Ten Steps
to Technology Planning
US
community technology specialist Terry Grunwald provides guidance
on how to get started in planning technology and make sensible
choices. While written for organisations adopting new technology,
much of the advice will be relevant for those developing centres
or other initiatives.
Step
1: Jump in & be Tech Aware
- Focus
on functionality (what you want to do) - it’s OK, you
don’t need to look under the hood
- Learn
what ICT can it do for (1) your organisation (2) your centre
and (3) your community grid
- Let
yourself dream, no limits
- But
first, understand the ICT universe and other issues covered
in Getting Started
Step
2: Understand the Organisational Context
- Who
are the ICT champions?
- What
are the Organisational barriers?
- Hello!
Where are the decision-makers?
- Check
the tech capacity of stakeholders: board, staff, collaborators,
supporters, consultants
- What
were the past experiences with Technology - yes, even bad
ones
For
more, see our 5 Guidelines for Preparing
your organisation for ICT.
Step
3: Understand the compelling reasons for your Organisation
to use ICT
- Put
it all together: your new tech awareness + your organisational
environment
- First
plan where you want to go… then how to get there
- Goal:
Work smarter; not harder
- Tech
is about connecting humans …. Then machines
Especially...rethink
your outreach methods. See this discussion on nonprofit
outreach methods and the diagram on Frequency
of Outreach to Target Groups . It compares online outreach
with more traditional methods.
Step
4 (Our Favourite Step): Make the Commitment
- Decision-makers
(both Executive Director AND Managing Board) agree to move
forward
- Involve
all the key stakeholders in making the commitment
- Incorporate
ICT activities actions into next year's work plan &
long term strategy
- Prepare
Staff
- Develop
a Training and Technical Assistance Plan
But
Remember:
- You
must "own" the process. Do not delegate the key
decisions to techies. Failure to follow through with the
strategic ICT decisionmaking is the biggest mistake that
organisations make.
- Your
Goal is to institutionalise ICT in your organisation - so
you need to determine what will work for you.
- You
must look at technology as an investment
- Understand
that short-term it will be mostly… Trouble :>(
How
to get the "Buy-in" you will need?
- Are
you willing to change the culture of the organization?
- The
decision-maker (Executive Director) and senior staff should
be role models
- The
biggie: Provide adequate support and (dare we say it) make
it mandatory
- Make
sure that someone - preferably more than one -is responsible
for reinforcing technology focus
- You
need a nudge.
Step
5: Develop your Tech Plan
- Have
the Answers to these Questions in place: What do you want
to do with technology? Where are you going long term? How
much can you afford?
- Be
prepared for change, change, change
- "Big
Picture" plan for 3-5 years (paperless office?)
- Create
a detailed workplan
- Make
sure the timeline, work plan and budget fit together
- Revise
every 3-6 months
-
Do a Step-by-step inventory/assessment of organisational
and equipment needs
For
more, see Creating a Comprehensive Tech
Plan which includes a list of key tech planning elements
and budget considerations.
For
a good Technology Assessment Model, see this
one (.pdf format) provided by One
Northwest. Be sure to complete both the organisational
and workstation surveys.
Step
6: Scan the Landscape for Support : Tech, People, Financial
The
best 3 places to look:
Online
(our resources section)
- Your
peer networks - local, regional, & national intermediary
organisations (see below)
Sources
near home (see our checklist on where
to find them)
- Talk
to lots and lots of people
- Best
way to find a consultant : personal recommendation from
another nonprofit
- The
"Go for the freebies" vs. "You get what you
pay for" dilemma
What
to look for in your Peer Network?
- Great
sources of intelligence about who knows what, what works
and what doesn’t, trends, where the resources are buried
- Subsidies
- Software
- Equipment
- Incentives
for online participation
- Demonstration
projects you can pilot
How
to pay for ICT? Here are some tips:
- Integrate
into grant proposals… as a line item
- Find
sources for recycled computers and software deals for charities
- Seek
off-price purchasing - especially online
- Partnerships
- especially for connectivity. Share broadband with others
in your building.
- Get
"adopted" by a local tech company
- Local
fundraising… cash is best!
- Develop
relationship with a tech company
- Use
your plan!
Step
7: Assess your Readiness & Do it!
- Are
funding sources identified?
- Collaborators
ready?
- No
major crises ?
- No
move anticipated?
- Tech
expertise available: in-house, consultant, or volunteer
(?)
- Have
your plan in place
Now,
Do it! Implement your Plan:
- Expect
changes and make ongoing adjustments
- Be
flexible, but try to stick to your timeline
- If
possible, try pilot projects as a first step
- Work
out the bugs
- Test
solutions before expensive commitment
- Participants
should be enthusiastic
- Design
for success
Step
8: Select Appropriate Technology
This
is where too many groups start their tech planning... you
need the previous 7 steps!
- Don’t
buy glitz… until you know what you need
- Walk
before going into "warp speed"
- Remember
Esoteric = Headaches
- Lord!
how it hurts to say this... but go with the standard stuff:
PCs, Windows products, the Office Suit.
-
Well, alright, maybe Macs are OK, too.
Hardware
Tips:
- Multiply
the cost per workstation by three to take account of training,
maintenance, and upgrades
- Buy
open architecture - easier to upgrade (after 18-24 months)
- Consider
compatibility issues
- Where
to buy
-
Good tech support (including a well maintained Help Desk)
is an important factor
Software
Tips:
- The
goal: Keep it simple
- The
ease of software suites
- Software
Policies: the standardization dilemma?
- Databases:
the build vs. buy dilemma
- Where
to buy:
- Buy
Cheap: Support from manufacturer
- The
site license dilemma
Step
9 (Our 2nd favorite Step): Integrate into Operations
- Communicate
what you’re doing and why
- Publicise
milestones
- Use
successes to broaden participation
- Use
peer coaching and mentoring
- Ask
other organisations
- Work
to change the culture… it doesn’t just happen
For
more, see Changing the Culture.
Step
10: Evaluate and Monitor
Summary
of the 10 Steps
- Be
tech Aware
- Understand
the Organisational context
- Identify
the compelling reasons for your organisation to use tech
- Make
the Commitment
- Do
the Plan
- Find
Resources: Online, Network, Local
- Assess
Readiness and Do it
- Choose
Appropriate technology
- Integrate
- Evaluate
and Monitor
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