Free resource for African NGOs
The African NGO
Technology Checklist
30 questions to assess your organization's technology readiness — and a clear path to fixing the gaps, many of them for free.
Prepared by Dibia Solutions LLC · www.dibia.cloud · +2348165996623
Most African NGOs are running on technology that doesn't match the quality of their work. Personal Gmail accounts for donor communications. HR managed in WhatsApp groups. Programme data in spreadsheets that crash and get lost.
This checklist helps you identify exactly where the gaps are — and flags which ones can be fixed immediately, often at no cost.
Work through each section and tick what your organization has in place. At the end, use the scoring guide to understand your organization's technology maturity level and what to prioritize.
We use a custom domain email (e.g. name@ourorg.org) — not personal Gmail or Yahoo Critical
Google Workspace or Microsoft 365 is set up for our team Free for NGOs
Staff have shared cloud storage (Google Drive, OneDrive, or SharePoint) Free for NGOs
We have a shared organization calendar all staff can access
Video call tools (Zoom, Google Meet, or Teams) are in regular use Free for NGOs
Did you know? Free tools for your NGO
- Google Workspace (Gmail, Drive, Docs, Meet) — completely free for registered nonprofits
- Microsoft 365 (Teams, SharePoint, Office) — up to 75% off for nonprofits
- Zoom — 50% discount for nonprofits
We have a professional, functional website Critical
Our website loads quickly on mobile and low-bandwidth connections
Our website has clear programme and impact pages that demonstrate our work
Our website is updated at least once a month
We have an active presence on LinkedIn and/or Facebook
Why this matters
Funders increasingly research organizations online before making contact. A missing or outdated website signals organizational disorganization — regardless of the quality of your actual work. It is the single biggest credibility signal available to you.
We use a dedicated HR system — not Excel or WhatsApp Critical
Staff records, contracts, and documents are stored centrally and securely
Leave and attendance are tracked in a formal system with an audit trail
Payroll is processed in a proper system with records Critical
New staff onboarding follows a documented process
Beneficiary and programme data is stored in a proper database — not Excel Critical
M&E data is collected and stored systematically with an audit trail
We have a dedicated donor and partner CRM — not a spreadsheet Critical
Data backups are performed regularly and we have tested recovery
Sensitive beneficiary data is access-controlled
The data loss risk
The most common data loss events for NGOs: a staff member leaves and takes the spreadsheet. A laptop is stolen. A hard drive fails. Without centralized, backed-up systems, years of programme data and donor relationships can disappear overnight.
Accounting is managed in dedicated software — not Excel
We can generate donor financial reports quickly and accurately Critical
Budget versus actuals is tracked and reviewed regularly
Financial records are audit-ready at all times
Procurement and inventory are tracked systematically
All staff have reliable dedicated devices for their work
There is stable internet connectivity at our main office
Passwords are managed securely — not shared via WhatsApp
We have IT support available when devices or systems fail
Staff devices are protected with antivirus and security software
25–30 ticks
Excellent technology maturity. Focus on optimization and staying current.
18–24 ticks
Good foundation. A few key gaps to address — likely quick and affordable fixes.
10–17 ticks
Significant gaps present. Prioritize critical items — several are free to fix.
Below 10 ticks
Major gaps that may be affecting operations, credibility, and funding. Immediate action recommended.
Priority order: Start with items marked Critical — these have the highest operational impact. Then tackle Free for NGOs items — maximum value at zero cost.
Want help fixing the gaps?
Dibia Solutions works exclusively with NGOs and civil society organizations across Africa. We can check your eligibility for free software tools, help you apply, and implement the systems you need — at nonprofit pricing.
Book a free 20-minute discovery call
Print this checklist or save as PDF · Share freely with your team and partner organizations · © Dibia Solutions LLC