Five ways charities can improve IT (Without breaking the bank)

Written by Adam Flynn from Technical Drive

Many charities face the challenge of delivering more impact with fewer resources, and that's on top of rising cyber threats and managing legacy IT systems.

For senior decision makers, this means taking a strategic look at how technology can not only support but enhance their operations and help drive the overall mission of the charity.

With these challenges in mind, here are five ways your charity can improve its IT without and keep cyber secure, without either blowing the budget or losing sight of your overall purpose.

With these challenges in mind, here are five ways your charity can improve its IT without and keep cyber secure, without either blowing the budget or losing sight of your overall purpose.

1 Move to the cloud with Microsoft 365

Migrating to Microsoft 365 is one of the most effective ways for charities to modernise their IT infrastructure. It offers enterprise-level tools like Outlook, Teams, SharePoint, and OneDrive, all in one cost-effective package.

Benefits include:

• Remote and hybrid working support.
• Real-time collaboration.
• Automated updates and reduced infrastructure costs.
• Data backup and business continuity built-in.

Plus, Microsoft offers significant discounts for non-profits, meaning your charity can access world-class tools at a fraction of the cost.

2 Build a cyber-secure culture

Charities are often targeted by cybercriminals due to outdated systems and limited security measures. Cyber Security isn’t just an IT issue, it’s a leadership one.

Steps to take:

• Multi-Factor Authentication (MFA) across all accounts.
• Regular staff and volunteer training on phishing and security best practices.
• Microsoft Defender for 365 to monitor and respond to threats in real-time.

Even small changes can make a big difference and protect your reputation, your data, and your donors’ trust.

3 Consolidate and simplify IT systems

Many charities rely on a patchwork of legacy systems, spreadsheets, and disconnected tools. Over time, this leads to inefficiency, data silos, and higher support costs.

Instead:

• Streamline processes using Microsoft Power Platform (Power BI, Power Automate).
• Centralise data with SharePoint and secure cloud storage.
• Replace old tools with scalable Microsoft 365 solutions.
• Simplifying your tech stack allows teams to focus on what matters: delivering impact.

4 Partner with a managed IT provider

You don’t need to do it all alone. A trusted IT partner, like Technical Drive, can bring expertise, capacity, and strategic guidance to help your charity grow safely and sustainably.

Look for a provider that:

• Understands the unique needs of charities.
• Offers proactive support and monitoring.
• Can assist with funding applications for technology grants.
• Provides regular security reviews and Microsoft 365 management.

With the right support, you can turn IT from a pain point into a powerful enabler.

5 Ensure compliance and data governance

With GDPR and other data regulations, protecting beneficiary and donor data is more important than ever. Microsoft 365 includes tools like Data Loss Prevention, Information Protection, and Compliance Manager to help stay on top of your obligations.

• An IT strategy built with compliance in mind can:
• Avoid costly breaches and fines.
• Build donor confidence.
• Streamline audits and reporting.

Final thoughts

Improving your IT isn’t about spending more, it’s about spending smarter. By moving to Microsoft 365, enhancing your security posture, and simplifying systems with the right IT partner, your charity can work more efficiently and make a bigger impact.

Need help getting started? We specialise in helping non-profits take the next step in their digital journey securely, affordably, and with mission at the heart. We recently worked with charity organisation Groundwork providing IT Support and Cloud services - read the case study.