Inclusive Integration: Building a Tech Stack That Works for Everyone
'I wasn’t included in the decision.' 'I don’t know how to use the system.' 'We still have to meet weekly just to get the information.' These are all real things I’ve heard from staff as a transitional executive. They’re not just complaints; they’re glaring signs that the tech stack wasn’t built inclusively, and the result is low adoption, low morale, and ultimately, low impact.
The Core Problem: Exclusion, Not Just the Tool
In Article 1, we established that "Tech Before Strategy is a Recipe for Disaster." In Article 2, we linked effective internal systems to your ability to drive systemic change. And last week, we untangled the CRM vs. Donor Management (and CMS) conundrum, highlighting how misconceptions lead to fragmented solutions. The common thread in all these challenges, especially for small to mid-sized nonprofits? Lack of inclusive integration.
It's not just about getting "buy-in" after the decision is made. True inclusive integration means involving the people who will actually use the tools in the selection, design, and implementation process from the very beginning. As the CEO, even without a CIO, you are the orchestrator of this process. It’s not just about understanding their workflows and frustrations; it’s about valuing their insights as power users of your current (or future) systems.
Why the "Super User" Perspective is Your Secret Weapon
As someone who has navigated countless systems, I've seen that the real power users are often the ones in the trenches: the Programs Coordinator managing client data, the Communications Specialist updating the website, the Admin Assistant processing invoices. They know the current pain points, the workarounds, and what functionality would truly make their lives (and your mission) easier. Ignoring their input during a tech acquisition is like designing a car without asking the driver what they need. You might get a beautiful vehicle, but it won't go where you need it to.
Creating a Participatory Process: Examples in Action
Let's look at how to create a genuinely inclusive process, prioritizing functionality and gap analysis over chasing brand names. Remember, we're staying tool-agnostic – the best system is the one that fits your needs, not the one with the biggest marketing budget.
The "Sticky Note Brainstorm" Needs Assessment (Small Team):
The Old Way: CEO or Development Director researches "best CRMs" and presents a few options.
The Inclusive Way: Gather representatives from every team (even if it's just one person from each department in a 10-person org). Give them sticky notes or a shared digital whiteboard. Ask:
"What are your biggest pain points with our current systems (or lack thereof)?"
"What data do you wish you could track/access easily?"
"What reports do you need to generate regularly?"
"What daily tasks feel cumbersome or inefficient?"
Result: You'll uncover crucial needs, such as the Programs team needing to track client progress or the Finance team requiring specific accounting integrations, that a siloed Development-led search would miss. This informs your "Specs Doc" (your detailed requirements list, not just a sales brochure).
The "Day in the Life" Workflow Mapping (Mid-Sized Team):
The Old Way: Buy new email marketing software, then tell Communications, "Here, integrate this."
The Inclusive Way: When considering any new piece for your tech stack (like an email marketing platform or a new project management tool), sit down with the relevant staff and map their existing workflows.
Example: For email marketing: "Okay, Sarah, how do you currently get donor segments? What happens after an event registration? How do you track open rates and click-throughs? What's your ideal process?"
Identify Gaps: "Where does our current system break down? What manual steps are you doing? What functionality would eliminate these steps?"
Result: You quickly identify if a new tool will genuinely address existing bottlenecks or if it will simply add another layer of complexity. This helps you select a tool based on how its functionality closes your gaps, not just its brand name.
The "Test Drive & Feedback Loop" Selection Process (Any Size):
The Old Way: Decision-makers watch a demo, then pick.
The Inclusive Way: Once you've narrowed down a few potential systems based on your needs assessment and gap analysis, get your "super users" (the actual staff who will use it daily) involved in the demos and pilot tests.
Assign them specific tasks to complete within the demo environment.
Provide a structured feedback form: "Is this intuitive? Does it address our pain points? How does it integrate with “X” system? What are the biggest pros/cons for your work?"
Result: High adoption rates, fewer "I don't know how to use this" complaints, and a team that feels invested in the new system's success. They helped choose it, so they're more likely to champion it.
Your Tech Stack: A Well-Connected Ecosystem, Not a Scavenger Hunt.
Your systems should support your people, not the other way around, because even the best technology fails if your team doesn’t see themselves in it. By prioritizing inclusion and functionality from the start, you won't just acquire tools; you'll build a cohesive, powerful tech ecosystem that truly serves your mission and amplifies your impact.
The Takeaway: Build a technology ecosystem that empowers your entire organization. Let's explore how to create inclusive systems that drive collective success.
✍🏾 About the Author
TaKeisha S. Walker is a transformative nonprofit strategist, interim executive, and founder of T.S. Walker Strategies. With over 20 years of experience leading mission-driven organizations through growth, transition, and change, she helps nonprofits turn strategy into action through interim leadership, strategic implementation, and mission-aligned systems design.
A graduate of the Interim Executive Academy, TaKeisha is known for stepping into complex organizational moments—whether it’s activating a dormant strategic plan, building operational infrastructure, or aligning staff behind a bold new vision. Her work brings clarity, structure, and momentum to small and midsize nonprofits ready to deepen their impact.
📬 Looking for support during a leadership transition or struggling to implement your strategic plan? Let’s talk: twalker@takeishawalker.com