*** ATTENTION CHARITYLOG USERS: the June software release is on your test systems now! ***
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Case management has never been more complex—or more critical. From tracking service users and managing referrals to producing outcome reports for funders, frontline staff are increasingly being asked to do more with less.
That’s why more organisations are turning to technology. A decent charity CRM will pull everything into one place, manage admin, keep track of contacts, crunch the numbers and run smart-looking reports in a trice.
And, provided you choose one that’s reasonably priced, it will pretty soon pay for itself.
Well, quite a lot, as it happens. Here are just a few examples:
• They create tedious and time-consuming admin – when you could be doing core work
• It’s easy to miss follow-ups or deadlines – when a CRM system could be sending you prompts
• Data collection can be inconsistent and cumbersome – when you could have the facts at your fingertips
• If a client calls you have to rush to find their record – when it could pop up on your screen automatically (read our blog on time-saving phone integration)
• Reporting is a chore, and might involve several different spreadsheets – when you could just press a button
• Your data is open to security risks and access is a bit of a free-for-all – when it could be securely held in a cloud-based, purpose-built system with access controls for different types of user.
All this is pointlessly time consuming – and it can have a very real impact on the quality of your service.
A purpose-built CRM offers powerful tools for case management while not being too complicated for staff to lean and use. It can:
Keep all client interactions, documents, assessments and outcomes in one secure place, avoiding confusion and duplication
Support remote working
Keep things running like clockwork, with alerts, reminders and workflows
Automatically schedule follow-ups or escalate cases based on predefined rules
Track outcomes and impact
Generate a wide range of reports
Keep you GDPR-compliant with access controls, consent tracking and audit logs.
Customise to fit your charity. Whether you support vulnerable adults, manage homelessness outreach or run mental health services, your CRM can be tailored to reflect your work.
Do any of these sound familiar?
Reassure them this isn’t about cutting staff numbers, but about maximising people’s time and effort. Communicate the benefits, like improved data security and more time freed up to support clients. And reassure them that they will be trained to use it. You can even give examples of the value the digital transformation can bring. The Charitylog website has some case studies that might be useful.
This shouldn’t be an issue if you invest in a scalable, flexible system that can grow with your needs. Cloud-based platforms can offer agility, scalability and often seamless integration with other digital tools. At Charitylog we’ll talk you through all this before you commit to buy.
A reliable CRM will include encryption, multi-factor authentication and a secure cloud environment – these will keep your data much safer than various spreadsheets.
Let's be honest: this type of thinking is self-defeating because, once it's set up, your CRM will give you time back in spades. At Charitylog, a technical expert will guide you through setting up the software and customising it. You'll also have training sessions, online manuals, webinars and, of course, unrestricted access to our lovely in-house support team!
There are all sorts of CRMs out there, so make sure you explore the options carefully to get one that’s right for you. Here are the top things to consider.
You might just need a basic, affordable system that automates a lot of day-to-day work and runs reports. Or you might need something complex, like a fundraising and donations platform. Make this clear when you enquire, to ensure you choose the right type of tool.
Is there a proper training and implementation package? What happens if you need more training later? Are there online manuals or how-to videos? Is there a proper helpdesk or will you be at the mercy of a call centre – and are there any restrictions on how many times you can call for support without paying extra?
Most CRMs base costs on numbers of users – meaning it can get expensive fast if you employ more staff or decide you want your volunteers to use the CRM too. Charitylog is one of the very few that includes unlimited user licences on its standard plan.
Many funders want reports presented in a certain way. Some CRMs are more flexible than others when it comes to different report templates and options. You want to be able to run reports that drill down into demographic detail and present information in different ways.
Keeping your data safe is obviously crucial. Check the CRM provider’s security accreditations and certificates to ensure they’re up to date – these should be displayed clearly on the company’s website.
With so many CRM options out there, it’s vital to choose one that truly understands the third sector. Charitylog was designed and built for charities 20 years ago, and has been working with the sector for over a decade.
If your charity is struggling with clunky systems or overwhelmed by paperwork, it’s time to explore what a purpose-built CRM can do. The facts are clear: CRM technology can and will save you time, keep your data safer and help your charity run like clockwork.
For a charity tackling the demands of the modern world, digital transformation is no longer a luxury, but a necessity.
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