Communication

5 Modern Tools to Improve Your Tech Stack

Carl Diesing

In 2020, it may feel like there is an abundance of obstacles standing between your nonprofit and accomplishing “the big picture.” A global pandemic, unprecedented economic downturn, a society more distant and divided than ever in recent memory— all challenges when it comes to making a difference.

For modern nonprofits, these challenges are far from insurmountable. With the right tools in your tech stack, you can improve relationship-building, fundraising, and internal operations. That’s where this guide comes into the picture!

At DNL OmniMedia, we help nonprofits discover and implement the software solutions necessary to reach their fundraising, stewardship, and advocacy goals. We’re going to cover five modern tools that your team can implement for more effective fundraising in 2021 and beyond:

  • Mobile Apps
  • Volunteer Management Software
  • Virtual Events Software
  • Grant Management Software
  • Time-Tracking Software

We’d be remiss if we didn’t mention that incorporating any new technology into your operations requires a careful evaluation and adjustment of your strategy as a whole. This is to ensure that all of your tools— existing and newly added— work cohesively together to reach your nonprofit’s fundraising and advocacy goals.

Nonprofit digital strategy isn’t the topic of this post, so we’re not going to dive into the details here. But, you can check out the DNL OmniMedia guide to building a nonprofit digital strategy to make sure you’re incorporating new tools intentionally and according to an effective strategic plan.

With that, let’s explore a few modern tools that can improve your nonprofit’s tech stack.

Mobile Apps

Think about the ways in which you interact with the outside world, especially during the COVID-19 pandemic. Browsing the internet, connecting via social media, and even video chatting— all of these methods of connecting are now handled through mobile phones.

At this point, 96% of Americans own a mobile phone, and 81% of Americans own a smartphone. It makes sense that interactions with the nonprofit sector are moving toward mobile accessibility as well! The following graphic from this guide about nonprofit apps shows a few interesting statistics about people’s interactions with mobile phones:

In particular, we want to highlight that 1 in 4 donors use smartphones to discover new nonprofits. If you’re not interacting with supporters on their mobile phones, you may be missing out!

Nonprofit mobile apps are an impactful tool that can be used to improve your tech stack, opening a new frontier of donor, volunteer, and advocate interactions. There are a variety of apps created specifically for nonprofits, including:

  • Peer-to-peer fundraising apps
  • Advocacy apps
  • Crowdfunding apps
  • Auction apps
  • Board management apps
  • Member management apps
  • Volunteer management apps

Beyond providing another outlet for engagement, mobile apps also empower you to connect with supporters who you may not have otherwise. After all, 1 in 5 Americans is a smartphone-only internet user— this means that the only way you’re going to connect with them on the internet is through their mobile phones!

Volunteer Management Software

Effective volunteer management is crucial to continue growing your volunteer program over time. However, with an increased need for volunteer assistance and a community that’s more physically distant than ever, an analog method of volunteer management won’t cut it anymore.

This is where volunteer management software comes into play. With this, you can automate key management tasks and connect with supporters near and far.

To choose an effective volunteer management software solution, seek features such as:

  • Intuitive interface for self-scheduling
  • Effective data management and custom reports
  • On-site check-in to manage in-person volunteers
  • Marketing tools such as social media sharing
  • Communication tools such as SMS messaging

But, how can you find the perfect volunteer management software for your organization? Prioritizing user-friendliness, scalability, and software support are great tips to start. For more tips to help find your perfect VMS solution, check out this blog post.

Virtual Events Software

This year has brought with it many challenges for the nonprofit sector. Some challenges, such as the economic downturn, can’t be overcome with technology alone. However, there is one challenge that you can solve with the incorporation of new software— the mass cancellation of events.

With the right virtual events software, you can get creative with online events to avoid canceling key fundraisers. There are a few different forms this could take:

  • Virtual Auction Software: With the right auction software, you can list items, live stream the auction event, collect bids, and facilitate guest checkout.
  • Virtual Conference Software: Conferences are exhaustive events, virtual or not. A dedicated virtual conference software is key to manage the many panels, speakers, and networking activities included in this type of experience.
  • Social Networks: Did you know that Facebook can be used to host virtual events? With the platform’s live-streaming and live donate tools, you can stream an experience and collect donations for the duration.
  • Video Conferencing Software: For simpler events, you may be able to utilize video conferencing software (such as Zoom) to conduct your experience. This would need to be partnered with an effective online donation tool for fundraising events.

The use of virtual events is hardly new— in fact, national nonprofits have been using virtual means to conduct their peer-to-peer fundraising events for quite some time now. However, the expansion of virtual events for the primary method of gathering together is unique to 2020. We recommend exploring the many possibilities for virtual fundraising events as you begin planning your 2021 calendar. To get started, check out this comprehensive GoodUnited guide!

Grant Management Software

This year, many nonprofits discovered the value of diversifying their revenue streams to combat the financial challenges caused by COVID-19. For some, pursuing grant funding was the key to staying afloat during the crisis. However, there’s no denying that grants are challenging to secure— even during times of economic prosperity.

Grant management software can be a game-changer when it comes to giving your proposals a competitive advantage. This software is created to help your team effectively manage grants from start to finish, or from the initial search and application process through the final implementation tasks.

Of course, not every grant management software solution is equal. We recommend seeking features such as:

  • Integrations with key databases, such as your nonprofit’s CRM
  • Multi-user access for team collaboration
  • Accounting and reporting capabilities for transparency
  • Grant tracking calendar to monitor progress and upcoming deadlines
  • Project management features to keep your team on track

Grant management is a highly customized process. Not only will each nonprofit have its own strategy, but each grant will as well! This is why we recommend working with a nonprofit consultant to create your grant management strategy. These partners can review your nonprofit’s fundraising strategy holistically to effectively incorporate grants. Then, they can help you customize your management software to carry out the most effective and efficient plan.

Time-Tracking Software

Last, but certainly not least, is a technology that’s already popular in the for-profit sector: time-tracking software.

Essentially, this is software that tracks your staff’s time to better understand the work they do on a day-to-day basis. But, why should your nonprofit start tracking time? Here are a few benefits it can provide:

  • Improved Staffing: You’ll understand exactly what your staff is spending time on and where you need to increase (or decrease!) time for various activities to make efficient use of your paid employees.
  • Increased Funding: You can be more transparent with funders and tell them exactly what their donations will go toward. This can be invaluable to raise future donations.
  • Simplified Audits: Audits are a common pain point for nonprofits when they are required to report on their expenses as they relate to specific programs. Time tracking handles some of that lift ahead of time, rather than collecting this information retroactively.
  • Better Program Management: You will understand the tasks that go into different programs and the overall cost of those programs. With this, you can better plan for future programming.

Additionally, these benefits extend beyond your staff as you can track volunteer time as well! By doing so, you can provide rewards to volunteers that have given a certain number of hours. And, you can use that data to fulfill potential volunteer grant requirements.

In summary, new nonprofit technology can drastically improve your nonprofit’s operations— from supporter engagement, to events capabilities, to internal operations. Technology can be a game-changer when it comes to reaching your nonprofit’s greatest goals. However, it’s not as simple as purchasing a new software license.

To truly have success with the platforms described above and other nonprofit tech solutions, consider working with a nonprofit tech consultant (such as the team at DNL OmniMedia!). This partner will ensure you have a holistic strategy to reach your goals, for which all of your solutions must work in tandem.

About the Author: Carl Diesing

Carl co-founded DNL OmniMedia in 2006 and has grown the team to accommodate clients with on-going web development projects. Together DNL OmniMedia has worked with over 100 organizations to assist them with accomplishing their online goals. As Managing Director of DNL OmniMedia, Carl works with nonprofits and their technology to foster fundraising, create awareness, cure disease, and solve social issues. Carl lives in the Hudson Valley with his wife Sarah and their two children Charlie and Evelyn.

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4 Core Traits to Look for in a New Volunteer Coordinator

Isabel Reed

There are many reasons why you might find yourself reading this article now. It could be that your previous volunteer coordinator moved away, leaving an empty seat at the team table. Or, perhaps your nonprofit has never hired a volunteer coordinator before and is now in a position to make that advancement.

Whatever the reason, there will be certain qualities and qualifications to look out for as you begin interacting with applicants. Let’s break it down.

What’s their “why”?

We’ve all heard this question in interviews: “Why are you applying for this position?” True, the question is an old one. However, in mission-driven work, it’s critical to understand a volunteer coordinator’s “why”.

There is no right answer, but at the very minimum, the position must mean more than a paycheck. For example, maybe they thrive in fast-paced work settings, or they love organizing groups of people to make a difference.

Volunteer management is hard work, and if there isn’t a value-packed reason why the person is showing up to work every day…they may one day not show up. Ask around, and I’m sure someone on your team will have some kind of insight into volunteer coordinator burnout. Which reminds me – once you find the perfect fit for the role, do your best to support and appreciate their work.

Communication skills

A volunteer coordinator will be in constant communication. The role requires close collaboration with the rest of the team, as well as with the volunteer base.

When interviewing an applicant, pay attention to how the conversation flows. Do they seem to follow the conversation easily, understanding your questions and engaging with them? Can you easily understand the heart of what they are saying when they speak with you? How personable do they seem? (We’ll get to that in just a moment.)

This is important because your team will need to convey short term and long term goals to the volunteer coordinator. Then, the volunteer coordinator will need to efficiently communicate those goals to the volunteers, synthesized through meaningful tasks, projects, and volunteer roles.

If an applicant has experience in teaching, tutoring, coaching, or some other kind of instruction, that is a great sign of their communication skills. Remember – their experiences in previous, seemingly unrelated jobs are relevant as long as they gained transferable skills from those experiences.

An authentic, inviting personality

We all want to work with a team of complementary personalities – hello amazing work banter! But in some positions, an amiable personality goes a longer way than in other positions.

Think of it this way – a volunteer donates their time and effort into furthering your cause. Volunteers are motivated by the joy of the work and the collective impact of volunteer efforts. Volunteers who are intrinsically motivated will be very much turned off by an unpleasant coordinator.

Personality traits to be cautious of include passive aggressiveness, a quick temper, inconsistency between what they say and what they do, and tendencies toward blame rather than accountability.

It can be difficult to spot any of these qualities during an interview, when they are (hopefully) at their most behaved. This is where references come in handy. As previous employers how this person behaved under pressure or in stressful environments.

On the flip side, look for strengths and skills that shine through in their personality. Are they welcoming and understanding, yet firm when needed? How well do they listen?

All this said, give your volunteer coordinator room to have an authentic personality – their own, beautiful, unique magic! Speaking from experience, I’ve personally continued volunteering at organizations much longer than intended, just because my volunteer coordinator was the glowing sun personified.

Well-Organized

A volunteer coordinator can be perfect in every way, but if they are not organized, they might soon be overwhelmed by the commotion of the job.

Generally, volunteer coordinators are responsible for creating programs for volunteers, recruiting volunteers, orientation schedules, applicant tracking, shift scheduling, on-site leadership, and more.

With so many moving parts to the job, it’s important to look for signs of orderliness in behaviors. Do they keep a personal calendar? Do they show up promptly and on-time when expected? How are their email exchanges – sporadic or reliable? What is their familiarity with basic data management (not necessarily a requirement, but a huge perk!). Do they enjoy multi-tasking, or do they prefer to focus on one priority at a time? (There are no right answers to that question, but pay attention to their reasoning behind their answer.)

As mentioned before, volunteer coordinators are a critical team member of any growing, volunteer-powered nonprofit. Pull all the stops to keep them happy, well supported, and doing their best work. Sometimes, that means giving them the right tools and resources (and coffee…don’t forget the coffee).

So, full disclosure, this is where I recommend VolunteerLocal for easy, intuitive, organized volunteer management. For the peace of my own conscience, I should explain that my recommendation is more than just a plug.

At VolunteerLocal, we work with numerous clients transitioning from mega-monster spreadsheets and folders to our streamlined, web-based platform. My recommendation stems from the favorite part of my job – when I hear a volunteer coordinator’s sigh of relief (followed fast by celebration). Request a free 1:1 demo any time you like. We’ll be glad to share the magic with your team.

There are many other qualities you might be looking for in a new team member, but these four are what many organizations consider “core” to the new volunteer coordinator’s success in the role. I wish you the very best of luck finding that new team member. They’re sure to be a dynamic addition to the organization.

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A Guide to Strong Communication With Your Team

Isabel Reed

At the heart of any thriving relationship between a coordinator and a volunteer team is a commitment to strong communication. Let’s unpack that — what does “strong communication” entail? First, we’ll explain what makes for excellent communication among teams and leadership. Then, we’ll give you some sample templates to use yourself!

Strong Communication Strategies:

Consistent & Timely

Your team wants to hear from you! They are looking to you for leadership and direction, and that often comes through communication channels. Give your volunteers a timeframe as to when they can expect to hear from you regularly. (Daily, weekly, monthly? Via email or in-person?) Then, meet that expectation promptly!

Clear:

Ensure your message is clear. What do your volunteers need to know? Is any action required on their part or yours? Leave little to no room for misinterpretations.

Concise:

Respect your volunteers’ time by delivering a concise message. Take an extra moment to trim wording or content that isn’t necessary or doesn’t somehow contribute to the overall message. While it is important to be mindful, there is no need to be overly-rigorous about this one; you still want to sound like yourself!

Other factors to consider in strong communication are, for example: How approachable are you to your volunteers? Could weekly or monthly check-ins help keep your team on the same page?

With plenty of strategies under your belt, it is time to put them to action!

Take a peek at email templates we created for you below. These templates cover the most commonly exchanged email communications between volunteer coordinators and volunteers. Notice how they align with all three strategies listed above. You are welcome to use any of these templates yourself.

Note: if you use VolunteerLocal to manage your volunteer team, simply use our Communication tool to distribute broadcast emails and texts to your volunteers. With a selection of smart tags to choose from, you can fill in unique volunteer details with no effort on your part. Schedule the email to be sent right away, saved as a draft, or scheduled to be sent at a date/time of your choosing. If you are on the Conquer Plan, you can even save the following emails as templates for quick, repeated access later!

Email Theme: Sign Up Thank You

Hello [first name],

Many thanks for signing up to volunteer with us here at [organization name]! We look forward to seeing you soon. Ahead of your shift, please review the following information:

[Any info. you need to share, such as directions, arrival instructions, what to wear, expectations.]

Your shift information is below:

[Job & shift details]

With any questions, don’t hesitate to ask!

Thank you,

[Your Name]

Email Theme: Reminder Emails

Hi [first name],

Get ready, you have an upcoming shift with [organization name]! Your shift details are below:

[Job & shift details]

When you arrive … [share instructions! Should they check in at a kiosk or with you? Any protocols?]

Thank your for all your efforts in support of [organization name]!

See you soon,

[Your name]

Email Theme: Post-Volunteer Thank You Note

Hi [first name],

Thank you for volunteering with us! On behalf of our whole team and the community we serve, we sincerely appreciate your support.

[Optional: include a survey to collect feedback, and/or discuss the large scale impact of their volunteer work.]

We hope to see you again soon.

Warm regards,

[Your name]

Email Theme: No-Show Volunteer

Hi [first name],

I hope all is well! I noticed that you did not attend your last shift, so I wanted to check in – how are you enjoying the volunteer program at [organization name], so far?

If you have any concerns regarding your volunteer role, please let me know. We welcome feedback that makes us a stronger team and better volunteer program.

Many thanks,

[Your name]

Of course, these templates likely just scratch the surface of the emails you exchange regularly with your volunteers. Whether you use these templates, others, or write original emails each time, remember to follow the three strong communication strategies – consistent & timely, clear, concise.

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Great Expectations: Communication Tips for Volunteer Coordinators

Rebekah Coenen

As a volunteer coordinator, you have expectations of your volunteers. You expect they arrive on time for their shifts, act respectfully to other volunteers and participants, and perform their jobs well. Although we may lose sight of this from time to time, volunteers also have expectations of volunteer coordinators!

Although volunteer coordinating comes in many different (and equally fabulous) styles, one thing separates a good coordinator from a great coordinator: effective communication. Of course, communication comes in many different styles as well. And, in the last decade, technology has facilitated countless new channels of communication – emails, texts, DM’s, and more.

Volunteers expect you to uphold timely, informative communication.

No one likes to feel in the dark or out of the loop, so keep your volunteers informed! Volunteers need to know what to expect, what to prepare for, and what to deliver on at every step in their volunteer journey – at least in the beginning. Offer guidance to your volunteers at every stage, and they’ll feel safe and confident in their new role in the organization.

Make sure you use the appropriate communication channels, too.

As technology has woven itself into our social fabric, we’ve all adopted certain assumptions and expectations of various digital communication channels. For volunteer coordinators, here are some quick guidelines…

Email: Unless you observe push-back from younger volunteers (Millennials and Gen Z), use email communication as much as possible. This establishes a professional tone. An extra handy tip – in VolunteerLocal, you can automate confirmation emails, schedule reminder emails, and send broadcast emails to volunteers in an entire event, or even a specific shift in the event. Of course, attach documents, links, or pictures if you like, too!

Phone Calls: This is a great way to touch base with your volunteers, especially with new updates/news. There are some things to be aware of though!

  • The younger the volunteer base, the less comfortable they often are with phone calls (especially from unknown numbers). The older the volunteer base, the more comfortable they are with a phone call.
  • You may hope that the phone call is brief, but some folks like to chat! Make sure you keep track of the time so you don’t suddenly find yourself an hour behind schedule.
  • A phone call is not a written record. Sometimes it’s helpful to have important information in writing so it may be reviewed later.

Text: Considering that text messages are widely accepted as an informal mode of communication, remember to keep your texts professional. Texts might be helpful for sudden updates/announcements. Another handy tip – VolunteerLocal also allows you to send texts to volunteers, without leaving the platform. Sudden thunderstorm? Tell your volunteers to seek shelter, stat!

Although you may want to give your communication style and channels some thought in the beginning, it usually becomes very natural once you’ve established a system for communicating with your volunteers. Your volunteers will sincerely appreciate the effort, too. With consistent, informative communication, they’ll be well prepared and ready to volunteer! Remember, VolunteerLocal has a whole tool belt to help you pull this off. Never leave a volunteer hanging – jump in with immediate, scheduled, or automatic emails and texts, whenever you need.

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Best Preparation Practices for the Big Day

Josanna E. Berg-Hammond

Clipboard? Check. Volunteer contact form? Check. Sanity? Kind of.

 

There are a million and one things a volunteer coordinator needs to remember the day of an event. Setting a plan, preparing for potential obstacles and keeping everything on course is just the beginning. To help our volunteer coordinators out, we’ve whipped up a few of our best practices for prepping for the big day.

 

Communication is Key

Emails, texts, Facebook groups and even old-fashioned phone trees are all great ways to communicate early and often with volunteers. Clearly stating arrival and dismissal times, expectations for behavior and dress, and other pertinent details are crucial to making sure volunteers show up informed and ready.

 

Be Realistic

Volunteer coordinators should always believe in their volunteers, but they’re not superheroes. Can three people really set up your entire event before the rest of the volunteers arrive? Probably not. Consider exactly how many people you’ll need for each shift and then add a few more to be safe. Volunteers are ready and willing to help you, so let them!

 

Know Where to Go

When you’re in the middle of managing a group of helpers, chances are you won’t have much time to direct volunteers to the bathrooms. Making a detailed map of everything a volunteer might need to find (bathrooms, water station, breakroom, etc.) will provide a quick reference point. And if they still ask you where the bathroom is, take a deep breath and kindly point to the map.

 

Self Love is the Best Love

Coordinating volunteers can be incredibly rewarding – all these people giving their time to help your organization?! – but it can also feel like herding giant, human cats. So, our biggest suggestion to help you prepare is to take care of number one. Meditate, listen to music, eat all the chocolate in your house. Do whatever you need to do to show up at your event calm, collected and ready to coordinate.

 

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