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How to Audit Your Current Tools

Updated: May 14




A clear, simple process for evaluating your nonprofit’s systems, software, and subscriptions—so you can cut waste and increase alignment

Sheree Cannon | Nonprofit Strategist & Consultant | Author

© Sheree Cannon. All rights reserved.

Introduction

Nonprofits often adopt tools quickly and with good intentions—an event platform here, a donor database there, maybe a project tracker, a team chat app, a volunteer scheduler… before long, it’s hard to remember what’s being used, what’s still helpful, and what’s just taking up budget and bandwidth.

This white paper walks you through a simple, step-by-step process for auditing your current tools. Not to judge or criticize—but to bring clarity. So your organization can streamline what’s working, release what isn’t, and move forward with more ease and alignment.

Why a Tool Audit Matters

Without regular review, you can end up with:

  • Duplicate or overlapping tools

  • Wasted subscription costs

  • Staff frustration or confusion

  • Incomplete or scattered data

  • Tools that no longer fit your size or scope

A tool audit brings visibility to your tech landscape—so your systems serve you, not the other way around.

“Your tools should feel like support—not stress.”
When to Audit Your Tools

  • Annually (as part of your budget review or strategic planning)

  • During leadership or development team transitions

  • When adding new systems or processes

  • If your staff seems overwhelmed or unclear on what to use

  • When you're trying to cut costs without compromising quality

The Tool Audit Process: Step-by-Step

Step 1: Make a Complete List

Start by listing every system, software, app, and tool your organization uses. Include:

  • Donor database / CRM

  • Email marketing platform

  • Online donation processor

  • Fundraising/event software

  • Grant tracking

  • Accounting/bookkeeping

  • Volunteer management

  • Project/task management

  • Internal communication

  • Surveys/forms

  • Design or social media tools

  • Anything else you’re paying for or using regularly

Step 2: Identify Ownership + Access

For each tool, ask:

  • Who owns this account or license?

  • Who uses it regularly?

  • Is there documentation or shared access info?

This step helps uncover any silos or gaps in knowledge that could cause disruption later.

Step 3: Ask the Right Questions

For each tool, evaluate:

  • Is this still being used?

  • Is it solving the problem we originally got it for?

  • Is it easy for the team to use and understand?

  • Does it duplicate the function of any other tool?

  • Are we using all the features we’re paying for?

  • Do we have the right subscription level?

  • Is it still aligned with our size, structure, and mission?

Create a simple scoring system (e.g., Keep / Replace / Eliminate / Investigate further).

Step 4: Look for Gaps and Overlap

You might discover:

  • Tools that do the same thing (e.g., two email platforms or databases)

  • Areas where no tool exists—but one is needed

  • Outdated or legacy systems that no one really understands anymore

Use this insight to make focused decisions—not out of urgency, but strategy.

Step 5: Decide What to Keep, Retire, or Replace

Group tools into:

  • Essential + Working Well

  • Needs Attention or Upgrade

  • No Longer Needed

  • Potentially Redundant

For anything you plan to retire, set a transition plan (including data backups, exporting info, and notifying users).

Bonus: Tips for Streamlining Going Forward

  • Create a master tools document – Include logins, use cases, owners, renewal dates.

  • Assign tool “owners” – Each platform should have someone responsible for its upkeep and training.

  • Schedule annual mini-audits – Keep it simple, but check in regularly.

  • Use fewer tools well – It’s better to fully use 3–4 strong tools than juggle 10 mediocre ones.

  • Document processes – Make sure new team members know what to use, when, and how.

Conclusion: Audit with Purpose, Not Panic

This isn’t about cutting everything or finding a perfect tech stack—it’s about clarity.

When your tools are aligned with your real needs, your team feels more focused, more empowered, and less overwhelmed. And that means more time, energy, and peace of mind to focus on what matters most: the mission.

A tool audit is a simple but powerful act of leadership. You don’t have to overhaul everything—just begin with what’s true.

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