5 Techniques To Safeguard Your Technology

The Internet is a useful place for nonprofits to be, but it can also be a veritable danger zone for your technology. If you aren’t careful, you could find yourself on the receiving end of a malicious virus that could severely hamper all the hard work your organization has done.

Luckily, there are plenty of ways to keep your information out of harm's way before you dive into the web.

In the book "Nonprofit Management 101," Holly Ross, executive director at the Drupal Association in Portland, Ore., encouraged nonprofit managers to take the security of your devices seriously. She recommended the following five techniques to keep your operation running smoothly:

• Firewall: This is basically a gate between the outside world and your network of computers. It’s essential that you have a firewall set up to keep spammers, hackers, and other malicious people from infiltrating your network to use it for nefarious purposes.
• Antivirus protection: Antivirus software should be installed on each of the computers on your network. Worms and viruses continue to be written every day, so it’s essential that you purchase the regular update packages for whichever program you choose to use.
• Backup: Most people view backing up as insurance for extreme situations such as natural disasters, but the backup is most important in many day-to-day situations.
• Passwords: The simplest thing you can do to protect your organization’s data and files is to put in place a strong password policy. Ensure that staff are both using different passwords for logins and changing their passwords frequently.
• Physical security: Equipment like laptops, printers, and desktop computers should be secured to desks with cable locks so they can’t be removed.

Thes Nonprofit Times' Resource Marketplace: Technology Guide 2013

The October 15th edition of The NonProfit Times includes a number of great editorial items for our readers to enjoy, but it also has another great feature useful for nonprofits which is our semiannual Technology Guide.

The Technology Guide contains the latest top resources for nonprofits seeking assistance for all types of technology, from donor management software to payment processing. The guide is designed to help decision makers in the nonprofit section who are seeking technology-related products and services.

Clients who are featured in the 2013 Technology Guide include:

• Digital Cheetah;
• Serenic Software;
• Salsa Labs;
• Document Advantage Corporation;
• Allegiance Software;
• Greater Giving;
• CharityEngine;
• Donor Drive;
• Tech Impact;
• Donor Perfect;
• Crescendo Interactive; and,
• ResultsPlus from Metafile

All of these services and more will help your nonprofit make the right decisions when it comes to technology. Check out the 2013 Technology Guide II today to see what options are available for your organization.

If you’re a supplier and want to advertise in either our April 2014 or October 2014 Technology Guides, please contact Mary Ford at 973-401-0202 x206 or mary@nptimes.com

4 Questions To Ask About Web Technology

Though some would like to believe otherwise, there is simply no way to run a successful nonprofit or business in today's world without being at least familiar with online technology. There are many questions managers will have but, according to experts speaking at this year's Bridge Conference, they should start with their organization's website.

Speaking at the New York City-based conference, representatives of Big Duck and the Environmental Defense Fund said that website technology is an important component of maintaining a good site and keeping it effective.

Getting the most of this technology, the representatives said, means answering specific questions regarding your current web hosting. They said that if the organization cannot give a definitive yes answer to the questions, then it is time to re-evaluate the content management and constituent management systems (CMS and CRM) and to consider alternatives.

The questions you should ask are:

• Does the organization have a way to track actions such as donations, open rates and event sign-ups?
• Is there enough support for the system that there is confidence it will be around for the long term?
• Does the site’s publishing system make it easy for staff to update content?
• Does the site have the tools and functions to meet organization goals and those of the organization’s audience?

Microsoft To Offer Nonprofits Office 365 Free Of Charge

Tech giant Microsoft announced Tuesday that it would be offering qualified nonprofits free versions of its Office 365 program.

As reported on CNET.com, this offer allows nonprofits in 41 countries worldwide to use Office 365 -- which contains word processing, e-mail, video conferencing, and calendar programs -- in their workplace free of charge. The donation program is part of the Redmond, Wash.-based software company's larger "Technology for Good" initiative, which distributes $2 million worth of software every day to organizations around the globe.

"In the hands of nonprofit organizations, technology can boost productivity, increase effectiveness through better collaboration, and extend services to new communities and individuals in need," Microsoft wrote on its web site. "Moreover, technology can be a powerful force that opens exciting opportunities for nonprofits to better achieve their missions and accelerate their impact."

Organizations must be recognized as a tax-exempt organization in their respective countries to qualify for this giveaway. In addition, eligible organizations should work to improve their communities in a meaningful way, including, but not limited to:

• Providing relief to the poor;
• Advancing education;
• Improving social welfare;
• Preserving culture;
• Preserving or restoring the environment;
• Promoting human rights; and,
• Establishment of a civil society.

One confirmed, organizations will have the choice to upgrade their Office 365 program to a cloud-only version for a reduced price of $4.50 (down from $20). You can find out more about this offer on Microsoft's website. 

Do you think your nonprofit will take advantage of this program? Let us know in our comments section.

Nonprofit To Oversee Broadband Network

The city councils of two Central Illinois towns have approved a measure that would create a private nonprofit to oversee a large broadband network running through both locations.

The Urbana-Champaign Big Broadband network (UC2B) was created by the towns of Urbana and Champaign to boost Internet access in low-income areas, but there were concerns over government control of the network. That's why, according to a report in The News Gazette, both city councils passed the bill to have it run by a nonprofit.

Before it could pass, however, several key changes had to be made to the bill. This includes a requirement that the nonprofit submit an annual report to the cities and that the network's high, self-imposed standards for procuring minority contractors be maintained. Another key provision, which was critical to gain the support of Urbana Alderman Charlie Smyth, was to allow attendees of the organization's board meeting to provide their input.

The board will not have to follow Illinois' Open Meetings Act, which has strict requirements for advance public notification of meetings and the accessibility of meetings. Council members in Urbana and Champaign believed those requirements would hurt the board's efficiency.

The UC2B network, which cost $30 million to create, is currently being funded by a federal grant created in 2010. That grant expires on Sept. 30 and at that time, much of the expenses will fall on the shoulders of local governments. City officials are confident that it will only need support from the cities for the first six months, just to get it off the ground.

The nonprofit overseeing UC2B, which has not yet been given a name, will be governed by a nine-member board, and the cities of Champaign and Urbana and the University of Illinois will each appoint three members to that board.

You can read the full story in The News Gazette.

6 Tips For Your eNewsletter Campaigns

eNewsletters are an easier and cheaper alternative to print for keeping people in the loop about the latest happenings at the organization. Just because this technology is convenient, however, doesn't mean it's free of potential pitfalls.

People hate unwanted online communications just as much as telemarketers, and anti-SPAM rules have made sending eNewsletters to your supporters into an art form. If you don’t do it correctly you could find yourself in trouble and blocked.

Kivi Leroux Miller, president of NonprofitMarketingGuide.com, wrote in the book "Nonprofit Management 101" that there are a multitude of ways to ensure your organization gets its message across through eNewsletters while also remaining in compliance. She wrote that you should begin by following these six dos and don'ts:

• DO use an email service provider. You can’t do bulk email from your desktop for a variety of reasons, including the potential you’ll be labeled as a spammer.
• DO let your readers talk back. If someone replies to your eNewsletter, make sure it goes to an email box that someone is monitoring.
• DO master the art of subject line writing. The “From” field and the “Subject” line determine whether your email gets opened or deleted. Ensure what’s in the “from” field is recognizable to the reader and what’s in the subject line is interesting, intriguing, or otherwise compelling to your readers.
• DO master the art of headline writing. People naturally skim email, starting with headlines and subheads, so you want to grab their attention.
• DON’T send attachments, including PDFs of your print newsletter.
• DON’T rent or sell your e-mail list, and let your subscribers know that’s the case.

7 Dos And Don'ts For Nonprofit Technology

Nonprofits have embraced technology, but that doesn't mean they have all done so with open arms. It's this factor that will determine whether or not your organization will have success with the various new devices and software available.

Holly Ross, former executive director of the Nonprofit Technology Network (NTEN) in Portland, Ore., and now head of the Drupal Association, set out a list of Dos and Don’ts to make dealing with technology much easier:

Do:

• Let mission and strategy be the guides when making technology decisions.
• Establish strong systems. Staff can’t get mission-critical work done if they have to reboot the system every half-hour.
• Plan. A crystal ball isn’t necessary to plan for technology needs.
• Evaluate continuously. Learning from experience isn’t possible without stopping to reflect from time to time.

Don't:

• Make technology decisions based solely on cost. It is only one factor in determining the value and expense of technology.
• Forget to include staff in technology decisions. Allies will be needed while new systems are being implemented.
• Select mission-critical software such as a donor database without first documenting key business processes.

Google To Add Nonprofits To Knowledge Bar

Last year, Google rolled out its "Knowledge Bar," a section on the right-hand side of your search results that contains information about the person, place, or company for which you searched. Nonprofits were not included in the Knowledge Bar at the time, but that all changed this week.

The search engine giant announced Tuesday that nonprofits would begin to be included in the Knowledge Bar. While the feature is still in its roll-out phase, many of the larger organizations already have their information online. For example, a search for the Livestrong Foundation will provide the following information:

• A short blurb of the nonprofit's history via Wikipedia.
• The founder of the organization.
• The founding date.
• Tax deductibility code.
• The latest post from their Google+ page (if applicable).
• Similar organizations.

The most significant thing about the Knowledge Bar is that it has the potential to increase the number of followers for a nonprofit's Google+ page. Facebook remains a giant in the social networking field, but this change could bring more nonprofits to Google+ since they will know that people searching for them will see their posts.

What do you think about this announcement? Do you think it will make a difference for organizations in the long haul, or will it just be a cosmetic change?

The Problem With Personal Devices

The proliferation of easily portable communication devices has changed the working landscape dramatically, but not all changes have been for the good.

Speaking during the 2012 Risk Management and Finance Summit for Nonprofits, Cecil Lynn of Littler, Phoenix outlined some of the problems employers have encountered by providing employees with personal devices at work or allowing employees to use their own devices on company business. This practice is referred to as Bring Your Own Device (BYOD).

Lynn said that although cost saving is the major motivation for BYOD, some employers have found that it has increased their costs rather than lowering them. There are also problems with employment law and organizational security.

He offered the following recommendations for BYOD that can help avoid problems or lessen their consequences:

• Decide whether all employees should be permitted to participate in a BYOD program or whether certain groups should be excluded;
• Install mobile device management software on dual-use devices;
• Require employees to consent to the company’s access to their data on the device;
• Modify or create employee agreements;
• Restrict employees from using cloud-based apps or cloud-based backup or synchronizing with home PCs for work-related data;
• Ensure that use complies with wage-and-hour obligations by prohibiting off-the-clock work and ensuring pay for all hours worked;
• No use by friends or family members;
• Training; and,
• Revise exit interview processes.

7 Ideas For Website Content

One of the age old battles of the Internet is whether a website with bad design but great content is better than one with amazing design but weak content. This battle is still raging on with no clear end in sight, but one thing is clear: You do need some content on your page to remain relevant.

The textbook definition of a great website is one that the user wants to come back to every day. For that to happen, the site has to have constantly updated content, and not just anything will do the trick. As Robbin Zeff explained in “The Nonprofit Guide to the Internet,” your content needs to be interesting, relevant and, most importantly, new.

There are many different forms of content, and it’s up to you and your webmaster to determine what needs to be on your site. Zeff suggested starting off with the following 7 ideas:

• Identity: Who you are – your mission statement, a listing or profiles of staff;
• Programs and Services: What you do – your programs, projects, meetings, seminars, conferences, etc.;
• Contact Information: How you can be reached – address, e-mail, telephone numbers, office, hours, etc. If you have chapters or member organizations, list how they can be reached;
• Available Resources: What material you have for free or for sale – newsletters, magazines, publications, t-shirts, posters, etc.;
• Current activities: What information you want to highlight – press releases, news reports, etc.;
• Links to related sites; and,
• Help requests: What your needs are – donations of time, information, or money.

5 Best Practices For Selecting Software

The trends are always changing in the world of technology. Who would have thought just a few years ago that tablets would become more desirable than laptops? Yet that's exactly what has happened, with major developers like Microsoft developing innovations meant for that device.

Most nonprofit managers would love to bring the latest "must-have" software to their organizations, but that's simply an unrealistic proposition. To be successful in today's rapidly changing world, it is imperative to decide which technologies best fit your organization.

In "Nonprofit Management 101," Holly Ross, executive director of Portland, Ore.-based Nonprofit Technology Network (NTEN), wrote that the key to selecting new software is understanding and documenting your needs. This would seem to indicate a length process, but it can actually be done by following five best practices:

• Identify your top needs. If you are looking for graphics software, for example, will you be making graphics primarily for the Web or for print?
• Can your existing software already do it? Before you head out into the software selection process, be sure to evaluate existing software to see if it can get the job done.
• Find out what your peers are using. Referrals can be the best way to find the right piece of software for your organization.
• Identify some scenarios and test. Most software packages and vendors allow you access to a demo or trial version.
• Decide whether this software will meet your needs. You should look for software that will best meet your critical needs.

5 Suggestions For A Modest Website Redesign

When you hear the words "website redesign," images of major overhauls and hours upon hours of work come to mind. This is often the case for sites that have serious problems but, thankfully, that doesn't necessarily describe your nonprofit's webpage.

This was exactly the point that Jono Young and Rahell Guba of Blackbaud made during their session, "Better Nonprofit Websites: 52 Tweaks in 52 Weeks," during the 2012 Nonprofit Technology Conference (NTC) in San Francisco. As the title of the session suggests, Young and Guba offered 52 tweaks that nonprofits can make to their websites without having to commit major resources.

Here are five of those suggestions that you can use immediately that will make a world of difference when it comes to your website design:

• Use fifth grade language: Clean, simple, understandable external language. Making it relatable is better than making it likable.
• I don’t just want your money: Provide alternate ways to support in addition to donations, such as social media, email, word of mouth, blog about us, templated messages.
• Pictures speak louder: Visualize your achievements, goals, mission, appeals and campaigns. Use an infographic approach and make content digestible.
• Content approval workflows: Have a second, or third or fourth, set of eyes review your content before it goes public.
• Social your confirmation pages: These are your top supporters – help them brag about what they just did and market your organization for you.

Is Your Nonprofit's Data Safe?

Chances are your nonprofit's database has a plethora of files containing sensitive donor information. With hackers constantly in the headlines, it's important that you keep your data secure.

There is no foolproof way to completely secure your files from hackers, but there are ways to significantly reduce the risk of data breach. Jon Biedermann, vice president of Softerware Inc., recommended five practices that can be used when information is stored on an organization's own computers or with a hosted backup provider.

The five practices are:

• Backup, backup, backup. The greatest risk is not because of hackers; it’s data loss from computer failure, fire or other accident. Complete backups should be performed every day.
• User ID and password security. Some of the most stringent requirements are used by the healthcare industry under the Health Information and Patient Privacy Act (HIPPA). Included in this act: passwords are at least seven characters, with a nonalphabetical character; passwords are not displayed on screen; passwords should expire and be changed every 60 days; no more than three unsuccessful log-in attempts; access to data should be limited to certain subsets.
• Audit trails. A database system should be able to provide a security audit trail of user login.
• Physical security. This includes not only computers and servers but also access to printed records.
• User security awareness training. Make users aware of “phishing” schemes.

5 Ways To Improve Your AdWords

There's a lot that goes into improving traffic to your nonprofit's website. One of the techniques that is most effective is the use of Google Grants AdWords, a program that allows you to purchase cost-per-click (CPC) advertising that will appear based on popular keywords.

According to Kristie Ferketich, Google Grants senior strategist, there are ways to optimize your AdWords to get the most out of them. Speaking at Nonprofit Technology Network's (NTEN) recent Nonprofit Technology Conference, she explained that organizations should keep the following things in mind when working with AdWords:

• Think like a user. See what ads catch your attention the next time you do a Google search.
• Use variations and common misspellings. Google will usually correct someone – but the AdWord will show for the search anyway.
• Include negative keywords. This eliminates your ads from popping up for certain searches, cutting down on unwanted impressions.
• Look at the stats. Analyze the cost and impressions for each AdWord you use. Are you hitting your goals? Is it costing too much to run some words?
• Optimize keyword-matching options. Certain punctuation around search terms will bring up different options. For example, your search results for [animal adoption] would bring up results only for that exact term. A search with “animal adoption” would bring up for that phrase, even if other terms were included in the search. Learn how the search punctuation can help, or hinder, your goals.
• Test, test, test. And for good measure -- test again. Search terms for your AdWords may work one month and sag the next.

5 Reasons Your Nonprofit Needs To Go Mobile

Remember when the only thing a cell phone could do was make calls? That seems like a foreign idea these days, with smartphones dominating the mobile landscape. These devices can not only make phone calls, they can also send text messages, take pictures, and surf the Internet.

That last point is of particular importance for nonprofits, as users now have on-the-go access to their websites. Yet unless your site is designed for mobile, it won't be too appealing to the eye. If you haven't yet optimized your website for mobile use don't worry, it's not as hard as it sounds.

As Heather Mansfield explained in her book "Social Media for Social Good," updated technology has made it easier than ever to stream mobile websites. She listed five reasons that your nonprofit needs to get to work on creating a mobile site:

• To improve group text messaging campaigns: Linking web pages on which readers can “Learn More” or “Take Action” need to be designed so that they can be read quickly and efficiently on smartphones.
• Making smartphone apps more functional: Make sure that the navigation of the website is easily readable on a smartphone being that it’s a small screen. Polish everything to make it easy for the viewer.
• Empower QR code campaigns: If nonprofits are asking supporters to use smartphones to scan a QR code that links to a webpage, a QR code needs to be implemented to link to a mobile site.
• Improve location-based community campaigns: Giving the viewers a mobile site where they can see lists of places, checks-ins, and venues, offers them an opportunity to follow the campaign through the community.
• To optimize search engine browsing: Customize the key search terms for maximum optimization for search engines. The mobile browsers are hungry for new content, so jump on the bandwagon.

19 Ideas To Prevent Cyber Attacks

Remember the good old days when the biggest security concern for businesses was someone stealing from the petty cash box? With most organizations relying heavily on the Internet, another concern has popped up: Cyber Attacks.

Online crime can have disastrous results for individuals and nonprofits. All it takes is one security flaw in your system, and valuable (and often confidential) data could go missing. There are no ways to completely immunize yourself from cyber attacks, but there are ways to make sure you are as safe as possible.

During a recent Risk Management and Finance Summit for Nonprofits sponsored by the Nonprofit Risk Management Center, George E. Constantine III of Venable LLP in Washington, D.C., discussed the danger of cyber attacks, and he offered a look at protective measures:

• Dual Controls: Have at least two persons in charge of certain accounts, cash collection and cash payment systems.
• Internal Internet Use Policy: Make it good, follow it closely and include telecommuting.
• Have a privacy policy.
• Use Payment Card Industry (PCI) standards for data security.
• Software: Keep all software, especially security and financial, up to date.
• Hardware: What is allowed to connect to your system?
• Conduct employee training regularly.
• Know what to protect.
• Control access privileges, change passwords, use best available authentication.
• Free protections.
• Identify responsible manager in case of breach.
• Assess risks and vulnerabilities; establish a response plan.
• Train employees to identify and report.
• If problems occur, think of insurance, statutory obligations and public and client/member relations.
• Note that almost all states have data breach notification laws.
• Comply with laws of states of affected individuals, not just where the organization is located. Statutes will dictate content, method and deadlines.
• Generally, the burden is on the "owner or licensor" of data.
• Do background checks.
• Support whistleblowers.

Webinar: Is It Time To Change Your Accounting Software?

What are the top accounting issues facing your organization today? Answer our quick two-question survey on this subject, the results of which will be revealed during the webinar on Wednesday.

***

Are you struggling with financial reporting and analysis? Are excel driven manual processes draining your accounting team’s productivity? It’s time to consider new accounting software for your nonprofit, but for what should you be looking?

In The NonProfit Times' latest webinar with Intacct Corporation, all the information you need to decide what type of accounting system your organization needs will be discussed. Speaking during the event will be Bob Blake, founder of Xanergy, and Lisa White, senior channel executive at Intaact. Both individuals have decades of combined experience in the accounting software industry for nonprofits, and their tips will be valuable to showing how to simplify the process of selecting new software for your organization.

Here are a few of the topics that Lisa and Bob will be touching on during the webinar:

• Determine what you need from a new accounting system.
• Make sure the system you select maximizes financial transparency and accountability to the board.
• Find the right vendor by following these 5 best practices.
• Take advantage of new options made possible by cloud computing.
• Calculate the ROI you can expect from a new cloud financial management and accounting system.

As always, it is completely free to register for this webinar, which will begin on September 26 at 2:00 PM EST. Sign up today and learn how you can get your organization on the right track when it comes to accounting.

4 Ways For Your Nonprofit To Go Viral

Every nonprofit wants their online content to go viral. It’s practically the Holy Grail of the online world. Of course, something so coveted doesn’t come easy. If you want your content to be the next Internet phenomenon, you are doing to have to do some work.

Whether it's a YouTube video of a recent special event or a blog post about the organization's mission, nonprofits are always looking for ways to enhance the exposure of their content. In "Nonprofit Management 101," Zoetica CEO Beth Kanter wrote that nonprofits need to encourage others to share their work if they want it to go viral. She suggested the following techniques to make this a reality:

• Give permission to share. Tell your audience that you want them to take your content and repurpose, remix, or recreate it. This can be done by using a Creative Commons “Share, Share Alike” license.
• Be explicit. Sometimes people are inspired on their own, but it also helps to reward them for sharing or creating your content. Kanter suggested creating a contest that gives a prize to the user who makes the best use of your content. You’d be amazed at what people will do free stuff.
• Stock the pond. No one likes to be first, so you may need to get staff and other insiders to jumpstart your effort.
• Lift up examples. Encourage and publically recognize people who create content for you. This can be done by highlighting their contribution in a blog post, on your website, or at an event.

5 Ways To Keep Your Online Devices Safe

Most devices in offices these days are connected to the Internet. Whether it's the standard computer or a smartphone, our technology is online nearly 24/7. While this is mostly a good thing, it also has risks. If you aren't careful, you could be on the receiving end of a virus that could severely hamper the hard work of your organization.

Thankfully, there are ways to safeguard your devices from such risks.

In "Nonprofit Management 101," Holly Ross, executive director of Portland, Ore.-based Nonprofit Technology Network (NTEN), wrote that it's extremely important for organizations to take the safety of their devices seriously. She recommended using the following five techniques to ensure that your operations continue to run smoothly:

• Firewall: This is basically a gate between the outside world and your network of computers. It’s essential that you have a firewall set up to keep spammers, hackers, and other malicious people from infiltrating your network to use it for nefarious purposes.
• Antivirus protection: Antivirus software should be installed on each of the computers on your network. Worms and viruses continue to be written every day, so it’s essential that you purchase the regular update packages for whichever program you choose to use.
• Backup: Most people view backing up as insurance for extreme situations such as natural disasters, but the backup is most important in many day-to-day situations.
• Passwords: The simplest thing you can do to protect your organization’s data and files is to put in place a strong password policy. Ensure that staff are both using different passwords for logins and changing their passwords frequently.
• Physical security: Equipment like laptops, printers, and desktop computers should be secured to desks with cable locks so they can’t be removed.

Library Digitization Project Gets $1M Grant

The National Endowment for the Humanities announced Thursday that it has given a $1 million federal grant to a nonprofit effort to digitize the country's libraries.

According to an article in The Boston Globe, the grant money will help form a new nonprofit and create the technical platform needed to create what would be called the Digital Public Library of America (DPLA), a program that would share content across the U.S.'s public libraries and archives. An independent board will be created within two months to form the new organization, which will work with libraries across the country. The goal is to have a working prototype ready by April 2013. The effort will be headed by the Harvard University library in Cambridge, Mass.

Once completed, the digital library will be free to use for all users. There is also the possibility that it will partner with private entities, such as Google Books, that would allow individuals to access content that has already been digitized.

Efforts to digitize content has sometimes been met with legal resistance. Google has sometimes been stopped in its efforts to put books online because of copyright laws. The endowment's chairman, Jim Leach, acknowledged that the new organization would have to work within those laws, which could potentially limit the content for the DPLA.

The DPLA project will integrate with the European Union's Europena digital library collection. It is meant as a complement to the Library of Congress's ongoing World Digital Library project.

You can read the full story in The Boston Globe.