Mobile apps for NGOs - when is it worth investing in them?

Non-governmental organizations (NGOs) play a crucial role in societies worldwide. They support those most in need, fight for human rights, protect the environment, educate the public, and engage in numerous other activities addressing specific needs within local and global communities. Their primary goal is not financial profit, but rather the fulfillment of a social mission. In doing so, NGOs bridge gaps that neither the business sector nor public administration can fill.

Today, with nearly every aspect of life taking place online, NGOs cannot afford to fall behind. Digital transformation has reached nearly every sphere of our lives: in communication with loved ones, we increasingly rely on mobile applications and social media; we shop online; we learn and acquire knowledge through e-learning platforms. Rapid technological changes offer unprecedented opportunities but also present significant challenges. Non-governmental organizations must skillfully adapt to these changes to effectively achieve their statutory goals.

Many NGOs still operate in a traditional model, relying on mailings, stationary events, leaflets, and posters. Of course, such activities remain crucial especially when an organization’s beneficiaries include elderly people or those digitally excluded. However, in the face of growing competition for donors’ and media attention, without a solid online presence often supported by tools like a website, social media, or indeed mobile applications an organization might struggle to grow.

In recent years, mobile apps have become extremely popular tools for communication and interaction. Research shows that the vast majority of smartphone users utilize them to browse content, communicate via social media, and search for information. For NGOs, mobile applications offer enormous potential to directly reach volunteers, donors, beneficiaries, and individuals interested in the organization's activities.

However, not every NGO needs its own mobile app. Often, NGOs consider launching an app because it "sounds modern" or "other organizations are doing it too". Such an approach can lead to disappointment and unnecessary expenses if it isn't preceded by a thorough analysis of the organization’s needs, goals, and capabilities. In this article, we will try to answer the question of when it actually makes sense for an NGO to invest in creating a mobile application, what benefits can be achieved, what risks should be considered, and what alternatives might be explored.

The decision to create a mobile app should be based on several key premises:

1. Alignment with the organization’s mission and goals - the app must support or strengthen what matters most to the NGO;
2. A real need or problem to solve - the app should be a tool that addresses genuine challenges (such as facilitating contact with beneficiaries, improving volunteer management, or aiding fundraising);
3. Adequate resources - both financial and human. Developing an app is not just a one-time expense; it also involves subsequent promotion, maintenance, and regular updates;
4. A plan for development and promotion - an app that no one downloads or uses is worthless. To avoid this, it needs to be attractive to users and supported by effective marketing.

In the following sections of the article, we will take a closer look at factors influencing the decision to invest in a mobile application.

We will analyze the benefits an app can offer to an NGO and identify areas where it can be particularly useful. We will also discuss the costs and resources required for creating and maintaining it. Additionally, we will compare native and hybrid applications, as well as responsive websites, in the context of NGO tasks. We will highlight potential risks and conclude with a brief summary designed to facilitate the final decision.

We hope that after reading this article, every social activist, NGO manager, or volunteer interested in this topic will have a clearer picture of whether and how to invest in mobile applications. If you're considering whether this tool is right for you, we encourage you to continue reading.

Why do NGOs need digital transformation?

Changing societal expectations

Society is constantly evolving. A decade ago, face-to-face interactions, stationary events, and paper-based documentation were predominant. Today, there is an expectation to handle many tasks online - quickly and conveniently. This also applies to social assistance, education, consultations, and reporting needs or problems.

For example, younger generations, the so-called "digital natives", have grown up in a world dominated by the internet. For them, the natural channels for communication and action are smartphones and social media. Therefore, if an NGO wants to reach teenagers or young adults, it needs to be present where they spend their time - in mobile and digital spaces.

On the other hand, even older individuals are increasingly open to the opportunities offered by the digital world. Particularly in the context of the COVID-19 pandemic, many aspects of life have moved online and onto mobile devices. Of course, this doesn't mean that traditional forms of support have become obsolete - they remain crucial, especially for those affected by digital exclusion. However, developing virtual channels is becoming a standard that provides NGOs with flexibility and a broad reach.

New opportunities for reaching beneficiaries and donors

Non-governmental organizations frequently operate thanks to the generosity of donors and support from grant providers and business partners. To continue their mission effectively, they must communicate clearly and efficiently with their stakeholders. In the age of the internet and social media, reaching new groups can become significantly easier, but also more challenging, given the overwhelming amount of daily content users encounter online.

By developing their own mobile application, NGOs gain an additional channel to reach their audience directly. This means they're no longer fully dependent on social media algorithms or policies set by external platforms. Instead, organizations can independently manage their relationships with users (e.g., by sending push notifications, enabling quick donations, or publishing educational content).

Competing for attention online

Currently, every brand, company, or organization competes fiercely for internet users' attention. The ability to intrigue, retain attention, and persuade users to take specific actions (such as donating or joining campaigns) is crucial. NGOs that previously relied primarily on traditional forms of promotion may fall behind if they don't ensure a strong and professional online presence.

Remember, users online expect high-quality content, fast-loading pages, and convenient tools. If an NGO aims to be perceived as professional and effective, it's essential to invest in robust digital infrastructure. A mobile application could become one of the key elements of this infrastructure alongside a website, social media channels, and newsletters.

Digital transformation doesn't just mean moving activities online. It's about fundamentally changing your approach to work, communication, collaboration with volunteers, beneficiaries, and donors. A thoughtfully planned and implemented digital transformation strategy allows NGOs to harness new technologies to boost their effectiveness, expand their reach, and enhance engagement. Thus, a mobile application, combined with other communication tools, can yield measurable results.

Mobile applications in NGOs - when are they worth considering?

The decision to create a mobile application should be carefully considered and based on the genuine needs of the organization and its stakeholders. Not every NGO-especially smaller ones operating locally needs its own application. However, in certain cases, an app might be key to growth and expanding reach. Several criteria are worth analyzing.

Alignment with mission and statutory objectives

The first question the organization should ask itself is: "Will a mobile app help us fulfill our mission and statutory objectives?".

For example, if an NGO is dedicated to environmental education, an app could share knowledge, organize virtual challenges (e.g., "do something good for the planet"), track user progress, and motivate environmentally friendly actions. If the organization's primary goal is supporting people with disabilities, an app could include features facilitating communication with volunteers or quick reporting of urgent needs.

In short-the more closely an app aligns with an NGO’s core activities, the greater the chance it will be practical and popular among its users.

Size and scope of the organization

Another important factor is the organization's scale. Larger NGOs that operate in multiple locations typically have greater demand for tools to manage volunteer work, communication, data collection, and analytics. In these cases, a mobile application can significantly streamline organizational and communication processes.

Smaller organizations, specializing narrowly and with limited resources, might also benefit from an app if it's precisely tailored to their needs. For example, an app might facilitate communication with a specific beneficiary group or offer local services (e.g., a directory of support resources in a region). However, it's crucial to ensure the scope and goal of such a solution remain realistic and justified.

Type and frequency of activities

NGOs that organize numerous events, training sessions, social actions, or campaigns typically have a greater need for quick and efficient communication. Here, a mobile app could act as a virtual assistant-informing volunteers and participants about dates, schedule changes, or enabling easy sign-ups for shifts.

On the other hand, organizations primarily involved in advisory or intervention-based activities might use an app for client interactions. For instance, an NGO assisting victims of domestic violence could create an app featuring an emergency notification system with a discreet panic button.

However, if an NGO primarily conducts static activities with traditional communication methods like email or phone calls, it's worth reconsidering whether an application would truly bring significant value.

Target group - user profile

It's crucial not to overlook who the application is intended for. Are the main beneficiaries elderly individuals unfamiliar with new technologies, or perhaps young people who use apps daily? Does our organization have many volunteers spread across different cities who need a convenient tool for communication and information exchange?

Developing an app makes sense especially when there's a substantial group of potential users who will genuinely use it. This doesn't necessarily have to be tens of thousands of people for some NGOs, even a thousand active users can significantly support their activities. What's essential is that the application addresses these users' actual needs.

In summary, investing in a mobile application is justified if:

• it aligns with the organization's mission and statutory goals, supporting their implementation,
• the scale and frequency of activities require efficient, modern communication,
• target group (beneficiaries, volunteers, donors) genuinely needs and will actively use such a tool,
• the organization has sufficient financial and human resources to create, maintain, and promote the app.

If the answer to these points is "yes", it's worth proceeding to the next step: planning the application's functionalities, as described below.

Possible applications of mobile apps in NGOs

Many people associate mobile apps primarily with entertainment, online shopping, or social media. However, in the NGO sector, an app can become a powerful tool for improving operations, enhancing communication, and increasing engagement among volunteers and donors. Its potential is enormous and extends far beyond just providing information - it can be utilized for project management, organizing charity events, or educating communities on important issues. Below are some key areas where a mobile application can provide tangible benefits to NGOs.

Communication and education

One of the main objectives of NGOs is delivering information to those who need it or wish to support it. Mobile applications enable quicker and more personalized communication compared to traditional channels (like websites or mailing lists).

• Providing up-to-date information
  Thanks to push notifications, community members don't have to manually check what's new in the organization - announcements about new events or initiatives automatically reach them. This allows easy communication of upcoming training sessions, social campaigns, fundraising events, or important legal changes.
• Educational material
  Many NGOs focus on educational activities related to human rights, ecology, health, or combating social exclusion. An app can facilitate knowledge sharing through the publication of e-books, interactive quizzes, instructional videos, and even organizing virtual courses or webinars. Some content may be available offline, enabling users to access materials even without an internet connection.
• Surveys and forms
  Collecting opinions and data is crucial for any organization that aims to develop projects based on real needs. A mobile application can serve as an interactive platform for conducting surveys and social consultations. It only takes a few clicks for a volunteer or beneficiary to express their opinion on important issues (e.g., training needs, evaluation of activities, or suggestions for new initiatives). This allows NGOs to quickly gather essential data and better align their offerings with audience expectations.

Volunteer and community management

Volunteers are often the heart of non-governmental organizations-they dedicate their time and energy to implement diverse projects. Managing such a group can be challenging, especially if the NGO operates on a large scale (nationally or internationally). A mobile app can effectively streamline work and team communication.

• Event and campaign registration
  Traditionally, event registrations take place via emails, online forms, or phone calls. A mobile app enables instant confirmation of participation in an event - volunteers just need to click a "Sign up" button to join the participant list. Additionally, organizers can automatically generate confirmations, attendance lists, or reminders about event dates.
• Task lists and schedules
  Imagine an NGO organizing a large charity festival or a conference. Allocating tasks, setting shift schedules, coordinating the work of dozens of volunteers-all of these can be integrated into the app. Volunteers can see available tasks, choose the times and locations that suit them best, while organizers have clear insight into staffing status for each program element.
• Group communicator
  Instead of using multiple dispersed channels (Facebook Messenger, WhatsApp, Slack), the organization can provide volunteers with an integrated communicator within the app. Sharing important files (such as regulations or documents to fill out) or quickly arranging action details happens in one place. Such a communicator can also include video conferencing modules, facilitating online meetings.
• Push notifications
  In urgent situations (e.g., the need for additional volunteers, a change in the meeting place), quickly sending notifications to all registered users can be crucial. Volunteers receive alerts directly on their phone screens, allowing them to immediately take action.

Fundraising and support acquisition

Funding is one of the biggest challenges faced by the NGO sector. Without stable sources of income, it's difficult to carry out long-term projects. A mobile app can significantly simplify both one-time fundraising campaigns and regular support (such as subscriptions or micro-donations).

• Online donations
  More and more people prefer fast payment methods like BLIK, Apple Pay, or Google Pay. Integrating these methods into the app means making a donation takes only seconds. This makes spontaneous fundraising actions (e.g., aiding victims of natural disasters) possible, quickly generating the necessary funds.
• Crowdfunding campaigns
  Crowdfunding relies on many people contributing smaller amounts that collectively make a significant impact. In the app, you can display specific fundraising goals and progress (e.g., "Fundraiser for building a well in Africa - 75% of the goal achieved!"). Users can see real-time updates and easily share information about the campaign on social media.
• Loyalty programs
  Creating a points system where users receive badges or points for specific activities (e.g., regular donations, event participation, recommending the app to friends) enhances engagement. This is an example of gamification in fundraising-additional "rewards" or benefits (even virtual ones) motivate users to support the organization more regularly.

Gamification and user engagement

Gamification is a trend increasingly adopted not only in business but also in the nonprofit sector. Leveraging mechanisms from computer games (earning points, competition, leveling up) naturally enhances motivation and makes actions more appealing.

• Social challenges and tasks
  A good example is an app that encourages users to adopt eco-friendly behaviors. Challenges such as "collect 5 kg of trash in your neighborhood within a month" or "cycle 100 km this week to raise funds for cause X" can be introduced. Users document their achievements in the app (e.g., photos, GPS statistics) and, in return, earn points or virtual badges.
• Badges and rankings
  Nothing motivates like recognition for one's effort. Earning virtual titles ("Super Volunteer," "Eco Hero") or climbing rankings of the most active users encourages further engagement. It's important that these recognitions are clearly connected to the organization's mission and actual impact on the community.
• Community and integration
  Successful mobile games often build a community of fans who exchange tips and compete for high ranks. NGOs can adopt a similar approach-regular volunteers, donors, and supporters gain a space to interact, celebrate achievements, and support each other. Thus, the app becomes not only a tool but also a platform for building relationships.

Streamlining administrative activities

Many NGO activities involve tedious administrative procedures: filling out forms, collecting signatures, storing documents, or reporting to funding institutions. A mobile app can significantly relieve the team of these burdens, allowing them to focus on their core mission - helping others.

• Forms and databases
  For instance, an organization recruiting volunteers annually completes dozens of paper surveys. Instead, the entire process could be migrated to an app. Candidates enter their information directly into the app, and the system automatically saves it into a secure database. A similar approach can be adopted when collecting beneficiary data or applications for support programs.
• Document management
  Regulations, volunteer agreements, or informational brochures can be stored digitally, allowing volunteers or beneficiaries access at any time. This eliminates the need for printing and manual signing of most documents, resulting in savings of time, money, and paper.
• Analytics and statistics
  Good mobile apps include analytical modules that collect data about user activity. This enables the organization to track which features are most popular, what percentage of users participate in events, how many people donate, etc. Such insights help inform decisions and optimize activities (e.g., discontinuing ineffective features or expanding the most popular ones).

Transparency and reporting

Lack of transparency is a common criticism directed at many organizations-both business and nonprofit. To build trust, NGOs should clearly demonstrate how collected funds are used and what impact their actions have. A mobile app can become the central place where such information is presented in an accessible format.

• Financial report presentation
  App users can visit a "Finance" section at any time and view charts showing how collected funds have been utilized. Transparent infographics can illustrate the ratio of administrative costs to funds directly allocated to aid.
• Project progress updates
  If a project is divided into multiple stages (e.g., building a school, conducting training sessions, delivering medical equipment), the app can continuously update progress. This allows everyone who supported the project to see the tangible impact of their donation, encouraging continued support.
• Contact with donors
  The app provides opportunities for direct communication: donors can ask questions, receive special thanks, or personalized notifications about new initiatives. Such interactions strengthen their sense of participation in the organization's mission.

All the functions above can be freely combined and tailored to the specific needs of an NGO. One organization might require a tool for recruiting and managing volunteers; another may need an extensive educational and training system, while yet another focuses on effective fundraising and donor relations.

It's crucial to conduct a preliminary needs analysis to avoid "overloading" the app with unnecessary features, which would increase the budget and implementation time. Often, the best approach is to start on a smaller scale (MVP - Minimum Viable Product), then expand the app as user engagement and available resources grow.

It's also worth remembering that the mobile app should complement other communication channels: website, social media, newsletters, or traditional forms of contact (e.g., phone). A well-designed ecosystem allows diverse user groups (young people, seniors, people with disabilities) to choose the most convenient way to interact with the organization.

Ultimately, creating a mobile app offers the opportunity to build a dynamic community around an NGO’s mission, increase transparency of activities, and effectively raise essential funding. Although it requires investment in time and resources, for many organizations, it can become a critical tool for development, especially in a world where most social, educational, or recreational activities are shifting to the digital realm of smartphones.

Cost analysis and resources required for creating and maintaining an app

Implementing a mobile application in an NGO is an investment that needs careful planning. Organizations often focus only on the initial creation costs, overlooking other critical factors such as promotion, maintenance, development, and updates. Below we present an overview of key cost areas and the necessary resources for such a project.

Preparatory costs (market research, concept development)

Before starting the development process, it's beneficial to conduct:

• needs and requirements analysis: identifying target groups, app features, and defining social and organizational objectives,
• market research: verifying if similar applications already exist, analyzing their performance, and identifying solutions that can be adopted or improved,
• consultations with stakeholders: volunteers, donors, and beneficiaries can help identify the most essential features.

The costs of these activities depend on the scale of the analysis and possible involvement of external experts (e.g., research agencies). This phase can cost from several thousand to tens of thousands PLN, but if executed correctly, it significantly optimizes the project and saves substantial resources later on. Smaller organizations can undertake some research internally, which reduces costs but consumes staff or volunteer time. A good idea is to use external experts and workshops, such as the so-called product discovery workshop.

Design costs (UX/UI)

Once it's clear what functionalities the app should have, it’s time for user interface (UI) and user experience (UX) design. These elements determine whether the app will be intuitive and pleasant to use, thus ensuring regular engagement by users.

• Wireframes and prototypes: typically created using specialized tools (e.g., Figma, Sketch, Adobe XD) to visually represent the application concept.
• User testing: representatives of the target audience should evaluate the initial designs and provide feedback.

The cost depends on the project's complexity, the sophistication of tests and research conducted, and the number of screens in the app. Usually, costs range from several thousand to tens of thousands dolars. The more complex and customized the app, the more time and resources must be dedicated to the design phase.

Development and testing costs

The most resource- and cost-intensive part of the process is the development (programming) and testing of the application itself. Depending on the technology chosen (native, hybrid, cross-platform), the time and cost will vary.

• Native apps (separate for iOS and Android) require two development teams (or a single versatile team), usually resulting in higher costs, but also delivering the highest quality and performance.
• Hybrid or cross-platform apps (e.g., React Native, Flutter) allow creating a single codebase for both systems, often cheaper and quicker to maintain but sometimes at the expense of slightly lower performance.

Testing involves functional, performance, security, and compatibility tests with different operating system versions. Ensuring high quality is crucial because bugs and application failures can quickly discourage users.

Comprehensive development and testing of a mobile app can cost anywhere from tens of thousands to several hundred thousand PLN, depending on the features and requirements. A key factor is limiting the initial scope (MVP) and tailoring functionalities to real user and team needs.

Implementation and app store publishing costs

After testing is complete, the next step is deployment and publication in app stores (Google Play, App Store). This process includes:

• preparing graphics and descriptions for stores,
• setting appropriate categories and keywords (ASO - App Store Optimization),
• possible fees: a one-time registration fee for Google Play (USD 25), and an annual developer account fee for Apple App Store (USD 99).

Maintenance and updates

Creating the app is just the beginning. To keep it attractive and functional, ongoing activities are essential:

• Regular updates: introducing new features, fixing bugs, and adapting to changes in iOS and Android systems;
• Technical support: responding to user reports and addressing compatibility issues;
• Further development: as the NGO grows and its needs evolve, the application should evolve as well.

Maintenance costs can range from several hundred to several thousand dolars per month, depending on the project's size and operational scale. Often, a dedicated team or at least one responsible person is necessary to coordinate actions with external software providers.

App marketing

Even the best application will not fulfill its purpose if nobody knows about it. Therefore, promotional activities are essential, such as::

• Social media campaigns: advertisements, posts, stories, encouraging influencers to promote the app;
• Email marketing: informing existing donors and volunteers about the new tool;
• Events and conferences: presenting the app during industry events, local gatherings, or meetings with partners;
• Content marketing: creating valuable content that attracts users' attention and encourages app downloads (e.g., blog articles, infographics).

The marketing budget depends on the reach we aim to achieve. For NGOs, it usually relies on smaller funds, but well-planned promotional actions (often with help from volunteers and partners) can significantly reduce costs.

Alternatives to mobile apps: responsive website vs. native app vs. hybrid app

Before we discuss in detail the potential benefits and risks associated with creating a mobile application for an NGO, it is worth exploring alternative solutions. In some cases, a responsive website may be sufficient, while in others, a hybrid app could be more appropriate.

Responsive website

A responsive website (RWD - Responsive Web Design) is a website that automatically adjusts to the screen size of the device on which it is displayed.

• Advantages:
  • lower creation and maintenance costs compared to an app,
  • accessible from all devices with an internet browser (no installation required),
  • easy content updates (e.g., through a CMS).
• Disadvantages:
  • lack of access to advanced device features (e.g., push notifications or direct camera access within an app),
  • limited options for customizing user experience (UX),
  • requires internet connection - although apps typically require this too, certain app content can be stored offline.

A responsive website is often sufficient for NGOs whose primary goal is presenting information, publishing news, and receiving online form submissions. If the organization does not need advanced functionalities or intensive use of mobile device capabilities (like geolocation or push notifications), an RWD website may be the optimal choice.

Native application

A native application is software developed specifically for a particular operating system, such as iOS (using Swift, Objective-C) or Android (Kotlin, Java).

• Advantages:
  • highest performance and speed of operation,
  • access to all device features (camera, GPS, microphone, accelerometer, etc.),
  • ability to send push notifications, increasing user engagement,
  • enhanced user experience tailored specifically to the operating system.
• Disadvantages:
  • higher costs and longer development time (separate apps required for Android and iOS if coverage of both platforms is desired),
  • maintenance and updates are more time-consuming and expensive.

Native apps are often chosen by large organizations that have sufficient financial and human resources, and at the same time require advanced functionalities and high performance. If an NGO needs to make intensive use of device features (such as real-time geolocation, image recognition, integration with other native services), a native application will be the right choice.

Hybrid application / cross-platform

Hybrid apps (e.g., Ionic, Cordova) or cross-platform apps (e.g., React Native, Flutter) are solutions that allow you to create one code base for iOS and Android.

• Advantages:
  • one code base for different systems, which can reduce costs and development time,
  • relatively easier maintenance and updates (due to unified technology),
  • ability to access device functionalities (although not always as extensively as native applications).
• Disadvantages:
  • sometimes lower performance compared to native apps (though technologies like Flutter or React Native come very close to native performance),
  • dependency on libraries and plugins, which require regular updates and strong community support.

Hybrid solutions can be an excellent compromise for NGOs that need advanced functionalities (such as push notifications, camera integration, or mobile payments) but do not want to bear the full costs of developing and maintaining two separate native applications.

Potential benefits and risks of developing applications in NGOs

Developing a mobile application is an opportunity to elevate a non-governmental organization in terms of communication, operational effectiveness, and building lasting relationships with stakeholders. However, it is important to keep in mind that this path is not without challenges. Implementing an application involves costs, investment of time, and human resources, and sometimes can yield outcomes opposite to the intended ones. Below, we present both the benefits of having your own application and the risks worth considering before starting the project.

Benefits

1. Increasing community engagement

One of the greatest challenges facing non-governmental organizations is maintaining attention and continuously engaging volunteers, donors, and beneficiaries. Competition for users' time and interest grows as the number of available apps, games, and social media platforms increases.

• Push notifications: sent at the right time, these can effectively remind users about upcoming events, invite them to participate in surveys, or prompt small donations;
• Interactive features: implementing gamification mechanisms (such as challenges, rankings, badges) and community modules (chats, forums, groups) helps users feel part of a broader initiative;
• Personalized content: based on a user's activity history within the app, content can be tailored to individual needs (for example, showing volunteers notifications about available shifts near their location, or informing donors about new ways they can help).

2. Simplifying communication

Many NGOs use multiple communication tools: emails, SMS, social media, project and volunteer management platforms. Such fragmentation of information can be troublesome, especially when it's necessary to quickly deliver important messages to a large audience.

• All in one place: the app can serve as a central communication hub, gathering messages, events, educational materials, and documents;
• Easier event management: instead of using separate online registration forms or sending announcements via SMS, detailed event information and registrations can be provided directly within the app;
• Unified channels: reducing the number of tools to one clear communication system simplifies operations for both organizational staff and volunteers.

3. User convenience

Today's audiences are accustomed to user-friendly interfaces and instant access to information directly at their fingertips - on their smartphones. A mobile app, designed with strong UX/UI principles in mind, can significantly enhance the comfort of interacting with NGOs.

• Intuitive navigation: users can quickly find the content they're interested in (such as volunteer opportunities, news, or upcoming events);
• Easy payments: integration with popular payment methods (BLIK, Apple Pay, Google Pay, etc.) makes financially supporting the organization exceptionally simple and fast;
• Offline access: in certain cases (for example, educational materials, instructions, guides), some content can be made available without an internet connection, improving the app’s usefulness in the field.

4. Modern image

In today’s digital world, an organization perceived as innovative and open to new technologies can attract attention from media, potential sponsors, and younger generations.

• Credibility and professionalism: operating with modern tools can enhance the trust of donors (especially corporations or grant-making institutions);
• Easier reach to young volunteers: the so-called "digital natives" generation prefers mobile solutions and primarily searches for information in apps or on social media.

5. Improved data management

Information is one of the most important assets of modern organizations. This is particularly true for NGOs, which often need to manage data about beneficiaries, volunteers, donors, and partners.

• Centralized database: all information (e.g., volunteer profiles, financial support data, action statistics) is stored in one place, facilitating access and analysis;
• Segmentation and personalization: the app can help segment users (e.g., regular donors vs. occasional donors) and deliver personalized content tailored to their preferences;
• Security: with appropriate safeguards (SSL certificates, data encryption, privacy policies), data processing can be as secure, or even more secure, than traditional paper documentation.

6. Potential process automation

Creating reports, tracking volunteer hours, managing project statistics-all these tasks can largely be automated through an app, enabling the organization to focus more on what truly matters: its mission.

• Forms and submissions: registering new volunteers, signing up for workshops, or submitting requests for assistance - all these processes can be automated;
• Report generation: the app can automatically generate financial summaries or statistics related to volunteer activity. It only takes a few clicks to produce a ready-to-send report;
• Project management: built-in modules for task planning, delegating responsibilities, tracking progress, and calendar synchronization can significantly save time and enhance efficiency.

Risks

1. Low number of downloads

Thousands of apps already exist in the market-the competition for user attention is fierce, and smartphone storage isn't unlimited. People often avoid installing additional apps unless they're sure these apps will bring real value.

• Lack of adequate promotion: even the best app won't succeed if people aren't aware it exists. A cohesive marketing strategy is essential (social media campaigns, emails, cooperation with influencers or media).
• Insufficient motivation to install: the app should offer a unique benefit (such as quick event registration, access to valuable materials); otherwise, users might prefer simply visiting the organization's website.

2. Lack of resources for maintenance and development

The costs of creating an app are just part of the overall expenses. Equally important is securing resources for ongoing updates, bug fixes, developing new features, and marketing.

• Technical maintenance: iOS and Android systems are regularly updated, so the app must remain compatible. This requires continuous work by a developer.
• Development: if an app doesn't evolve, users can quickly become bored with it. Adding new features, adjusting the interface to changing trends, or introducing personalization is an ongoing process that demands additional budgeting.

3. Incorrect matching of functionalities

It’s a mistake to create an app that includes dozens of features, none of which are fully refined or genuinely meet the real needs of the target audience.

• Form over substance: excessively complex apps often turn out to be unintuitive. Users become confused, and the organization doesn't achieve its intended goals.
• Lack of user testing: before launching the app to the broader community, it's worthwhile to conduct prototype tests with a group of volunteers, donors, or beneficiaries. Their feedback helps eliminate unnecessary features and further develop those most needed.

4. Technical issues and bugs

An app is software that can contain errors (bugs). If it’s not polished, users can quickly become discouraged, and fixing these issues may consume significant time and money.

• Poor optimization: an app that is slow, crashes frequently, or consumes excessive mobile data is a recipe for user abandonment.
• Lack of compatibility with different devices: screens with various resolutions, different Android or iOS versions, and older phone models - inadequate testing may result in some users being unable to comfortably use the app.
• Team lacking necessary expertise: some NGOs attempt to develop apps internally, without specialized programming knowledge. This often leads to products that are defective or difficult to maintain and expand in the future.

5. Excessive tools

Organizations often already have a website, Facebook profile, Slack for communication, and a project management platform. Introducing another channel without first considering a coherent strategy may only deepen the chaos.

• Fragmented communication: volunteers may become unsure of where to find the latest information (Facebook, email, app?), leading to misunderstandings and disorganization.
• Overlapping features: if the app duplicates functionalities already available in other tools, users will have no incentive to use it.
• Lack of integration: ideally, the app should integrate with other systems and databases (e.g., CRM, mailing platform) to avoid manually entering the same information multiple times.

How to minimize risks and increase chances of success?

1. Realistic needs analysis: before starting the project, thoroughly consider why your organization wants to create an app. What specific problems will it solve? Who will use it and for what purpose?
2. Thoughtful scope of functionalities (MVP): instead of implementing multiple extensive modules at once, start with a minimum viable product (MVP) containing only the most important features. Over time, based on user feedback, the app can be gradually expanded.
3. Testing with the target group: involving volunteers, donors, or beneficiaries in testing the prototype allows you to quickly identify potential issues and adjust any unintuitive elements.
4. Data security: in the era of GDPR and growing user awareness regarding privacy, NGOs must ensure proper data security (e.g., encryption, privacy policy, SSL certificates).
5. Appropriate marketing plan: informational campaigns, engaging content on social media, cooperation with influencers or industry bloggers - all these strategies can help reach potential users and encourage them to download the app.
6. Ongoing budget for maintenance and development: before starting the project, analyze whether the organization has resources to cover recurring costs such as developer account fees (in the case of Apple), data hosting, technical support, etc.

When considering the creation of a mobile application, it is essential to examine both the opportunities this solution offers (such as increased engagement, improved communication, or building a modern image) and the risks involved (ongoing financial investment, the risk of low download rates, potential technical issues).

The key to success is careful project planning, a well-thought-out strategy (including promotion and ongoing app maintenance), and most importantly-a strong focus on the real needs of users. Adopting this approach ensures the application becomes not just an attractive add-on, but above all, a practical tool genuinely supporting the activities of the non-governmental organization.

Summary

Imagine a non-governmental organization that captures the attention of the media, donors, and volunteers just as effectively as the world’s top global brands. Impossible? Not at all, the key is innovation. Today, the world is changing faster than ever, and with it, expectations for NGOs are growing. If you want your organization to stand out, consider creating a modern and user-friendly mobile app.

In this article, we’ve shown why mobile applications are becoming a cornerstone of effective communication, education, and fundraising in the nonprofit sector. We’ve revealed the secrets to planning and building a tool that isn’t just a trendy gadget but genuinely supports your mission. We’ve analyzed what to look out for when choosing technology - from responsive websites and hybrid models to native solutions. All so you can choose what best suits your needs and budget.

Here’s the essence of our findings:

1. Mission and needs:
   An app must solve real problems and support your core objectives. Without a clear goal, the project becomes an expensive gadget.
2. Budget and resources:
   Building, maintaining, and promoting an app is an ongoing process. Secure not only funding but also time and people.
3. Market research:
   Understand the expectations of volunteers, donors, and beneficiaries. Without solid analysis, it’s hard to create a tool that wins their hearts.
4. Promotion:
   Even the highest-quality app will go unnoticed without effective marketing. Push notifications alone won’t cut it a consistent, creative campaign is essential.
5. Alternatives:
   Limited resources or specific needs don’t mean giving up on innovation. A well-designed responsive site or cross-platform app can meet many goals without stretching your budget.

Who should consider this solution? Any organization that values reach, a professional image, and real impact on its community. If your NGO wants to boost volunteer engagement, earn donor trust, or streamline everyday work then a mobile app might be a major step toward success.

And if you're ready to change the future of your organization with us, take the first step today. At WebMakers, we develop solutions tailored to exactly these kinds of challenges. We believe in the power of innovation. We value clear communication. And above all we understand how the nonprofit sector works.