Making the Right Tech Choice: Standalone vs Platform Systems

In today’s pressured economic and digital environment, charities and membership organisations can no longer afford inefficient, outdated systems. Whether it’s managing members, donors or operations, the technology you choose directly affects your ability to deliver impact, operate efficiently and scale sustainably. 

This blog explores key takeaways from our recent webinar, The Great Platform System Debate, hosted by us at Hart Square and featuring insights from TES and St. Helena Hospice. We dig into the true cost of poor systems, compare standalone versus integrated solutions, and share top advice from those who’ve made the switch.

The Cost of Poor Systems: More Than Just Inefficiency

For charities and membership organisations, poor systems aren’t just a nuisance, they actively prevent progress, drain resources, and can put long-term sustainability at risk. Whether it’s rekeying data, chasing information or responding to regulatory demands, outdated systems hit where it hurts most: income, impact and morale.

“Time wasted on repetition, inconsistent outputs, and poor access to data all translate into lost income, missed opportunities, and increased risk.” – Alan Perestrello, Managing Director, Hart Square

Tim Clifton from St. Helena Hospice described the real-world challenges:

“We had staff rekeying data across systems and no single view of supporter interactions. That fragmentation directly impacted income and donor engagement.”

Standalone Systems: Pros and Pitfalls

Standalone products including best-of-breed tools built for specific tasks like finance, fundraising, or marketing, can be appealing. They often deliver quick wins in functional depth and are well-tuned to specific departmental needs.

Pros:

• Functionality designed for a specific use case
• Faster to implement individually
• Innovation and updates focused on one area

Cons:

• Integration between systems can be complex and costly
• Data silos and duplication are common
• Higher overall cost of ownership
• Can create poor user experience due to disconnected tools

Chris Wilson, Nonprofit Technology Strategist at TES, acknowledged that:

“You can solve niche needs quickly with standalone tools, but if those systems can’t talk to each other, you end up with complexity that undermines the original benefits.”

Platform Solutions: Integrated, Scalable and Strategic

Platform solutions offer a single ecosystem to manage multiple business functions. Rather than stitching tools together, everything works from a shared data model, ideal for organisations wanting better reporting, automation and future scalability.

Pros:

• One source of truth across departments
• Strong user experience and automation capabilities
• Easier reporting and data visibility
• Can scale with the organisation over time

Cons:

• May be a higher initial investment
• May offer less depth in niche areas
• Requires broader stakeholder buy-in

“You don’t need to roll out the full platform on day one. We deploy incrementally to control complexity and cost.” – Chris Wilson, Nonprofit Technology Strategist, TES

Top 5 Takeaways for Making the Right Tech Choice

1. Start with strategy, not systems.
   Clearly define what your organisation needs to achieve. Let strategy guide your technology decisions, not the other way around.
2. Understand your internal capabilities.
   Do you have the expertise to manage integrations and middleware? If not, a platform may simplify your stack significantly.
3. Get cross-organisational buy-in.
   System change affects more than one team. Involve stakeholders early and align the project with wider organisational goals.
4. Don’t underestimate change management.
   Successful implementations are not just technical, they are cultural. Communicate clearly, support users, and manage expectations.
5. Evidence your business case.
   As Tim Clifton shared, a clear, data-driven business case can unlock board support. His 58-page report highlighted inefficiencies and made the strategic case for investment.

Conclusion: It’s About Being Fit for the Future

For charities and membership organisations, systems strategy isn’t just a back-office decision, it’s a frontline enabler. Whether you choose a standalone solution or an integrated platform, the key is alignment with your long-term goals, capacity, and vision.

“We’re not just buying software—we’re investing in our future.” – Tim Clifton, St. Helena Hospice

Watch the Full Webinar on Demand

Want to hear more from St. Helena, TES and Hart Square?
Watch The Great Platform System Debate on demand to explore the real-world decisions behind technology transformation in the non-profit sector.