an accidental techie’s guide to it success
DESCRIPTION
Are you the most tech savvy person at your nonprofit? Do you suddenly find yourself in charge of tech projects, like managing your nonprofit’s website, social media, CRM and emails? Are you often overwhelmed because you don’t have an IT background? Don’t worry, you’re not alone. Tierney Smith (TechSoup Canada) and Charity Gaspar (Community Living North Halton) will help you, the accidental techie, learn how to successfully manage your nonprofit’s IT projects -- all without a background in tech.TRANSCRIPT
Toronto Net Tuesday
An Accidental Techie’s Guide
to IT SuccessMay 13, 2014
with Tierney Smith and Charity Gaspar
Speakers
Tierney Smith Program Manager at TechSoup Canada
Extensive speaking and writing experience in nonprofit technology
Background in software engineering
Charity Gaspar Executive Assistant at Community Living North Halton (CLNH)
20+ years of nonprofit experience & is a nptech advocate
Responsible for implementing 10+ tech projects at CLNH
Tips for Accidental Techies
May 13, 2014
with
Planning Implementation
Source: Idealware (http://forums.techsoup.org/cs/community/b/tsblog/archive/2014/04/22/the-nine-
steps-of-planning-a-successful-technology-project.aspx)
Planning
Identify Goals
Define Needs
Consider Improving Processes
Explore options &
make decision
Maytree’s CRM
Identify Goals
• Track all contacts in a single system that is consistent, accurate and up-to-date
• Build institutional memory
• Engage constituents in Maytree’swork
Define Needs
• All staff can add & update contacts
• Track events and attendees
• Track speaking engagements and topics
Consider Improving Processes
• Previously, speaking engagements were not tracked consistently
• Reduce data entry by integrating with Eventbrite
Explore options & make decision
• Evaluated Salesforce, Sumac and SugarCRM
• Tested out each system, spoke to other nonprofitswho used it and compared the features and cost
Maytree’s advice
Take the time to determine YOUR needs
Do your research
Don’t let yourself be drawn in by a sales pitch
Plan for phases of implementation
Creates space to deal with unpredictable issues
Allows you to be realistic about money and time available
Learn more: https://www.techsoupcanada.ca/en/community/blog/crm-case-study-maytree-foundation-and-salesforce
Implementation
Implement & Configure
Data Migration
Define Usage & Support
Train UsersMeasure & Check In
TechSoup Canada’s website upgrade
Implement & Configure
•Polish tech team developed new version of website & database
•Ongoing communication to track issues & bugs
Data Migration
•Met early in the project to discuss data challenges
•Created a strategy for dealing with problematic data
Define Usage & Support
•With tech team, created a process for what to do when the website is down
•Tool for raising bugs and feature requests
•Defined new processes
Train Users
•Involved staff in testing new system to build familiarity
•Training session at team meeting to review new processes
Measure & Check In
•Periodic communication with tech team about future upgrades
TechSoup Canada’s advice
Maintain good communication with tech team
Ask for explanations in language you understand
Meet in person or use screen sharing to get on the same page
Allow time for training and adoption
If possible, have an in-house expert to answer questions and communicate with tech team
Be patient – almost no one likes change!
Questions? Comments?
www.techsoupcanada.ca
@techsoupcanada
facebook.com/techsoupcanada
Change is a four letter word!
Every 2 years “office” technology advances
Human Service front line staff (and managers) aren’t hired for their administrative or IT skills.
Agencies know and understand the importance of technology but are restricted by budget and mission.
Challenges
The balance between IT needs and mission is constantly in flux.
How can we achieve our mission if our computers and/or email are unreliable?
IT needs in non-profits is reactionary - it breaks, we fix it or replace it. We need to be as proactive about IT as we are about our client needs.
Is innovation in your mission/vision/values? Innovation can’t be just about client support, innovation is about thinking outside the box. Innovation is about change.
IT & Mission
• New Server, desktops and laptops
• Upgrade mobile phones from flip to touch screen
• Going Google
• Upgraded from XP to Windows 7
• Switched to VoIP phone system on site
• Install and setup Video Conference equipment with OTN
• Complete website re-design
• Started social media (Facebook and Twitter)
• Moved from traditional paper newsletter to e-News
• Started using QR images in print materials
In past 12 months:
Catalyst – BLUE SCREEN OF DEATH!
Make the choice – Outlook vs. Google
“Sell it” - to Management with a proposal
- to staff with a positive attitude and humour
Timeline – work from the goal
Communicate – different strokes:
Memo, Memes, U-Tube, Screen Shots, Workshop, 1:1
Roll out – What will work for your group?
CLNH Going Google
1. Anticipate the challenges and questions - fear of change- fear of not being as confident or
productive- develop solutions for groups (different
strokes)
2. Focus on the positive- have responses ready “yeah but did
you know we’ll be able to __________”
3. Let them know you understand
4. Celebrate!
COMING SOON! CLNH is switching email providers from Sunny Oasis to Google Apps For Business. What is Google Apps for Business? It’s software! Email (“Gmail”), calendar and contacts that are stored offsite and in the “Cloud”.
What does this mean for you? 1. Your email will remain the same: [email protected] 2. Your email history, contacts and email folders will be moved from Outlook to Gmail. 3. You will be able to access your emails, contacts and calendar from your phone – even a Blackberry.
I will assist anyone who requires help to set this up. 4. You will access your email through Google, not Outlook.
When will it happen? 1. The transfer will happen the night of Monday, July 8th. 2. Tuesday, July 9th you will start using Gmail for all outgoing and new incoming emails (past emails
will take a day or so to transfer over, but we do not anticipate any “down time” or missed emails). 3. Prior to the transfer I will send you a link to access your email via Gmail, along with your username
and password.
How can you prepare? 1. Please view the video and slide show via the links on page 2 of this memo 2. Read the emails I’ll be sending out over the next couple weeks re. the cool features and benefits
Memo
Meme It
Communicate a potentially difficult idea with a simple visual and phrase.
Visual
Quick
To the point
Anticipate the challenges and questions
Focus on the positive
Let them know you understand
Celebrate!
Instructional Screen Shots
Memos
Memes
U-Tube (don’t re-invent)
Screen Shots via email
Workshop
1:1
What will work for your group?