Choosing Software That Fits Your Needs

Don't let software choose you. Too often, nonprofits find themselves with programs that are inappropriate for their needs because they didn't spend enough time making an informed decision -- they just bought it. The latest and greatest may not be the most appropriate; it may just be more complicated and expensive. Taking the time to assess your needs and pick software that suits your organization can keep you from wasting money and ending up with something that just doesn't work for you.

But after extensive self-examination and planning , you can determine exactly what you are looking for in a new piece of software. Now it's time to find the perfect application to suit your needs. There are some important issues to consider when choosing software for your nonprofit:

Compatibility

Many nonprofits have a colorful array of computers (this is literally true for iMac offices) and operating systems working happily side by side. While ensuring that your old doorstop Macintoshes talk to the executive director's brand-new PC may be an exercise in futility, there is software available that works well on both Mac and Windows platforms. There is also a large selection of software available that doesn't require a super-fast processor and an enormous hard drive to function.

Stability

Anyone who has used computers for a little while knows the signs of an unstable application. Blue warning screens, frozen keyboards, and generally strange behavior are all part of the day-to-day operations when you are working with buggy software. While it is difficult to determine a program's stability by staring at a cellophane-wrapped box, you can always turn to that old pre-technology standby: people. Other computer users are an excellent resource for finding out which software applications stand out for elegance and grace, and also for determining which programs need to be locked up or buried in a cave. Here are some Web sites that provide reviews from the people who know -- the users:

• CNET:

  provides a forum for computer user comments and ratings

• ZDNet:

  not to be outdone, ZDNet has set aside a section of its site for user reviews

Scalability

An technology buzzword, scalability simply means that a software application will meet your needs now and in the future. If your organization is growing, you need to ensure that the software you purchase now will be able to meet your needs a year from now. While you may not need to run your client database over the Web now, it may be something that you want to do one year from now. Having the flexibility to run your software applications over an extended period of time ensures your investment and saves you money.

Support

Like "military intelligence," "software support" may seem like an oxymoron, but some companies are getting better (and some are getting worse) at providing customer support for their products. If you have problems with your software, getting answers from the manufacturer may be as easy as calling an 800 number; but it may also be next to impossible. It is extremely important to find out what level of support comes with your purchase. Use your contacts and ask around. You can even test the support by calling and asking a question if you have the time.

Ease of Use

If the software you choose requires a specialized degree to use, you may want to pick an application that is slightly less complicated. "Intuitive" is a subjective term, but there are indicators that an application is not simple. Elaborate, encyclopedic manuals, and week-long training classes should be indications that you are embarking down the road of complexity. However, sometimes simple may not be an option if your needs require a complex program. If that is the case, make sure that staff training is included in your budget.

Software Individuality

It isn't necessary to keep up with the Joneses in software. While getting the same software everyone else is using may have kept you from being teased in grade school, it may be time to avoid peer pressure and express your individuality. There are some obscure software jewels and free applications (See TechSoup's article .) out there that beat the latest big releases hands down. Most alternative manufacturers build compatibility with major programs into their software, but there are some isolationists out there. If you are going to buy "alternative" software, make sure that it will still allow you to communicate with the Joneses (at the very least so you can gloat about your amazing new software).

Look for Discounts or Donations

If your technology budget for software isn't setting any records for economy, it may be time to plan better (See the Technology Planning section), and it also may be time to start looking into software discount programs (See TechSoup's article A Quick Guide to Discounted Software Programs ). Many major software applications are available at a discounted price, and if they aren't, it never hurts to ask for a donation from the manufacturer.