Dealing with system sprawl
I spoke with two clients last week who were lamenting the same problem. Maybe it will sound familiar to you too.
It goes like this:
We're using a different system for every little thing. It's all spread out, and we really have a tough time with reporting, analysis, and moves management.
And they're right.
Imagine using EventBrite for events, MailChimp for mailing lists, Google forms for volunteer sign ups, SurveyMonkey for program inquiries, and 5 other systems for other things.
All while you're running CiviCRM as your central CRM.
How did this happen?
Interestingly, both of these organizations are in a similar situation:
They've been using CiviCRM for several years.
They each recently merged with a larger organization with an overlapping mission.
After the merger, they each saw the departure of their in-house CiviCRM expert, who had pioneered the use of CiviCRM and its ongoing development within the organization.
So what they have in common now is:
A powerful centralized CRM;
A whole new set of departments, programs, staff, and business functions;
A collection of disparate systems that were used pre-merger by the larger organization; and
A staff member who's responsible for their CiviCRM situation but who’s still learning what it can do.
What to do?
Just as interestingly, they've decided to take a similar approach to solving this problem:
One program at a time, I'm working with them to identify priorities, design a strategy, and then configure CiviCRM to support that program in place of one of their many "one-off" systems.
It's the "start small" approach I've described here recently.
If they wanted, they could also go for the "start big" approach. We discussed that, with all its pros and cons, and it turned out that starting small was a better fit for both of them.
Here's the thing:
Big sprawling disjointed systems can make for real organizational headaches.
But trying to solve it all at once can seem like too much to take on.
Starting now and starting small can take a little longer, but it’s a great way to increase usability, efficiency, and effectiveness, one step at a time.
All the best,
A.