more complex and creative work. This improves overall productivity and the quality of output while saving time and resources in the long run.

Important to note: Technology does not make process related problems go away or solve a broken process. If the issue is that a process is inefficient, the best and most cost effective first step is to optimise the process first. See the Make the most of your organisational processes course to learn more about optimising your organisational processes.

Another approach to identify processes where technology could free us up, is to explore opportunities from a process level. Let’s take the HR process as an example:

In daily HR activities, the following technological tools could be very helpful:

Communication tool
Document management tool
Scheduling tool
Time management tool

In the next activity, you will find a list of suggested tools and what they are used for, to help you take a step closer to selecting the right technology after you have identified which of your operational processes you would like to optimise with technology.

Take a moment to reflect

While you read through these indicators, is there a process that comes to mind that could be improved? Make a not of these processes with potential. In two activities from this one, we will do a deeper reflection to consider where there is greatest and best suited potential for the use of technology.

Key indicators of processes that are ready for technology

1. Collaboration and communication

2. High error rates

3. Lack of visibility

4. Complexity with document management

5. Standardised process steps

6. Repetitive tasks

Take a moment to reflect