The Power of Simple: Why Small Nonprofits Don’t Need Big Tech to Succeed

Technology is a tool

There are two fears nonprofit leaders have about technology: That they are missing new tech, and that they are too far behind to catch up. I want to tell you, you are not behind. 

Let that sink in. You are not behind. 

The reality is that most nonprofit leaders are not tech specialists, and that is okay! You are meant to be mission-driven and are balancing staff shortages, fundraising pressure, tumultuous federal funding, and countless other challenges unique to your organization and your community. The world can make new, high-end technology seem like the most important thing in this moment, but being “low-tech” does not have to be a weakness for your organization – it can be a competitive advantage. 

Technology is a tool. For a carpenter, a hand saw and a hammer might be enough to build a table. If the carpenter wants to build a house, then they will need a much larger set of tools. But, overload your tool belt too early, and you’ll spend more time reaching for the wrong tool than doing the work. Eventually, you will outgrow the hammer, and you will know when that time comes. Until then, keep it simple. 

What matters most is finding your own hammer – the tool that fits your size, stage, and mission. 

High-Tech ≠ High-Performance

There is a widespread misconception that sophisticated technology guarantees success. In my experience, the opposite is often true. The organizations with the newest software spend more time managing it than using it to advance their mission. 

The more complex the tool, the steeper the learning curve. Even if a software is free, it costs valuable organizational time. Then comes training, adoption, and management. For a team already stretched thin, that can be exhausting. I spoke with an organization that had been setting up its Customer Relationship Management (CRM) software for 18 months. Another organization had a full-time data analyst updating its CRM daily, but no one was using the data. 

These organizations were doing what they thought they had to, not what was actually best for them. In the process of setting up tech they didn’t need, they lost time, money, and manpower – three things all nonprofits need.

Some organizations do need advanced systems early, and in those cases, the investment makes sense. They are not chasing sophisticated software: they are buying it for scale, safety, and accountability. The key difference is intent. 

KISS: Keep It Simple, Stupid

One of my fondest memories from my consulting days was working with one of my favorite partners. He always said to me and our team, “Use the KISS method.” At the time, I felt like he was just continuously calling me stupid. However, I grew fond of the concept and still revisit it today. 

KISS says the simplest path to getting something done is usually the best way to get it done. When it comes to technology, ask yourself: Does this help me reach my goal faster, more effectively, or more easily? 

When evaluating tech, understand: 

Faster: 

• Think about setup time and long-term time savings. 

• I’ve managed large M&A projects using Excel. It worked fine, but we spent hours turning spreadsheets into dashboards. If I’d had a tool that handled both, I’d have paid for it myself just to get home before 1 a.m.

More effectively: 

• Ask honestly: Does it improve your work? If it does, it’s worth it. 

• PlanPerfect’s Discovery tool helps Executive Directors collect and analyze feedback with less bias. One customer, after reviewing 300 survey responses, told me, “It did a better job than I probably would have, just given my own biases.”

More easily: 

• Simplicity alone can be worth the cost. If a tool can make a painful process smooth, it could be worth the cost to your organization. Choose technology that makes important tasks easier and more enjoyable. 

Try to meet at least two of these markers. If a tool checks all of these boxes, stop overthinking it and go for it!

Red Flags to Watch Out For

“Everyone else is using it.” Every time I hear this, all I can think of is my mother saying, “If all your friends jumped off a cliff, would you?” The same logic applies here. This is the worst reason to adopt new technology. I’m guilty of it too—ask me about the Theragun in my nightstand or the eye mask massager I used for one week.

“This will fix our culture or strategy.” No technology has ever solved a problem. People have. Uber didn’t solve transportation; the people on both sides of the app agreeing to ride and drive did. Tech just connects them. Technology is a vehicle; humans solve the problems. Keep that in mind before assuming a platform can fix a human problem.

“The board wants something fancy.” This usually signals a misalignment between staff and board priorities. Just because someone asks for something doesn’t mean they should get it, especially when they won’t be the ones using it. It’s your job to interpret what they want and provide it in the context of your organization. You can always take them to a fancy restaurant instead of getting a robot that “fixes” everything.

The Art (and Strength) of Simplicity

I’ve always admired how dancers can make something incredibly hard look effortless. That is what simplicity really is – making something complex look easy.

The same applies to technology. You can find strength in making something look and feel simple. Simplifying your systems lets your team focus on meaningful work instead of juggling logins and dashboards. Asking an already overwhelmed staff to learn new tools creates frustration, not productivity. 

For your board, simplicity makes you look focused. You’re not distracted by the next shiny thing: You are driving the mission in the most efficient way and implementing your strategic plan. 

For funders, simplicity is a benefit. With the right technology, you can have more time to steward your funders because you’re not buried under complex systems. Plus, the less you spend on overhead, the healthier your financial position looks. 

It goes without saying that “low-tech” is often the most human approach to your mission. I’m not saying to remain inefficient just to feel more human, but ask yourself: Does the technology you’re implementing increase meaningful connections, thoughtful leadership, mission-driven moments, or does it create stress and anxiety for the people delivering your mission? That framing alone will help you understand if you need the technology.

Closing: A Call to Pride 

You might wonder why an AI tech founder is telling you not to invest in every shiny object right away. It’s because I care that our sector takes these decisions seriously and with heart, and I deeply believe that our product is the simplest and most effective tool for strategic planning out there. 

If your systems feel simple, don’t apologize. Be proud! It means your focus is where it belongs—on your mission, your people, and your community. Technology should follow you and help you in your journey, not define it. Just remember that no matter where you are in this journey, you are not behind; you are leading with clarity and heart.

And if you lead a team under 30 staff or under $25M in revenue and want a planning “hammer,” I’m happy to share a great one you can use.