First things first

By Mark Walker, "A guide to managing ICT in the Voluntary and Community Sector" Published under a Creative Commons Licence
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Many people in our communities benefit from the use of information communication technology (ICT) by voluntary and community organisations (NGOs). Older people in day centres use the Internet to contact relatives or order shopping online. Local people are using web pages and email to initiate support for and raise the profile of campaigns in their communities. People with disabilities connect with people from whom they would otherwise be excluded.

Email newsletters and a website are cost-effective ways for a small organisation to maintain its profile. Application forms, expert help or news about funders can be accessed through the web at any time of the day or night. Part-time and voluntary staff can use email and shared documents to work with colleagues, even if they are based in different locations. There is no point pretending that the way we work now can be completely free of technical glitches or time-wasting hold-ups.

But if you get the blend right there is plenty of evidence to show that you will get more done, do new and more effective things, spend less time on repetitive, automated tasks and have access to valuable information that was previously hidden. But where do you start if you want things to work better? How can computers and the Internet really make a difference? What evidence is there that it isn’t easier to stick to pen, paper and the Mail?

What are the simple things that make a difference? The key is to remember that technology is a tool. With good planning and careful implementation you will choose the right tools, learn how to get the most from them and have the support to keep things running smoothly

Why should I write an ICT plan?

Whether you’re thinking about getting your very first computer, networking the office, setting up a corporate email system or producing a community video, you’ll need a plan. Many people think they need detailed technical knowledge before making decisions about ICT, or are confused about what it can do because they’re not familiar with it. Working on an ICT plan helps overcome that problem. Preparing an ICT plan is a collaborative process that everyone can help with – irrespective of their technical skills. It’s about working with others to decide where you want to go and how ICT can help get you there. Planning helps you focus on your administration, information, communication and management needs, rather than the technology for its own sake.

The plan that emerges can be as long or as short as you like. It’s up to you to decide which bits are relevant or useful and to discard or adapt things as you go along. You should be clear about priorities and have some idea of the scale of resources you need, but you may find you have unanswered questions and issues that need further investigation.

At any point you may ask for expert help, to make sure you’re on course or to focus on specific issues, but remember that the planning process is a management issue. Ideally it will be led by a manager or senior decision-maker, rather than being handed over to a ‘techie’. This helps make sure it is focused addressing on wider organisational issues, rather than being simply a technology shopping list.

Where do you want to be?

Remember that your ICT plan is not just about hardware and software – it must explain how investment in ICT will help you achieve the goals laid out in your latest business plan or funding bid. Once you agree where you want to be, ICT planning is a way of deciding how computers, the Internet and other technologies will help you get there, as well as the skills and support you’ll need to use them. Your overriding goal is a tangible improvement in the way your organisation works and what it can achieve.