What is a Technology Plan and Why Does My Organization Need One?

By John Roll

The fact is that small- and mid-sized nonprofit organizations rarely consider technology as part of their strategic plan for success. Most organizations are focused on client services and programs, as they should be, and not on the organization’s infrastructure, and more specifically, technology.  There just aren’t enough hours left at the end of the day to spend time planning let alone educating yourself on how technology might make your life easier, or your organization more effective.

Most technology decision making is done in a crisis mode – PCs are failing or running slowly.  The printer just died – right when a major grant needs to be printed.  Employees and board members want PDAs and laptops and color printers and wireless connectivity and a new web site and faster accounting reports and on, and on, and on.  More importantly, your organization’s data isn’t protected with an appropriate strategy for data backups and offsite storage.

Sometimes the scenario is different. You find yourself with funds – from a grant or an unexpected donation – and you want/need to make purchases quickly before those dollars go away. So you ask a few questions, get online, or worse - you head to your nearest technology superstore (Best Buy, Office Depot, etc.) and spend more than you planned.

In both cases, organizations never seem to get all the benefits that were anticipated from their technology dollars. Yes, the new PC is really fast, but the setup is different from the old one and there was no allowance for software in the plan. Let’s not even talk about training. And, oh yea, that new PC is different from everyone else’s and now they can’t share documents!

If you take the time—outside of crisis mode—and build a long-term technology plan, you can avoid many of the pitfalls noted above. More importantly, you might just spend your coveted technology dollars more wisely, make the right decisions, and find that technology can, as promised, make your life easier…

 So, just that is a Technology Plan?

A Technology Plan is a design for the future use of technology that contributes to the success of the organization’s mission and program delivery.

 A technology plan should include:

• Documentation of your current technology environment including strengths and weaknesses
• Explanation of how technology will help your organization meet its mission.
• Description of recommended technology initiatives. Provide documentation on costs, implementation plans, and project timelines.

That all sounds good, but why do I really need a technology plan?

A well thought-out technology plan will help you to:

• Use technology to help your organization realize its mission.
• Make technology investments that help your organization to be more effective.
• Launch technology changes/upgrades when you and your staff are prepared to take on a project, with the appropriate resources—and without interrupting your ability to deliver programs and services.
• Protect your organization from staff turnover. Too many nonprofits are reliant on one staff member who “knows it all” – and takes that knowledge with them when they leave. Appropriate staff training and procedural documentation can reduce this danger.
• Save money. (Don’t purchase technology at consumer retail stores! This may be the easiest and quickest route in a crisis, but it is never cost effective or the best technology for your organization.)
• Obtain funding. Funding organizations often help organizations purchase equipment, but because of the lack of a technology plan, don’t see the nonprofit benefit from the investment because training and support were not built into the plan.

 

A well thought-out technology plan will help you to avoid:

• Spending too little only to discover your investment doesn’t meet your organization’s needs.
• Overspending and not reaping the proportional benefit for your investment.
• Technology crises
• Avoid loss of staff productivity due to failing systems, corrupt databases and minimal or non-existent training.

 

Now that you know you need a plan, how do you get started?

First, find professional help, through staff or board members, etc., who can help you to build a plan that is designed specifically to make your organization successful. Avoid technology professionals who also sell hardware or software—their natural bias toward selling their own products almost guarantees that your analysis and plan won’t be objective.

Second, take time to make a list of the following:

• What is the state of my current technology infrastructure? 
• What works? 
• What doesn’t?
• How might I be more efficient and effective, grow my organization with technological assistance?

Armed with this list of where you are and where you need to go, you have the basic and important information you need to get started.

And don’t forget to call the Nonprofit Leadership Center of Tampa Bay. They can help…

John Roll

 

John Roll is a business technology consultant working with non-profit organizations and for profit companies throughout the Tampa Bay area providing technology planning and project management leadership.  John’s professional background includes 18 years as a technology provider and manager for Progress Fuels Corporation, a subsidiary of Progress Energy Corporation.  He also served on the Board of Directors of Florida Craftsmen, Inc., a statewide, nonprofit membership association of artists in Florida.  Contact information: 727.896.7093,  jroll@tampabay.rr.com