Techspeak for Nonprofits:

How to Communicate Effectively with Technology Professionals

Facilitators

Nadia GouveiaPartnership CoordinatorPartnership Platform

Jane ZhangPartnership CoordinatorPartnership Platform

Introductions

Name

Organization/Role

Have you experienced communication issues around technology?

The Partnership Platform

Trillium-funded project that helps non-profits find partners to implement technology projectsIdentify your technology needsGet connected with corporate resourcesHelp find technology volunteersHelp develop a technology strategy

What We do

Building partnerships to help with:Strategic technology plansSecurity auditsWeb development projectsNetworking solutionsFundraising/on-line donation adviceSecuring software/hardware donationsFunding adviceSoftware development

Agenda

Role of technologyRole-Play exerciseCase Study: Ray GilbertBreakCase Study: Samantha HodderClear Channel of CommunicationManaging ResourcesTake Charge of PlanningProject StepsGoverning frameworkStrategic PlanningFinding the Right Vendor

Technology is a simplifier

Technology is a tool and not a solution. Technology exists to simplify tasks so we can focus on issues we truly care about.Technology enable us to automate tasks so we can increase our capacity to reach out to a wider audienceImplemented correctly, technology should be a part of our daily operations.

Technology is an enabler

Technology enables people to participate in events surrounding themTechnology empowers people to have a louder voice in advocacy and civic engagementMore and more people are sharing, contributing, collaborating and communicating online.

Why is technology so scary?

Why are technology projects so frustrating to manage?

So….

Role-Play

Please follow our role-play exercise and see if you think this project will succeed and why.

Why technology projects fail

The organization did not have a clear vision.Technology project not aligned with the organization’s vision.Poor planning and management of the projectPoor communication between the organization and the technical team

Role of each side on a technology project

Non-profit Organizationcommunicate business ideas clearlyset and manage timelines, budgets and training requirementsDefine a clear vision on how the tech project is aligned with the mission and mandate of the organization,

Technology Professionalavoid using technical jargon; communicate concepts in plain Englishwork within the timelines and budget requirements, deliver proper training documentationtranslate business requirements into technical process

Clear channels of communication

Explain your business needs for the tool, do not try to apply a technical solution until you are fully informed.Don’t be intimidated with all the jargon. Ask for clarification if aterm or concept is unclear, ask for a non technical explanation. Focus on what the terms can do for your project and not on what it is and how it works.Ask questions. “What can that do for me?”Meet on a bi-weekly bases discuss project status and challenges.Take Time Out for Mental Digestion: An individual needs about 72 hours to absorb a new idea.

Manage your resources

Manage the operations aspect of the project; define the project timeline, budget requirements and training capacity. Select the right vendor that will work within the guild linesDiscuss with your staff their capacity to adapt to new technologyBuild an IT advisory committee to help identify potential issues

Take charge of the planning

Remember you are in the driver’s seat, the Tech professional works for you, you are the ultimate decision maker. Discuss projects with a Need to have, Like to have, Wish to haveSeek external support in the initial conversation (i.e. a knowledgeable board member, external support such as Partnership Platform, etc.)Do your homework about your options (Talk to other non-profits)

Project Steps

Agreement among the project stakeholdersA plan shows an overall path and clear responsibilities, contains the details for estimating the people, money, time, equipment, and materials necessary to get the job doneConstant, effective communication among everyone involved in the project in order to coordinate action, recognize and solve problems, and react to changes.

Project Steps Cont’d

A controlled scope, or "stakeholder expectations management", to ensure that everyone involved understands exactly what can be accomplished within a given time frame and budget; Time – Try to determine a distinct time line for a project and work towards that, it may mean compromising on scope or budget. Budget- Make sure that you have a sense of how much something like what you are asking for would cost. Time- Ensure that you have the time budgeted to implement a project.Upper management support, "managing upward", guiding the upper managers toward timely decisions that keep the project moving – to supply

Establish a governing framework

MissionMissionGoalsGoals

Evaluation ToolsEvaluation Tools

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VisionVisionLayout the aspirations for your organization

Clearly define what your organization will accomplish, how to get there, and the implications for stakeholders

Set out clear, tangible high-level goals that are achievable

Identify the major efforts that must be executed in order to support the vision and achieve the goals.

Prioritize the strategies that collectively deliver on the objectives.

Identify the critical cross- organizational tactics that are required to deliver results

Organizational Business Structure

MissionMission

GoalsGoals

Strategic enablersStrategic enablers

VisionVision

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Sections and Steps in a Typical Strategic Plan

ObjectivesGoalsSituation

AnalysisUsers Messages

Strategies Tactics Evaluation Budget Timelines

Strategic Plans

Strategic technology plans include:OverviewTechnology assessmentTechnology infrastructureTraining and supportWeb site and online applicationsIndividual technology projectsAction plan and technology budget

Situation

Analysis

Users

Strategies

Tactics

Finding the right vendor

Find a vendor that shares the same vision as your organization and understands how voluntary organizations work.A vendor that is able to explain things in a way that you can understand is likely someone who understands your needs as well.Avoid vendors that may represent a particular software or hardware company as they will push the solution even if it’s not what you need.Find a vendor that is clear about the responsibility of the project, timelines, budget and deliverables.

What have we learned?

Effective planning enables effective communication in a projectCommunication is one of the key to success in technology projectsIt is not how it work, but what it can do for you.