Waiting feels safe. When resources are tight and teams are stretched, holding off on big changes seems like the responsible choice. Better to wait until the budget opens up, the staffing crunch eases, or things calm down.
But for many nonprofits, that “perfect” moment never shows up.
“Wait-and-see” sounds safe, but it’s often riskier than change.
Our team knows that firsthand—because many of us came from nonprofits ourselves. We’ve been in those meetings where you have to pick between hiring a program lead or upgrading your tools. We know what it’s like to spend weekends pulling data from spreadsheets that don’t talk to each other.
We also know there’s another way.
Nonprofits are navigating a complex environment marked by funding uncertainties and increased demand for services. Factors such as provincial grant delays, shifting political landscapes, and economic fluctuations make long-term planning increasingly difficult.
Recent data highlights these challenges:
Despite these hurdles, nonprofits continue to demonstrate resilience and adaptability. Many are exploring innovative solutions, such as diversifying funding sources, leveraging technology to improve efficiency, and forming strategic partnerships to enhance service delivery. By proactively addressing these challenges, organizations can position themselves to better serve their communities and fulfill their missions.
Sometimes the decision isn’t up to you.
We’ve seen nonprofits pushed into urgent change because their core systems were suddenly unsupported, sunsetted, or no longer secure. There’s nothing strategic about that moment—it’s stressful, rushed, and expensive. And it often happens after months (or years) of just trying to get by.
These aren’t careless teams. They’re thoughtful, cautious, and doing the best they can with limited time and funding. But waiting too long can shrink your choices. Instead of having space to plan and budget for change, you end up reacting to a crisis.
As Andrew Horrow put it in a recent conversation:
“If you’re only making changes when you have to, you’ve already lost the breathing room to do it well.”
The good news? You can avoid the scramble by acting before you’re forced. A bit of planning now can save months of stress later.
Want to hear more from Andrew on this topic? Watch our recent webinar where he shares real-world insights on timing, systems, and how to make change before it’s urgent.
You don’t need to roll out a new system tomorrow. But you can start preparing—so that when the time is right, you’re ready.
The first step isn’t buying software. It’s getting clear on what’s working, what’s not, and what your team actually needs.
Here’s where to begin:
Once you’ve done that, start the conversation. Talk to internal stakeholders. Reach out to vendors. Gather ballpark pricing. These early steps make it easier to include system upgrades in next year’s budget without surprises or pressure.
“We’re trying to get the system to do the data entry so finance can focus on analysis.”
— Jennifer Hume, Pre-Sales Consultant, Sparkrock (and former nonprofit Director of Finance
When you plan ahead, you get to make the change on your terms—with time to choose the right solution, set the right pace, and bring your team along with you.
There’s never a “perfect” time. Budgets will always be tight. Teams will always be busy. But the sooner you start planning, the more control you have over the outcome.
Taking that first step now, before change is urgent, gives you room to plan with intention. You can build a realistic timeline, involve your team, and explore options that actually match how your organization works.
You don’t have to have all the answers. That’s why we’re here.
Whether you’re just beginning to think about new systems or already reviewing your options, we have tools, guides, and people who’ve been in your shoes. We can help you evaluate your needs, get clarity on costs, and build a plan that fits your pace.
Don’t wait until the decision is made for you.
Let’s start the conversation now, while you still have options and time on your side.
Book a quick chat with our team. We’ll walk you through it.