The question comes up at every AGM for non-profits that have grown: should we finally hire a dedicated IT manager, keep outsourcing, or, worse, keep relying on a volunteer? Cost is the obvious axis, but the decision also sets the continuity and security of your organisation.
What each model offers
An in-house hire gives you a physical presence, someone who knows the organisation, and immediate on-site responsiveness. For non-profits with daily needs and complex infrastructure, that is a genuine advantage.
But no one person can cover everything: network, security, user support, cloud, data protection compliance. Whatever your hire cannot do, you will end up buying elsewhere, at full price and in a hurry.
An outsourced provider brings a multi-skilled team, available as you need them. When your usual contact is away, someone else steps in. Documentation is maintained, procedures are formalised, and continuity is contractually guaranteed.
What each option actually costs
A junior IT manager represents a total employer cost of €50,000 to €65,000 per year, once you add employer contributions (around 40–45% of gross salary), recruitment fees, ongoing training, and equipment. A more experienced profile often exceeds €75,000.
Outsourced IT management for a 15-workstation non-profit typically sits between €5,000 and €15,000 annually. The gap is significant, and that is before you account for the risks of depending on a single individual.
The often-overlooked risk: dependency
IT has high staff turnover. Your competent hire may leave in two years for a better-paid opportunity. When they go, they take their knowledge of your infrastructure with them. Recruiting a replacement takes three to six months. Who manages in the meantime?
This risk is often underestimated because it feels distant at the point of hiring. But it materialises in most non-profits that have tried the in-house model.
When in-house hiring makes sense
Above 50 users, with multi-site infrastructure, local servers, or very specific sector requirements, a dedicated role can be justified, usually alongside a provider rather than instead of one. Below that threshold, the numbers speak for themselves.
The hybrid model
Many non-profits find a workable balance: a part-time staff member or volunteer for small everyday issues, and a provider for security, backups, and serious incidents. That is not a half-measure; it is often the most practical solution for the realities of non-profit life.
This hybrid model (an in-house contact for day-to-day matters, a provider for security and incidents) is what we put in place in our support for non-profits. If that’s the balance you’re looking for, we can look at what makes sense for you.
