presentation tips and tools for technology planning
DESCRIPTION
You’ve heard that a technology plan can help you budget and better plan for future technology acquisitions, but with everything else you do all day, who has the time? Come to this TechSoup and WebJunction presentation where we’ll share tips, tools, and tales from folks who’ve crafted their own tech plans without too much discomfort.In this webinar, you’ll:Hear about best practices for technology planning Get tips for writing clear and manageable goals and objectives Learn about tools that can help you through the planning process This webinar is best suited for folks at libraries and nonprofits who are getting started with technology planning or would like some help with existing technology plans.TRANSCRIPT
talks!
Tips and Tools for Technology PlanningJuly 20, 2010Audio is only available by calling this number:Conference Call: 866-740-1260; Access Code: 6339392
Sponsored by
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Using ReadyTalk
• Chat & raise hand • Mute = *6,
Unmute = *7• If you lose your
internet connection, reconnect using the link emailed to you.
• If you lose your phone connection, re-dial the phone number and re-join.
• ReadyTalk support: 800-843-9166
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
You are being recorded…
• Streaming into Second Life• This seminar will be available on the
TechSoup website along with past webinar presentations:– www.techsoup.org/go/webinars
• You will receive a link to this presentation, material and links.
• After the webinar, you can ask follow-up questions in the Tech Planning Forum:– http://bit.ly/cjKyo6
• Twitter hashtags: #techsoup
talks!
Tips and Tools for Technology Planning
Sponsored by
Presenters: Kendra Morgan & Elliot Harmon
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Today’s Speakers
Facilitator: Kami Griffiths, TechSoupAssisting with chat questions: Kevin Lo, TechSoup
Elliot HarmonTechSoup
Kendra MorganWebJunction
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Agenda
The value of a tech plan The dangers of not having a tech plan When it should done Who should be involved The tech planning process TechAtlas Success stories
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
The Value of a Technology Plan • Create a path to the future• Establish expectations • Fulfill state/federal/grantor
requirements
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
TechSoup Donations & Your Fiscal Year • http://bit.ly/fiscalyear
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
flickr.com/inky
Dangers of Poor Technology Planning
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
flickr.com/wurz
Dangers of Poor Technology Planning• "tyranny of the urgent"
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
flickr.com/editor
Dangers of Poor Technology Planning• "tyranny of the urgent“• small picture focus
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Inspired by Ed Granger-Happ
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
flickr.com/johnjack
Dangers of Poor Technology Planning• "tyranny of the urgent“• small picture focus• not ready for natural or
man-made disasters
• http://bit.ly/tsdisaster
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
How Often Should Planning Be Done
Planning cycles may vary based on organizational needs
Consider these:• Long range, strategic planning cycle• Grant, funding planning cycles• Fiscal year planning needs
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
How Often Should Planning Be Done
Planning and responding to the plan is a year-round
process.
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
flickr.com/dunechaser
Your Technology Team
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
flickr.com/sayonara
Your Technology Team
• accidental techie vs. purposeful techie
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
A major issue the Accidental Techie has with her responsibilities (however informal they may
be) is that they conflict with her core job function. Not everyone is a natural born
multitasker, but the Purposeful Techie puts in place parameters that allow her to balance competing needs. It’s basic, but scheduling time in her calendar for maintenance and
individual computer-user assistance at appropriate intervals in the day, week, or
month will bring order to the support role and create boundaries.
- Mark Shaw
http://bit.ly/purposefultechie
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
flickr.com/sanjoselibrary
Your Technology Team
• accidental techie vs. purposeful techie
• working with volunteers and consultants(and not wasting their time)
• http://bit.ly/techvols
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
flickr.com/cardoso
Assessing your Current Infrastructure• focus on the problem,
not the solution (yet)
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
What is the current workflow?What need is not met by the current workflow?
Who is impacted?
flickr.com/mandyxclear
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
The Process of Creating a Plan
Plan contents (can vary)• Mission and Vision• Historical statement• Goals, Objectives and Activities• Budget• Evaluation
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Technology Plan Goals• They emerge because of
what you know about your community or clientele.
• Are intentions that are directed toward particular clientele or particular topics.
• Are more specific than a vision statement.
• Are different from objectives in that they are not connected to a timeline.
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Technology Plan Objectives
• Can be crossed off when finished.
• State who will do what and when.
• Are measurable, precise timetables for action.
• Stem directly from the goals; there may be multiple objectives for each goal.
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Get SMART!
Write SMART goals and objectives to create a clear plan.
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
pecific: is it clear what needs to be done?
easurable: are there specific measurements to gauge success?
ttainable: are there sufficient resources, staff time, budget to achieve?
elevant: does it support the library’s mission?
imebound: when should it be completed or measured?
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Goal and Objective Example
Goal 1: Expand and enhance public and staff access to electronic information resources through our website.
Objectives:a.Replace the library’s web server and software by August of 2010.b.The outreach coordinator will develop marketing materials to promote the site and aim to increase traffic to the site by 20% after 6 months.c.The head of reference will establish a list of website competencies for staff and will offer 2 training sessions to familiarize staff with the resources on the library’s site by October 2010.
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Budgeting
Challenges• Not knowing what costs will be or
where funding is coming from.• Providing enough details to satisfy
decision makers and reviewers.
Err on the side of 1-year planning with the budget.
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
flickr.com/jinglesthepirate
Implementation (the three P’s)
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
hased schedule
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
hased schedule
ublicize changes
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
hased schedule
ublicize changes
rain the staff
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
hased schedule
ublicize changes
lease train the staff
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Evaluation
Helps to identify how you can improve and where you have succeeded!
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
How can TechAtlas help?
• Creates a “container” for your technology plan.
• Has links to resources and suggestions.
• It is still just a tool, like a car. You need lots of other components/resources to make it go!
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
TechAtlas
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
One of the most critical purchases that we made was the
Data Protection Manager (DPM) software for doing shadow copy/replica backups of our files … This
advantage became especially important during the September 2008 windstorms when our Liberty Street
location was without power for four days. We were still able to be partially operational because the site's data
was protected at another location and was restorable to another server.
http://bit.ly/foodbankplan
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
ResourcesGeneral Tech Planning Resources• Tech Beginner's Guide http://bit.ly/tsguide• Planning for Success (TechSoup for Libraries cookbook)
http://bit.ly/planningsuccess• Disaster Planning and Recovery Guide http://bit.ly/tsdisaster• Tech Planning forum http://bit.ly/techplanforum• NCVS: Technology Planning for Nonprofits and Public Libraries
http://bit.ly/ncvstechIT Staffing and Mission Alignment• John Merritt and Steve Heye: Forget the Tech, Let's Talk Mission
http://bit.ly/forgetthetech• Mark Shaw: The Purposeful Techie http://bit.ly/purposefultechieTechnology Assessment and Asset Management• Managing Your Organization's Technology Assets http://bit.ly/npmanagementBudgeting for Technology• Total Cost of Ownership http://bit.ly/totalcost• Foundation Center: Grants for Technology http://bit.ly/techgrantTechnical Volunteers• Working with Technical Volunteers http://bit.ly/techvols
talks!
Questions?
Submit your questions using the chat box.
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Continue the Discussion…
• Additional questions can be answered by posting in the Tech Planning Forum:– http://bit.ly/cjKyo6
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Get the Most Out of TechSoup
• At TechSoup, you’ll find a range of technology services to help your nonprofit:
– Read helpful articles in our Learning Center– Request donated software, hardware, and
online services– Join our community forums to learn from
your colleagues– Browse upcoming events and conferences
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Upcoming Webinars
• Business Planning for Nonprofits and Libraries – Thursday, July 22, 11 a.m. Pacific time
• Microsoft Office 2010: What’s in it for Nonprofits and Libraries – Tuesday, July 27, 11 a.m. Pacific time
Tips and Tools for Technology PlanningConference Call: 866-740-1260 Access Code: 6339392
Thank you to our Webinar Sponsor!
ReadyTalk offers dedicated product demos for TechSoup organizations 4 times per week.
For more information: pages.readytalk.com/techsoup.html
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Thank you! Please complete the post event survey!
Kami Griffiths, [email protected], 415-633-9392