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: you@clnh.on.ca 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?