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Change Management for Nonprofits: How to Drive ERP Adoption and Success


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Implementing a new ERP system is a major milestone for any nonprofit. But technology alone won’t guarantee success. It's estimated that 70% of system implementations fail due to poor user adoption. For nonprofits—where resources are limited and staff wear multiple hats—change management is essential.


To ensure success, focus on three pillars:


  • Stakeholder Engagement

  • Clear Communication

  • Effective Training


Together, these elements form a strong foundation for lasting transformation.


Stakeholder Engagement: Start Early and Stay Inclusive

Engaging the right people from the beginning builds trust and momentum. Successful ERP adoption starts with identifying all stakeholders—internal teams, external partners, and governance bodies.


Who to Include:

  • Internal: Finance, Programs, Development, Senior Leadership

  • External: Vendors, Auditors

  • Governance: Board members, Finance Committees


Practical Tips:

  • Map stakeholders early to understand who will be impacted.

  • Involve skeptics in testing and decision-making—they may become your strongest advocates.

  • Pilot the system with a small group to identify issues before full rollout.


Communication: Keep Everyone Informed and Aligned


Clear, consistent communication reduces resistance and builds trust. It ensures that everyone—from program managers to board members—understands what’s happening and why.

“The objective is to make sure all key stakeholders know what’s going on at every point in the process.”  — Lisa Toback, Head of Consulting Services, Kiwi Partners

Best Practices:

  • Share regular updates (weekly is ideal) on progress and next steps.

  • Use multiple channels: Email, Slack, team meetings, newsletters.

  • Tailor messages to different audiences—program staff care about reporting, while boards focus on strategic outcomes.

  • Celebrate milestones to build morale and reinforce progress.


💡 Tip: During training, show the full workflow. Many staff don’t realize how their role impacts the broader process.

 

Training: Empower Users to Adopt and Thrive

Training is where change becomes real. Without it, even the best system can fail. A thoughtful training strategy ensures users feel confident and supported throughout the transition.

“Training is what moves you into the success zone.” — Lisa Toback, Head of Consulting Services, Kiwi Partners

What to Include:

  • Before go-live: Intro sessions, FAQs

  • During go-live: Hands-on workshops, live support

  • After go-live: Office hours, refresher sessions


Practical Tips:

  • Train all users, including indirect users like assistants and volunteers.

  • Offer flexible formats: Live sessions, recordings, guides, FAQs.

  • Provide ongoing support—adoption is a journey, not a one-time event.


 Nonprofit Success Story: Achieving Financial Accuracy Through Training

A large national nonprofit with 100+ AP approvers and 400+ expense users discovered their systems weren’t syncing with their ERP, leading to incomplete financial data and risky decision-making.


To address this, the organization:

  • Mapped all stakeholder groups

  • Developed a cross-functional training plan

  • Focused on user experience and post-launch feedback


Result: The system synced successfully, enabling accurate financial reporting, timely month-end closes, and high user satisfaction—all driven by strategic training and stakeholder alignment. 


Why Change Management Matters for Nonprofits

Change management is more than a checklist—it’s a strategy for success. When stakeholders are engaged, communication is clear, and training is strong, nonprofits can:


  • Improve system adoption

  • Reduce errors and delays

  • Free up time for mission-critical work

  • Make data-driven decisions with confidence

 

🎁 Free Resource: Change Management Checklist for Nonprofits

Make your next ERP implementation smoother with our Change Management Checklist. This free resource helps you:


  • Identify key stakeholders

  • Plan your communication strategy

  • Build a comprehensive training roadmap



This article is part of our series expanding on insights from our webinar, Finance Systems for Nonprofit Leaders.


Explore the rest of the series to learn how to approach system selection, implementation, and long-term optimization with confidence.


👉 [Read more articles in the series ›] Coming soon


💬 Let’s Build a Strong Foundation for Change

Whether you're planning a new ERP rollout or optimizing an existing system, we’re here to help—before, during, and after go-live. Contact us.

 

 
 
 

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