As a nonprofit leader, you find one day that your organization is growing, and your technology needs to grow with it. That’s why we created a nonprofit IT checklist for growing nonprofits. It’s a practical guide to help you align technology with your mission.

Whether your nonprofit is adding staff, scaling programs, or managing more donor data, this checklist will help you plan smartly, protect your organization, and set the foundation for long-term success. Without the right systems, security, and strategy, even the best-run nonprofit can hit serious roadblocks.

Building on the Foundation: Strengthen Your Nonprofit Checklist

Before diving into upgrades and advanced systems, it’s important to make sure your foundation is solid. Many nonprofits skip the basics, such as documenting IT policies, securing user accounts, or setting up proper data backups, and end up struggling to grow later.

If you’re still establishing your organization’s core systems, I recommend starting with the fundamentals outlined in our companion post, The Essential IT Checklist for Nonprofits: Build a Strong Tech Foundation for Growth.

That guide covers the first phase of your nonprofit IT checklist and includes everything from choosing the right infrastructure to ensuring your nonprofit is protected from the start. Once your foundation is in place, this checklist for growing organizations will help you take the next step: scaling efficiently, securely, and strategically.

1. Start with a Technology Roadmap

Think of a technology roadmap as your GPS; it keeps your IT investments aligned with your organization’s goals. Without it, you’re essentially walking into a room blindfolded, hoping you don’t bump into something dangerous.

A roadmap ensures your tech decisions are proactive, not reactive. It’s about knowing where you are today, where you want to go, and how technology will help you get there safely and efficiently.

The first item on your nonprofit IT checklist should be developing a written roadmap that outlines your current systems, identifies gaps, and prioritizes upgrades. With this plan in place, you can make informed technology decisions that evolve with your mission, rather than playing catch-up down the road.

2. Focus on Core Systems That Touch Everyone

When nonprofits grow, it’s tempting to jump straight into fancy new software. We always advise starting with the essentials, such as the tools everyone in your organization uses every day, which usually include:

• Email and collaboration tools.  Microsoft 365 or Google Workspace both offer free or discounted nonprofit licenses.

• Secure file sharing. Share through OneDrive or SharePoint, so staff and volunteers can access what they need safely.

• Proper implementation. This can mean rolling things out slowly to avoid security issues.

These core systems support communication and efficiency across your team and board. Getting them right early saves time, money, and frustration later.

3. Identify Common IT Gaps

I often see nonprofits hit growing pains because they’ve expanded faster than their technology. When systems aren’t integrated or policies aren’t documented, things fall through the cracks.

The most common IT gaps I encounter include:

1. Fragmented systems. This can include donor databases, accounting software, and communication tools that don’t talk to each other.

2. No written policies. Password management, IT procedures, and data retention rules often exist only in someone’s head.

3. Overreliance on a “tech-savvy” staff member. Awell-meaning team member who is tech-savvy but not trained in IT best practices.

Your nonprofit IT checklist should include a review of these areas. Documenting IT policies, integrating systems, and reducing single points of failure will make your operations smoother and more secure.

4. Make Cybersecurity a Priority

Cybersecurity isn’t optional; it’s essential. Nonprofits often underestimate their risk, but hackers know that smaller organizations usually have weaker defenses. Don’t forget that board members have a fiduciary responsibility to protect the organization’s data and assets.

At a minimum, your cybersecurity checklist should include:

• Multi-Factor Authentication (MFA) for all accounts.

• Regular, tested backups stored securely offsite.

• Least-privilege access to give people access only to what they need.

• Endpoint protection for all devices.

• Security awareness training for all staff and volunteers.

The reality is that many data breaches come from human error, not just hackers. A culture of security, combined with the right tools, keeps your nonprofit protected and your donor data.

5. Build Collaboration Into Your Culture

Nonprofits thrive on teamwork, whether between staff, volunteers, or board members, but collaboration can become messy if your tools or processes aren’t aligned.

The good news is that there are affordable, even free, options for nonprofits:

• Microsoft 365 for secure, unified collaboration and storage.

• Teams, Slack, or Zoom for communication and meetings.

• SharePoint for centralized document management and version control.

These platforms streamline workflows and eliminate the need for endless email attachments and file confusion.

However, technology alone isn’t enough; you also need policies that define how these tools are used. Include guidelines in your nonprofit IT checklist around access permissions, file naming, and version control to maintain consistency and protect data integrity.

6. Strengthen Donor Trust with IT Governance

Good IT governance isn’t just about compliance; it’s about stewardship. Donors and Grantmakers want to know their contributions are managed responsibly.

Having written IT and data security policies, formal onboarding and offboarding processes, and regular audits demonstrates accountability. It also reassures supporters that your organization takes their trust seriously.

When your systems and processes are transparent, donors see that you’re not just managing money, you’re managing impact responsibly.

7. Partner with Experts Who Understand Nonprofits

Nonprofits often operate with limited IT staff, or none at all. Partnering with an experienced provider like All in IT allows you to focus on your mission while knowing your technology is secure, efficient, and scalable.

We work with nonprofits to:

• Create tailored IT roadmaps.

• Strengthen cybersecurity.

• Implement and manage cloud-based systems.

• Align technology investments with long-term goals.

Our goal is to act as a strategic partner, not just a help desk. We help you plan, implement, and maintain systems that grow with you.

8. View Technology as a Mission Enabler

Too often, nonprofits treat IT as an expense instead of an investment, but when used strategically, technology actually amplifies your mission.

As we like to say at All in IT, “Technology shouldn’t restrict your organization; it should empower it.” Secure, well-integrated systems reduce stress, save time, and increase impact.

By following this nonprofit IT checklist, your growing organization can strengthen donor trust, boost collaboration, and focus more energy where it matters most, serving your community.

A Key Driver of Mission Success

Technology is no longer a background function; it’s a key driver of mission success. Whether you’re just starting to formalize your IT strategy or looking to modernize your entire infrastructure, the time to plan is now.

Building a strong foundation today will make scaling smoother, safer, and far less stressful tomorrow.

If your nonprofit is growing and you’re ready to align your technology with your mission, All in IT can help. From roadmap planning and cybersecurity to cloud management and collaboration tools, we specialize in helping nonprofits scale confidently and securely.

Contact All in IT today to schedule a consultation and take the next step toward building a smarter, stronger IT foundation for your organization.