UK charities are navigating a complex and challenging landscape as they face escalating operational costs. Increased employer National Insurance contributions, rising minimum wage thresholds, surging energy prices, and inflationary pressures are all significantly impacting their ability to operate efficiently. At the same time, growing demand for services, coupled with stagnating or reduced donations, creates a perfect storm.
For charities and not-for-profits, maximising the impact of limited resources is essential, with digital transformation being both a priority and a challenge for many organisations. In this article, we explore how by taking stock of your existing software, leveraging free or low-cost resources, and empowering your team through training, you can achieve significant productivity gains without additional financial strain.
Maximise Your Existing Software & Applications
By revisiting current tools, identifying underutilised features, and adopting cost-effective solutions, charities can improve efficiency and reduce costs without compromising service delivery.
There are many affordable and even free tools available to help charities streamline operations and save money. Here are some examples:
- Office 365
Office 365 offers more than just Word, Excel, and PowerPoint, with a suite of lesser-known tools that can streamline operations and improve collaboration. Tools like Planner simplify project management, Power Automate reduces repetitive tasks through automation and SharePoint centralises document sharing and collaboration. Microsoft also offers discounted or free licences to eligible charities through its Nonprofits program. - Microsoft Teams
Beyond its use for chat and video calls, Teams integrates with many other Office 365 apps and provides a centralised hub for collaboration. Create dedicated channels for fundraising projects, securely share documents via SharePoint, and integrate tools like Planner directly into your workspace to improve project management. - Google Workspace for Nonprofits
This suite of tools includes Gmail, Google Drive, Google Meet, and more, all tailored for collaboration and remote work. Nonprofits often qualify for free or discounted access, enabling teams to share documents, schedule meetings, and communicate effectively without additional costs. - Trello / Asana / Monday.com
These project management tools simplify task tracking and team collaboration. With free tiers available, charities can manage campaigns, fundraising events, and volunteer activities with visual boards and timelines. - CANVA for Nonprofits
CANVA’s free premium package for charities offers powerful design tools for creating everything from social media graphics to professional reports and presentations. For organisations with limited marketing budgets, CANVA provides an accessible way to enhance their branding and communication.
Review Subscriptions and Licenses
Over time, it’s easy for charities to accumulate software and service subscriptions that either overlap in functionality or are no longer used. Conducting an audit of these digital assets can free up funds and improve efficiency:
- Unused Licenses: A common issue arises when team members leave, but their software licenses remain active. Review who is actively using each subscription and deactivate or reassign inactive licenses. This can lead to significant savings, especially for costly enterprise software.
- Overlapping Features: Many charities unknowingly pay for multiple tools that do the same job. For instance, if you already have Microsoft 365, you may not need separate file storage platforms like Dropbox.
- Practical Tip: Use a centralised tool like a spreadsheet or subscription management software to track renewal dates, costs, and features for all your digital services. Reviewing this monthly or quarterly ensures you’re only paying for what you need and use.
Free Digital Training and Support
Digital training doesn’t need to come with a hefty price tag. Some organisations offer free training and resources to help charities upskill their teams and optimise their use of digital tools.
- SCVO & NCVO Digital Support
The Scottish Council for Voluntary Organisations (SCVO) and NCVO in England provide support and guidance tailored specifically to charities. This includes one-to-one consultations, workshops, and digital strategy resources designed to help organisations thrive in a digital-first world.
- Business Gateway
For charities based in Scotland, Business Gateway provides free workshops, webinars, and one-on-one advice to help organisations improve their digital skills. While primarily targeted at small businesses, many of the courses are highly applicable to nonprofits, especially in areas like digital marketing, website optimisation, and IT efficiency.
- HubSpot Academy
While HubSpot is best known for marketing and CRM tools, its training courses are relevant for improving efficiency in areas like email marketing, social media management, and digital fundraising. The courses are designed to be accessible, making them ideal for charities seeking to upskill their teams in essential digital capabilities.
- Google Digital Garage
Google’s platform offers a wealth of free online courses, covering topics like digital marketing, data analysis, and using cloud tools. These flexible courses are ideal for teams looking to build practical skills without incurring costs.
- Charity Digital Skills Academy
This initiative offers free and low-cost training sessions on key areas like cybersecurity, digital strategy, and online fundraising. It’s a good resource for charities looking to upskill staff and volunteers.
SUMMARY
Charities today face significant financial challenges, with rising costs in areas like energy, wages, and national insurance. However, if it’s not the right time for a major system overhaul, there are some other cost-effective solutions you can look at in the meantime.
These practical steps can not only optimise existing resources but also help charities continue delivering meaningful impact, even in the face of rising operational costs.
Contact Optimum today to see out how we can help you achieve more with what you already have!