When you’re running a nonprofit, technology probably isn’t the first thing on your mind. You’re focused on serving your community, supporting your team, and stretching every dollar as far as it can go. If you end up ignoring technology or making small missteps along the way, it can quietly put your mission at risk. In fact, nonprofit tech mistakes are one of the top reasons organizations fall victim to cyberattacks, data loss, and workflow slowdowns.
According to recent industry reports, nonprofits face 180 cyberattack attempts every week, a number that’s climbed more than 60% in the last year. Attackers know nonprofits don’t always have the same defenses as larger companies, making them easy targets.
The good news? With the right approach, you can fix the most common nonprofit tech mistakes before they cause long-term damage.
Let’s break down the top five risks and what your Denver-area nonprofit can do to stay protected.
1. Skipping The Basics of Cybersecurity
One of the biggest nonprofit tech mistakes is simply not investing in core security. Many organizations try to save money by doing the minimum, but that actually increases long-term risk.
Nonprofits are heavily targeted because attackers know defenses are often weak. Many cyberattacks can now be launched in less than 20 minutes thanks to AI-generated code and automated tools.
When basic protections like multi-factor authentication, secure passwords, and data access controls aren’t in place, your team becomes an easy target.
What This Risk Looks Like In Real Life
- Staff members share one login instead of using individual accounts.
- Passwords are reused or shared across the organization.
- Everyone has access to every folder “just to make things easy.”
This level of trust may feel friendly, but it puts sensitive client, donor, and employee data at risk. As Onset Solutions often sees with new nonprofit partners, the problem isn’t intentional neglect; it’s simply not knowing what the best security practices should look like.
How To Fix It:
Start with a “zero trust” mindset, where only the people who need access get it. Modern tools like Microsoft 365 offer strong security features at no extra cost; you just need the right setup.
2. Not Updating Software Or Operating Systems
Another major nonprofit tech mistake is failing to keep systems updated. According to recent research, 60% of data breaches happen because of unpatched vulnerabilities. This means the fix literally already existed, but it was never installed.
At Onset Solutions, we frequently see nonprofits running outdated versions of Windows, old QuickBooks installations, or software that hasn’t been updated in years. And while updates can be annoying, skipping them is like leaving your front door unlocked.
Why It Happens
- Staff assumes that updates install automatically.
- Leaders worry an update will “break something,” so they avoid it.
- Nobody is assigned to monitor or manage updates.
Meanwhile, ransomware attackers have gotten shockingly fast. Building ransomware used to take days, but now criminals can buy a kit online and deploy an attack in 15 minutes.
How To Fix It:
If you don’t have an IT partner, set a recurring schedule to manually check for updates. If you work with a managed service provider like Onset Solutions, updates are evaluated, tested, and installed for you, without disrupting your team.
3. Relying On Volunteers Or Part-Time IT Staff
Volunteers and part-time staff are the heart of many nonprofits, but when they’re also responsible for IT, it can create serious gaps.
Technology management is more than resetting passwords or fixing printers. It’s about strategy, security, and staying ahead of risks. Volunteers simply don’t have the time or expertise to do that, and they shouldn’t be expected to.
What Can Go Wrong
- No one is monitoring patching or security vulnerabilities.
- Tech decisions are made reactively instead of proactively.
- If the volunteer leaves, all institutional knowledge leaves too.
As one of Onset Solutions’ tech leads put it, volunteers often only “hit the tip of the iceberg” when it comes to IT needs.
How To Fix It:
Let volunteers support your mission, not manage your cybersecurity. Consider outsourcing IT to experts who can manage the behind-the-scenes responsibilities your systems depend on and free up volunteer time for other initiatives.
4. Giving Too Much Access To Too Many People
This is the most common “hidden” nonprofit tech mistake, and one most leaders don’t even realize they’re making. When a new SharePoint or Google Workspace environment is created, everyone is often given access to everything by default. The problem is that sensitive folders can easily fall into the wrong hands.
Real-World Examples From Nonprofits We’ve Worked With
- A staff member accidentally sees HR files containing Social Security numbers.
- A disgruntled employee deletes important accounting documents.
- Someone drags a folder to the wrong location without realizing it.
During one cloud migration, Onset Solutions discovered staff members who had access to highly sensitive folders without knowing it. After restructuring permissions, the nonprofit gained clarity and peace of mind.
How To Fix It:
Review file permissions at least twice a year. If you’re unsure where to start, tools like SharePoint and OneDrive let you view who has access to each folder and quickly remove or adjust permissions.
5. Failing To Train Staff On Cybersecurity Basics
Even with good technology, people can unintentionally create risk. In fact, 90% of cybersecurity breaches happen because of user error, and not broken systems.
Training doesn’t have to be expensive. Many nonprofits think cybersecurity training is a luxury, but tools like KnowBe4 cost as little as $4 per user per month.
Implementing Training Can Prevent
- Clicking on phishing emails
- Sharing passwords
- Falling for scam links
- Downloading suspicious attachments
How To Fix It:
Invest in affordable, ongoing cybersecurity training. Just one well-informed employee can stop a cyberattack before it spreads.
Bonus Mistake: Not Budgeting For Technology
A big problem for nonprofits is failing to plan ahead and waiting until something breaks before addressing it. This leads to emergency spending, inefficient systems, and avoidable downtime.
Onset Solutions helps nonprofits create proactive tech budgets that prevent surprises and support long-term efficiency.
Ready To Strengthen Your Nonprofit’s Technology?
If you want to fix these nonprofit tech mistakes and prevent new ones, Onset Solutions is here to help. Contact us today to discuss your IT needs and keep your mission protected.
