Every January, nonprofit leaders try to reset.
They clean up budgets. They simplify calendars. They look for ways to feel less stretched thin.
What rarely makes the list—but should—is tech.
Most nonprofits have tech habits they know aren’t great. They stick around because everyone is busy, under-resourced, and focused on the mission.
But those habits add stress, increase risk, and make audits harder than they need to be.
Let’s walk through six common nonprofit technology habits to quit this January—so your systems can support your mission instead of quietly threatening it.
1. Delaying Software Updates and Security Patches
Clicking “Remind Me Later” feels harmless.
You’re onboarding a volunteer. Prepping for a donor meeting. Trying to get through the day without another interruption.
But most software updates aren’t cosmetic. They patch known security vulnerabilities—especially the kind cybercriminals actively exploit.
For nonprofits, delayed updates can mean:
- Increased risk of ransomware
- Exposure of donor or client data
- Compliance headaches during audits
What to do instead: Schedule updates after hours or let your IT partner manage them automatically. Quiet updates = fewer emergencies later.
2. Reusing the Same Password Across Systems
Many nonprofits rely on one “strong” password across:
- Donor CRM
- Accounting tools
- Volunteer platforms
Here’s the problem: When one system is breached, attackers reuse those credentials everywhere.
This is one of the most common causes of nonprofit data breaches.
What to do instead: Use a password manager. One master password gives you secure, unique passwords for every system—without adding mental load.
3. Sharing Passwords by Email, Text, or Slack
Password sharing feels efficient.
But emails, texts, and chat tools create permanent records. If one account is compromised, attackers can search years of messages for login details.
For nonprofits with volunteers and rotating staff, this risk multiplies quickly.
What to do instead: Use secure password-sharing tools inside a password manager. Access can be granted—and revoked—without exposing credentials.
4. Giving Everyone Admin Access “Just in Case”
Admin access spreads fast in nonprofits.
Someone needs to install software. A volunteer needs quick access. Suddenly, too many people have full control over systems.
Admin accounts are prime targets for ransomware and phishing attacks.
What to do instead: Follow the principle of least privilege. Give staff and volunteers only the access they need to do their role—nothing more.
5. Relying on “Temporary” Tech Workarounds
Most nonprofits run on at least one workaround:
- Extra spreadsheet steps
- Manual processes
- “Ask this person if it breaks”
These fixes quietly waste time and increase risk—especially when knowledge lives in one person’s head.
What to do instead: List the workarounds your team uses. Then replace them with systems designed for those processes. Less duct tape. More reliability.
6. Running Critical Operations on One Spreadsheet
Spreadsheets are excellent tools. They’re not secure platforms.
When a single file manages donor data, schedules, or reporting—with no audit trail or reliable backup—you’re one mistake away from serious disruption.
What to do instead: Document what the spreadsheet actually does, then move those workflows into proper nonprofit software with backups, permissions, and reporting.
Why Nonprofit Tech Habits Are Hard to Break
You’re not uninformed.
You’re overwhelmed.
The consequences of bad tech habits stay invisible—until something breaks, data is exposed, or an auditor starts asking questions.
And the “right” way often feels slower in the moment.
That’s why change doesn’t come from willpower.
It comes from systems that make the safe choice the easy choice.
A Better Way Forward for Nonprofits
You don’t need to fix everything at once.
But quitting even one risky tech habit can:
- Improve nonprofit cybersecurity
- Reduce audit stress
- Protect donor and beneficiary data
- Give you real peace of mind
January is a good time to let go of what quietly hurts your organization.
Not with shame. With support.
Because your mission is hard enough—and your technology should be helping you carry it, not adding weight.