Guide to Managing ICT in the Voluntary and Community Sector
Good ICT Management in a Nutshell
This month Simon Davey takes a look at the ICT Hub publication: the Guide to Managing ICT in the Voluntary and Community Sector. This new resource means the opportunity for good ICT management is available to all.
The benefits of ICT are explained well elsewhere but the need to manage ICT effectively is perhaps less well understood. Despite the continuing insistence of suppliers about ‘plug and play’ and ‘ease of use’, you really do need a plan and good old-fashioned hands-on management to keep your ICT system delivering results for your organisation.
The Guide to Managing ICT breaks down the topic into four sections:
- Getting started – ICT planning
- Budgeting and buying ICT
- Keeping things running smoothly
- Policies and procedures
1. Getting started – ICT planning
An organisation doesn’t run itself and you can’t expect a random collection of ICT to work any better. Planning and integration with organisational plans is fundamental to ICT providing benefits and opportunities. It helps get you and your organisation where you want to go, dispels myths about technology and complexity and ensures that your ICT supports your people and your activities. The guide includes an ICT health checklist, an ICT skills map and a roadmap for where are you going with ICT. Keeping it simple, it helps address:
- Where are you now?
- Where are you going?
- How can ICT help you get there?
It also introduces a big question – if elements of our ICT don’t help achieve our goals / save us time and money / help us do new and better things, why are we doing it?
2. Budgeting and Buying ICT
ICT costs time and money, not only with initial hardware purchases but in running costs and maintenance. The Guide helps you plan your budget and work out the total cost of ownership of ICT with detailed examples.
There are a range of options these days – you don’t have to buy the first computer or software package off the shelf. Reviewing the types of software you’re likely to need, the Guide considers Microsoft options, standardisation across your organisation, how to choose, sources of discounted software and the alternatives of open source. These are backed up with informative case studies.
Hardware needs are also covered including the implications for using the most recent, resource hungry software or simpler open source alternatives. There is also advice on whether you need a new computer or can make better use of your existing ones. There’s also advice on greener computing and ICT disposals.
Websites and databases are fundamental to your organisation but easy to make mistakes with. The guide reviews your different options, advice on working with a web designer, writing a brief and offers advice on how to make the most of it – helpful hints for any funding application. There is also help with managing and maintaining your website – essential if it is to really support your organisation.
Most organisations will need a database to help manage their data whether it be contacts or monitoring and evaluation. You need to choose between building and buying but also plan what you need, budget time and money, project manage and choose the right supplier. It also highlights the importance of checking references and work suppliers have done before.
3. Keeping things running smoothly
Whilst most organisations plan and invest in ICT hardware, ongoing management is often missed out or taken for granted. You need to support your ICT in order to support your users, your clients and your organisation. Where will you go for help when you have a problem (internally or externally) and what are your options? Volunteers, semi-skilled members of staff (the accidental techies) or expert suppliers?
Selecting ICT support companies can be a challenge and you shouldn’t just hand over complete responsibility. Make sure they talk your language and you know what you’re getting. You might also want to consider circuit riders and ICT development workers, often sourced via your local CVS.
PC self-defence is important. There’s another feature on online security in this month’s newsletter. You need to think about and manage viruses, spyware, prevent unauthorised access (hackers) using a firewall and make sure you have a back up of your important data. Deleting temporary files and defragmenting your hard drive help keep systems running smoothly. You might also consider upgrading your computer memory or deleting programs you don’t need. It’s also about ensuring staff and volunteers use your ICT safely (you might want to take a look at Ethics and ICT – ADD LINK) for more on this. Managing risks now saves a lot of grief later. Looking after your ICT means it will support you more effectively
Training is also key to smooth running. Understanding how to use software and systems means things get done right first time and done more quickly. It increases overall confidence and training can be done in different ways from classrooms to informal mentoring and advice. You can even use email discussion lists to keep on top of things.
4. Policies and procedures
The framework for every organisation and will help you support ICT to support you. The key policies and procedures no organisation should be without are:
- Accessibility
- Back up policy and procedures
- Acceptable use policy
- Data protection policy
- Health and safety policy
None of these are complex although you will need to work through guidelines and templates to tailor them to your specific organisation. The Guide has handy checklists and links to more detailed resources and sources of advice. Better to be safe than sorry.
Conclusion
Good ICT management isn’t rocket science, is simpler than you think and will save you time and money whilst improving your outputs and outcomes.
In a nutshell, you need to:
- plan and know why you’re using ICT and the difference it’s making
- budget and buy effectively
- maintain systems and keep staff trained and confident
- have the appropriate policies and procedures to keep you safe, secure and effective
The Guide to Managing ICT is a handy resource you can dip in and out of and will become a trusted friend for managing ICT in your voluntary organisation.
Resources
Find out how to order your copy of the Guide to Managing ICT.