One big danger for IT in small organisations is that the son of a trustee will be a wizard and do it all then walk off leaving them unsupported. Nothing worse than being stuck with data you can't update or reports you can't modify. Although we're all getting a bit more confident with IT but we still don't want to spend much money on it. Some advice I was given by an expert many years ago still holds good for me. He said:
1. Think about the information you really need and can really maintain before you set up anything that will keep records. Don't just include data because it seems like a good idea, include it because you will use it.
2. Have good documentation. If you've made decisions about the values of a data field, or what bits of data go into a report, etc, write them down. You don't need lots of paper but a soft copy on the computer and stored offsite can save hours when you need to make changes.
3. Back up regularly to a different computer and take a copy of your files off site on a regular basis. If your office goes up in smoke you need to be able to getthe data from somewhere else.
Anyone else got some tips?
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I've just across your comment Shirley and wholeheartedly agree. We were that small organisation you mention! IT issues can appear daunting - not least getting to grips with the jargon. It is imperative the organisation is clear in defining its needs, (not just current but future), and finding someone who can translate that it to practical IT solutions, whether it is designing a database, organising data backup or hosting a website. As IT is such a broad area this may mean more than one technical person is involved rather than one good all rounder - it depends on what is required.
If you find someone who is good try your best to develop the relationship and encourage them to offer on-going support rather than just set up. Some kind of data bank of techical whizards would be worth its weight in gold. Anyone else know of anything like that?
Michael, you might want to get in contact with CTT (Charities Technology Trust) http://www.ctt.org - a charity set up to improve other charities' use of technology.
Or you could try the ICT Hub - a partnership of national voluntary and community organisations who provide a range of services to help voluntary and community sector organisations benefit from ICT. http://www.icthub.org.uk/index.html
Their helpline is: 0800 652 4737.
Hope this is of help
If you do get into that situation I have two suggestions, based on experience:
a) make sure that the IT person keeps a record everything they have done (on a Wiki, for example)
b) make sure they draw up a list of skills needed by whoever replaces them.
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Secretary of a charitable company
We use a smallish firm who give us support on-line and an on-site as well as the strategic help we need. They also understand networking issues very well. Our sites range from Hants to the NE. I am happy to recommend them if you're interested.
- Andrew
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- Andrew