managing it volunteers workshop vol mgr conf nov 2008
DESCRIPTION
Workshop delivered to managers responsible for, or looking to use, volunteers to help with IT projects in the voluntary & community sector.TRANSCRIPT
MANAGING IT VOLUNTEERSEmpowering Today’s Volunteer Manager Conference6 November 2008
IT VOLUNTEER PROJECTS
Help Charity Choose Database for Contacts and Fundraising Taunton
Website Accessibility Improvements for Small Charity Swindon
Basic IT Training for Beginners Enniskillen
Identify E-Learning IT Courses for Beginners Canterbury
Developing an IT Strategy Gateshead
Advice on Facebook and Bebo Surrey
Set Up Network for Small Charity Kings Lynn
Community Centre Needs Hands-On Cabling Help Lewisham
Advice on Accounting Packages Nottingham
Advice about Setting Up Internet Café Trowbridge
THE RIGHT PROJECT Not mission critical Not in a hurry Not without the support of the organisation’s
board/other staff Well planned – know your aims Well managed Well supported
VCS AND IT VOLUNTEERS Have good policies and processes Lots of experience of working with volunteers So why are ICT volunteers different? Are they different?
WHAT SETS ICT VOLUNTEERS APART?
ICT professionals are likely to be used to a different working environment and style
They are often highly skilled and expect professionalism and respect
And all the same characteristics of other volunteers e.g. may have to leave & have to shuffle other full time commitments
COSTS ASSOCIATED WITH ICT VOLUNTEERS & PROJECTS – VOLUNTEERS ARE RARELY ‘FREE’
Staff Time Management Training Sustainability Associated costs (e.g. hardware & web hosting)
PROS AND CONSThe ideal volunteer project Someone with the right experience, working
with you in partnership to deliver a solution with minimal or manageable staff and resource cost
It is your project - ‘no backseat drivers’
But be careful … Mismanaged, misintentioned, mismatched
expectations, poor risk and no project management
VOLUNTEERS AND WEBSITES Suitable for a volunteer? When they are:
Volunteers are qualified and experiencedProject is well managed by organisation
and volunteer When they are not:
Mission criticalNon strategic
WEBSITE PROJECTS – KEY ISSUES Is your data backed up? Is your data safe? Does your volunteer hold all the important
knowledge – they need to share password and basic documentation
Someone in the organisation needs to own the project
Is the website content ready – a volunteer can only ‘help’ with content, they cannot provide it
How will they be maintained once the volunteer has gone? - handover
OTHER IT PROJECTS IDEAL FOR VOLUNTEERS Independent advice and guidance One to one training for staff IT strategy/IT planning Trustee – with technical expertise Working directly with your clients Independent purchasing and supplier decisions
WHERE TO FIND THE RIGHT VOLUNTEER: advertise widely and succinctly ask for what you want in the right places
Professional brokers - iT4C, Pro Help, Media Trust, BiTC
Volunteer Centres, CVS, Voluntary ActionUniversities & collegesLocal businesses – ask their staff
but be prepared to only work with someone who you trust knows what they are doing – most IT projects are not suitable for students or the inexperienced
Volunteers enthusiastic but unskilled A friend of a friend Time commitments of volunteers Unsuitable solution Inappropriate implementation Culture/communication complications They leave - the knowledge leaves
Minimising risk - common risks
Choose the right volunteer Define your need clearly and keep ownership Allow for time to dedicate to the project
(plan) Communicate regularly Document everything!
Minimising risk - 5 Top Tips
