How to Use the Better Impact ROI Calculator: A Step-by-Step Guide

Calculating the return on investment (ROI) for Volunteer Management Software (VMS) is crucial for demonstrating the value and efficiency gains for your organization. The Better Impact Volunteer Software ROI Calculator provides an easy-to-use tool to measure these benefits.

Here’s a step-by-step guide to help you get the most out of this tool:

Step 1: Access the Calculator

Visit the Better Impact ROI Calculator page.

Step 2: Gather the necessary data

Rest assured that any information you enter into the calculator is only visible to you while you are on this page. It is not stored for you or anyone else to access later. It's perfectly fine to use approximate values.

Collect the following information:

• Your annual salary or if multiple people work in managing volunteers, the total annual salary in your department ). IF you have volunteers helping with administrative work, the wage equivalent value of their time should also be included.
• The annual volunteer software subscription cost. To obtain this figure, refer to our Pricing Calculator for Volunteer Impact. Current Time Spent: Estimate the average time spent on administrative tasks. For example, consider activities such as onboarding, training, scheduling, reporting, and communication with volunteers.

Step 3: Input Basic Information

Input the information to estimate potential time savings with the new software. Select the frequency that best matches your data: daily, weekly, monthly, quarterly, or yearly. Choose the one you're most familiar with.

This part requires you to consider the time spent on:

• Typing application form data - Estimate the time needed to manually input volunteer application forms into your system, ensuring all information is accurately captured for future reference and processing.
• Onboarding administration - Assess the time required to manage the onboarding process for new volunteers, which includes setting up profiles, scheduling interviews, sending individual invitation letters or emails, manually re-arranging applicants as needed, and tracking their progress through the onboarding stages.
• Conducting in-person training - Review the time invested in organizing and delivering in-person training sessions for volunteers, covering everything from preparation to the actual training delivery. While some training can only occur in person, is there training that could be delivered virtually if you had a system to manage it? If so, how much time would you save?
• Exporting addresses to email volunteers - Calculate the time spent on exporting volunteer contact details from your database or spreadsheets, preparing them for email communications.
• Scheduling volunteers – Consider the time dedicated to creating and managing volunteer schedules, coordinating availability, and ensuring coverage for various tasks and assignments.
• Entering volunteer hours data – Determine the time involved in logging volunteer hours into your system, ensuring accurate tracking of their contributions and service duration.
• Updating volunteer profile information – Evaluate the time required to regularly update and maintain accurate volunteer records, including contact details, skills, availability, and any other relevant information, ensuring that profiles are current and useful for effective volunteer management.
• Creating reports – Consider the time invested in using spreadsheets or other tools to create, update, and store useful reports.
• Tracking the status of volunteer certifications or credentials – Assess the time required to monitor and update the status of volunteer certifications or credentials, ensuring they meet compliance requirements and remain up to date.
• Internal communications about volunteers - Reflect on the time spent coordinating and sharing information within the organization regarding volunteers, such as their availability, assignments, and progress, to ensure smooth operations and alignment among team members.

Step 4: Review Results

After entering your data into the Better Impact ROI Calculator, you’ll receive an analysis, which includes three key metrics:

• Estimated total potential time savings: This metric shows the cumulative hours saved per year by using the volunteer management software. It's a direct reflection of the efficiency gains and reduction in administrative workload.
• Monetary value of the staff time saved: This figure translates the time saved into a financial value, based on the salary or the average salary in your department. It helps quantify the cost savings in a way that’s easily understandable and relatable.
• ROI Percentage: The ROI percentage compares the cost of the software against the monetary value of the time saved. A higher ROI percentage indicates a more significant return on your investment, showcasing the financial viability and benefits of adopting the software.
• Downloadable PDF Report: At the end of your analysis, you can download a PDF report summarizing all your inputs and the calculated ROI. This report is a handy tool for sharing your findings with stakeholders and for keeping a record of your assessment.

Step 5: Making Decisions Based on the Results

After analyzing the data and reviewing the results provided by the Better Impact ROI Calculator, it's time to make informed decisions regarding your volunteer management software investment. The results will provide a clear picture of the potential financial and operational impact of adopting the software.

How to Interpret the Results of the Better Impact ROI Calculator?

• Positive ROI: If the ROI percentage is positive and significant, this is a strong indicator that investing in the software will yield tangible benefits for your organization. A positive ROI means that the time savings and efficiency gains from using the software outweigh the costs, leading to financial savings and potentially even freeing up resources for other strategic initiatives. This result should give you confidence to move forward with the investment, knowing that it will enhance your organization’s productivity and overall impact.
  • Next Steps: With a positive ROI, consider how you can further optimize your volunteer management processes using the software. Think about additional features or modules that could be added to further improve efficiency such as Client Impact. Additionally, share the ROI findings with key stakeholders to secure buy-in and demonstrate the value of this investment. You may also want to talk to us about setting up a free trial to test the software's effectiveness in real-world conditions before full implementation.
• Negative or Low ROI: If the ROI percentage is negative or low, it indicates that the cost of the software might not be justified by the time savings or efficiency gains. However, this doesn’t necessarily mean that the software isn’t a good fit. It may suggest that certain assumptions or inputs need to be revisited.
  • Next Steps: Begin by reviewing the data you entered in the calculator. Were the time estimates accurate? Did you consider all relevant tasks and processes that could benefit from the software? If the data appears accurate, consider the following strategies:
    • Consider non-monetary benefits: While the calculator focuses on financial ROI, remember that volunteer management software can also bring qualitative benefits, such as enhanced volunteer engagement, better data accuracy, and improved decision-making. Reflect on whether these intangible benefits might justify the investment.
    • Long-term perspective: Consider the long-term impact of adopting the software. Although in a few cases the immediate ROI might seem low, the software could bring significant value over time as it helps your organization grow, adapt to new challenges, and manage volunteers more effectively.

Final Thoughts

Investing in a volunteer management software solution like Better Impact goes beyond just the numbers. It’s about enhancing your organization’s ability to engage volunteers more effectively, modernize operations, and ultimately focus more energy on your mission. As you consider this investment, think about the long-term impact on volunteer satisfaction, retention, and the ability to scale your volunteer program(s). A robust software solution can be a catalyst for growth, allowing you to dedicate more time to strategic initiatives while reducing the administrative burden on your team. To see how other organizations have successfully demonstrated their ROI, explore our real-life case studies and discover the tangible benefits that Better Impact Volunteer Management Software can bring to your organization.

If you're ready to discover a more effective approach to managing your volunteer programs and achieving your organization's goals, take a look at The Ultimate Guide to Choosing a Volunteer Management Software.