Planning digital change in a small NGO

What does digital change mean for a small NGO?

It does not mean buying the newest system. It means using digital tools to do your work with less delay and fewer errors: faster reports, safer files, better field data, clearer finance records.

A guide on digital transformation for nonprofits, published by the Asian Development Bank's SEADS platform with Infoxchange, describes three elements known as the 3Ps: people, process, and platform and technology. It says the journey must start with people. The same article reports, from a 2023 APAC NGO Digital Capability Report, that only 50 per cent of workers in the NGO sector felt confident in their ability to use technology in their roles. Skills matter as much as tools.

A step-by-step plan

The SEADS article lists ten steps. For a small NGO, they can be shortened to seven:

1. Describe where you are today. What do you do, what are your goals, and which systems do you use now? Include paper, spreadsheets, chat apps and shared drives.
2. State the problem and the why. Why do you need change? "Monthly reports take too long" is a clear problem. "We need digital transformation" is not.
3. Check your capabilities. Who can use which tools? What equipment, power and internet do you have? Know where you are before you set a target.
4. Get leadership support. The SEADS article says support from executives, the board and management is critical. Staff are more likely to adopt tools that help them in daily work.
5. Choose your actions across the 3Ps. For each priority, decide what changes in people, process and platform. For example: a named person for donor reporting (people), a monthly reporting routine (process), and a shared tracker (platform).
6. Prioritise by impact and effort. The article suggests ranking initiatives this way and warns that you cannot do everything at once.
7. Make a road map and start. Set a sequence and schedule, test it with a small group, then expand.

How do you assess your needs and readiness?

A technology handbook for nonprofits from Dasra suggests two early steps: assess needs, and evaluate preparedness. Ask whether it is critical to solve the problem, whether a technology-related problem exists, whether you have the resources, and whether stakeholders support the change. It also advises listing the intended benefits and how you will measure success, such as time saved, lower costs or better transparency.

Use a simple table:

This gives you a baseline, so you can show later whether anything improved. Our guide on organising shared files is a common first step.

How do you choose tools?

• Start from the need, not the product.
• Prefer tools your staff already know or can learn quickly.
• Check cost over time, including training and support.
• Check data protection: where is data stored, and who can access it?
• Test with a small group before you commit.

The Principles for Digital Development, a set of good practices for digital programmes, include designing with people, designing for inclusion, building for sustainability, establishing people-first data practices and anticipating and mitigating digital harms. These apply to a small NGO's internal tools too. See data protection for NGOs and digital security basics for civil society.

How do you bring staff along?

The SEADS article says that communicating with staff motivates them to take part, and that you should make clear how new steps will make everyday work easier. Practical actions:

• Involve staff in choosing the tool.
• Train by role, with real tasks from their work.
• Name a "champion" in each team who can help colleagues.
• Write a one-page guide for each new process.
• Ask for feedback after the first month and fix the problems you hear.

Plan for external help where you lack skills. The SEADS article notes that many nonprofits lack internal expertise and can use volunteers, consultants or service providers.

Common mistakes to avoid

• Buying a system before you define the problem.
• Starting five changes at once.
• Training only on the day of launch.
• Not deciding who owns the tool and its data.
• Never reviewing whether the change helped.

How EMPO can help

EMPO is a trusted, Yangon-based training and consultancy provider and one of Myanmar's leading names in practical NGO training, with 1,200+ people trained and 15 partner organisations. We support organisational development, including the systems an organisation runs on, and we teach practical skills in English and Burmese, online or in person across Myanmar. See our services or contact us.

Sources

• 10 Steps to Digital Transformation for Nonprofits — Asian Development Bank SEADS with Infoxchange, 2024
• Plugged In: A Technology Solutions Handbook for Non-Profit Organizations — Dasra
• Principles for Digital Development — Digital Principles