why directors don’t get it: the changing definition of information technology

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Why Directors Don’t Get IT?

The Changing Definition of Information Technology

Scott SayreSandbox Studios Inc.

scott@sandboxstudios.org

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Common Problem #1

No one understands what IT is

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Common Problem #1

No one understands what IT is

• The definition of IT is in a continuously changing state

• Definition of IT is often a matter of opinion• IT is not just a department• IT is not limited to computers, phones and

software

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Common Problem #2

Everyone understands what IT should be

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Common Problem #2Everyone understands what IT should be

– Self-proclaimed experts can cause more trouble as the less technical literate

– Almost everyone has a computer or phone at home– Almost everyone thinks they should be able to use

the same tools they do at home– Staff resist the training they don’t know they need– Everyone wants to work in their own individual way

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Common Problem #3

IT (departments) often gets to define itself

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Common Problem #3

IT (departments) often gets to define itself

– IT feels misunderstood and overtaxed– IT staff often isolate themselves through poor

communication– IT often sets its own priorities and schedule– IT often informally defines what it does and does

not do– IT does not actively advocate for staff training and

education

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Common Problem #4Lack of Honest, Proactive Budget Planning

• Individuals and organizations tend to ignore or hide long term costs of technology investments

• Investments in software and hardware are often planned as one time costs rather than as ongoing utilities

• Almost all hardware and software needs to be replaced or upgraded every 3 to 4 years

• Investments in security, virus protection and backup spending are often reactive.

• Training is rarely budgeted as an ongoing need

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Working Towards Solutions

• Make effective IT an institutional-wide strategy

• Work towards creating and maintaining an IT literate staff

• Move away from the idea that the IT department has all the answers

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Work Toward a Global Solution

• Develop cross organization, team-based approach to IT

• Assess needs across entire organization on an ongoing basis

• Prioritize new and ongoing projects and services based on importance and resources, and share these decisions

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Work Toward a Global Solution

• Develop institutional standards/requirements for hardware, software, training, file formats, back-up, and preservation procedures

• Inform and educate all staff on current IT decisions and issues on a regular basis

• Revisit and revise decisions and issues on a regular basis

Sandbox Studios Inc. Scott Sayre Ed.D

www.sandboxstudios.orgMinnesota Association of Museums, October 11, 2004

Scott Sayre

scott@sandboxstudios.orgwww.sandboxstudios.org