How to Resolve IT Gaps in Your Organization

As your nonprofit grows, so do the demands on your IT infrastructure. Along with ensuring your systems can support your teams and your mission, technology is in constant motion. Every platform update and software release carries the potential for a new level of complexity for your team to resolve. 

Addressing critical gaps in your IT department improves efficiency as well as your organization’s security and ability to scale. While an internal hire can resolve specific needs, partnering with a managed service provider (MSP) can also be a powerful way to expand your IT resources. Better still, it offers a way to extend the reach of your current team by offering new specialized skills and the advantage of another expert to call on when resolving an especially complex issue.

The best approach for your organization ultimately depends on the gaps in skill you’re experiencing. And, at the same time, you also have to consider how your IT team can better support the scope of your organization’s work now and in the future.

Common IT gaps for growing nonprofit organizations

No matter the size of your organization, it’s difficult to anticipate the technical challenges your team may encounter.  In reality, most nonprofits lack the internal expertise to recognize or forecast where they need additional IT support now and moving forward. 

So, before you dedicate time and money to expanding your IT team’s capabilities, it’s important to identify where your teams are encountering bottlenecks or other challenges. The following are the most common we’ve seen among growing nonprofits and advocacy organizations:

Onboarding and offboarding processes

Responsibilities for bringing on new hires or ending their tenures are often split between IT and an HR or operations person. This division can lead to crucial steps falling through the cracks. 

In cases like these, team members struggle to get the tools they need to start working, which impacts operations. Or your organization may be left open to security vulnerabilities by failing to manage inactive accounts or recover valuable equipment.

Software approval and management

As your organization evolves, the technology your teams need is also in constant motion. Along with updating your current tools, you also need to ensure that the software you use is best suited to your needs. Experienced IT personnel will be able to evaluate and approve new software tools that will help your organization fulfill its mission while also establishing enforcement mechanisms to protect your internal systems.

Without proper guidance, your team members may install their own software on your organization’s machines, risking unexpected conflicts and security vulnerabilities. Policies outlining the software approved for your organization’s use can then be enforced with tools such as allowlists and denylists to manage your organization’s browsers and devices. You need experienced IT oversight to ensure you have the right policies and protections in place to keep your systems stable even as technology options change. 

Policy development for emerging technologies

New technologies can introduce unfamiliar variables for IT teams, and you should have rules in place to govern their use. For example, AI is one of the biggest changes impacting how we use technology. And like any other software or technology, it requires a thorough and thoughtful internal policy that’s aligned with your organization.

For instance, is it appropriate to use AI to write donor-facing communications? Do new AI features pose concerns about data security for your teams? An experienced IT team should craft policies and guidelines that enable your teams to balance innovation with security and ethics.

Specialized expertise for new projects

Your existing IT team may be well-equipped to address how your organization has functioned in the past. But what if a new project or issue arises that’s beyond their reach given the current demands on their time?

For instance, you may discover unauthorized software on your network that requires investigation. Or you may need to transition from an on-site data storage system to a cloud-based solution, which introduces new challenges. In cases like these, a fresh perspective can be crucial to your IT team’s success.

When do in-house IT hires make sense for nonprofit organizations?

For organizations needing to streamline and expand their IT operations, an MSP can provide useful solutions. However, in some scenarios, bringing IT expertise in-house is still the best way forward.

Resolving complex requirements on-site

If your organization is complex with a large office and frequent on-site events, you most likely need real-time troubleshooting for day-to-day issues like conference room setups. Often, equipment issues can be resolved by checking cords and restarting equipment. 

An MSP can work this way, but it may not be the best use of their expertise or your funds. A dedicated, junior-level IT person is a good fit to manage on-site A/V tools and other equipment your facility needs.

Providing in-person organizational support

As your nonprofit grows, you may need someone on-site to handle a range of technology concerns from your team. For instance, if someone on staff has an issue with their laptop, they expect to have someone they can meet with to offer technical support. 

With many organizations working hybrid or remotely, a modern, remote-first MSP like Personified can help your organization remotely assess technology issues and replace equipment as needed.

For those working in an office, this remote support typically won’t be as fast as someone located in the office who can walk into a storage closet with spare laptops.  MSPs can provide on-site support, but they’ll typically charge higher rates for such services. Bringing on a new in-house IT specialist may be a more cost-effective option.

What are the benefits of managed service providers (MSPs)?

Depending on your areas of need, partnering with an MSP provides a way to target the gaps in your IT team. Finding and hiring an individual who has a specific expertise is a difficult and time consuming effort. When you partner with an MSP, you can quickly expand your capabilities in the following ways:

Specialized project expertise

MSPs shine when you need to implement new initiatives like data retention policies or automating the existing processes you already have in place. They can guide you through potential pitfalls and best practices drawn from years of experience.

The right MSP also provides an additional resource for your teams when issues arise. For example, Google recently changed the way they incorporate AI into their workspace, raising a number of concerns about privacy and data security among our clients. When you work with the right partner, an MSP offers guidance in real time to keep your teams informed.  

Enhanced industry knowledge

MSPs handle an assortment of technical needs for a variety of clients, which means they have to remain consistently informed with the latest issues in tech. For Personified, listening to the latest podcasts about a new security issue, sharing updates on our Slack channels, and staying up-to-date are key functions of our job. 

For any MSP to be effective, they have to stay at the forefront of a rapidly shifting field. If you have just one or even a handful of dedicated IT staff, they can quickly be consumed by your day-to-day operations. Expert consultants provide a way for your organization to remain connected to how technology is evolving. 

Finding an MSP who understands the challenges specific to your organization is crucial to drawing the most value from the partnership. Personified specializes in working with nonprofits and advocacy groups like yours to ensure their IT infrastructure runs smoothly and adheres to today’s best practices.

Complementing existing IT staff

Rather than viewing an MSP as a replacement for your IT staff, think of it as a way to enhance the abilities of your current team. Many of our clients have an in-house IT team, but come to us when they’ve hit a wall with a software installation or product documentation that says one thing and they’re seeing another. 

The right MSP offers your IT team a way to jump on a quick call and work through these issues together. Along with providing vital expertise, they also enable all of your staff to benefit and learn new skills.

Addressing niche or evolving challenges

When you work with an MSP partner who specializes in your industry, you also gain the benefit of their experience working with organizations like yours. For example, software selection isn’t our speciality. But we know 90 different organizations to help us draw up some informed recommendations if your IT team is considering a new service.

Plus, as your organization’s profile grows, you may face challenges that are specific to nonprofits and advocacy groups. For instance, many organizations like yours have been forced to deal with online harassment or doxxing of team members in a polarized climate. While that’s more of a safety and privacy issue than an IT problem, Personified has the experience in this industry to have a conversation with your team. We can recommend resources and privacy vendors in a way most MSPs can’t because they lack our specific expertise.

Charting the future of your organization’s IT

The key factors that go into choosing between an in-house hire and an MSP partnership will look differently for every organization. Your decision requires a thorough assessment of current needs, future goals, and resource constraints. 

While in-house hires offer dedicated, in-person support that can be especially valuable, MSPs provide flexibility, specialized expertise, and scalability. By carefully evaluating your unique situation and utilizing the strengths of in-house and outsourced IT consultants, you can build a robust, adaptable IT infrastructure that empowers your mission.

If this sounds like an approach that will enable your organization to resolve its IT gaps while positioning your nonprofit for long-term success, we should talk.