Navigating the Salesforce Maze: 5 Pitfalls Nonprofits Should Sidestep for a Seamless Implementation
In recent years, OneTenth Consulting has significantly expanded its Managed Services business, supporting dozens of nonprofits in optimizing their Salesforce systems. Some of these organizations are in need of interim support between administrators, while others rely on us to act as their dedicated Salesforce team, providing consultative guidance while managing routine maintenance and enhancements. However, the vast majority of nonprofits we work with have come to us after poor experiences with other partners, seeking to course-correct.
In our study of each client’s original configuration, we’ve identified patterns of technical and business decisions that have led their implementations off track. And yet, despite these challenges, it’s incredible how much these nonprofits have accomplished over the years with less-than-ideal systems. As a way to guide those embarking on their own Salesforce journeys, we’ve compiled five key pitfalls nonprofits should avoid when starting a Salesforce implementation:
1. Get Aligned on Expectations
One of the most common reasons Salesforce implementations fail to meet expectations is that the initial expectations were unrealistic to begin with. As we often tell our clients, “if your only exposure to Salesforce is what you saw at Dreamforce, we need to have a conversation.” Salesforce is a powerful tool, but realizing its full potential requires time, resources, and often expert consulting. At OneTenth, we emphasize the importance of deep-diving with an “out-of-the-box” demo during the sales process, separating what is achievable in Phase 1 from long-term goals. Setting realistic expectations early on ensures a smoother journey and a clear understanding of what can be delivered immediately.
2. Start Slow and Take a Phased Approach
Every implementation partner might tell you to take it slow and implement in small phases, but in practice, many consulting firms push for larger scopes in an attempt to maximize billable resources. This can lead to overly customized systems and poorly integrated solutions that are difficult to scale or change. The reality is, no nonprofit can fully predict all of its needs at the start. Overbuilding too early often leaves organizations with complex systems that don’t align with their actual needs. By focusing on the most critical requirements first, using the system, and then iterating over time, nonprofits can make smarter customizations over time that address genuine organizational needs, getting more return on the investment.
3. Incorporate Breaks into Your Project Schedule
Nonprofits are out there solving the world’s most pressing problems, so they may not be experts in the systems development lifecycle or recent Salesforce innovations…nor should they be. Nonprofits need time to process requirements, validate design, develop test scripts, and understand how their operations will change with a new system. Conventional project methodologies often overlook this need for breaks, leaving nonprofits scrambling to catch up or sacrificing key tasks like testing and training. Nonprofits face unique challenges—ranging from humanitarian crises to natural disasters that need response at any point in time—all of which can require staff to pivot quickly. We encourage nonprofits to build pauses into their project timelines, allowing time for reflection and adjustment, ensuring no aspect of the implementation is rushed.
4. Avoid Over-Architecting Your Solution
While Salesforce offers endless customization options, it’s important to recognize that the Nonprofit Success Pack (NPSP) and Nonprofit Cloud are built with input from the nonprofit community. They come pre-configured with many nonprofit best practices. Customizing beyond what’s provided should be done cautiously. We’ve seen too many organizations create custom objects that unnecessarily complicate their system. Before making changes, ask yourself: Is there a reason to deviate from best practices?
5. Partner with a Nonprofit-Focused Firm
A key reason many Salesforce implementations fail is the lack of nonprofit-specific expertise from the implementation partner. Nonprofit terminology, workflows, and best practices differ from for-profit organizations, and without understanding these, consultants can create systems that are overly complex or misaligned with the nonprofit’s needs. While pro bono consulting or volunteer support can be tempting, without the appropriate industry expertise, these implementations often lead to significant challenges down the road. Organizations that partner with firms experienced in nonprofit Salesforce implementations set themselves up for long-term success.
Salesforce has the potential to revolutionize nonprofit operations, but only if it’s implemented thoughtfully and aligned with an organization’s needs. At OneTenth Consulting, we pride ourselves on not only fixing previous implementation issues but also setting our clients up for future success. By avoiding these common pitfalls and taking a strategic, phased approach, nonprofits can ensure their Salesforce journey is smooth, scalable, and sustainable.~
Rubin Singh is the Founder & CEO of OneTenth Consulting. OneTenth works exclusively with nonprofits, implementing Nonprofit Cloud and NPSP, as well as offering managed services for ongoing support and change management. OneTenth leads with empathy, shaping methods and techniques to each organization’s unique needs and resource constraints. Check out OneTenth’s services and schedule a free phone consultation today!