Tag Archives: process

Basic concepts in technology planning for nonprofits

501 Tech Club

I had a delightful time at last week’s meeting of the Boston 501 Tech Club.  The theme was technology planning (a topic close to my heart), and Gavin Murphy of Annkissam (a colleague, esteemed client, and friend) gave an outstanding overview that I recommend to any nonprofit professional who has mastered his/her own field and is ready to think about the big picture in technology for his/her organization.  Naturally, during the Q&A time after Gavin’s presentation, I did some nitpicking on the topic of metrics, but never mind.  What you see below is the complete set of Gavin’s notes for this presentation, with no editorial changes from yours truly.  Many thanks are due to Gavin for permission to post his notes!


Technology Planning
Presented at the Boston 501 Tech Club
Gavin Murphy
Chief Operating Officer
Annkissam

1. What is Tech Planning?

  • “Technology” can means lots of things, from office wiring and networks to social networking and RFID chips.
  • Today we will focus on concepts of technology planning that should be universally applicable to whatever planning you need to do.
  • One key concept is recognizing that most decisions involve trade-offs; there is rarely a “right” option, rather different options will present different trade-offs (upfront cost, ongoing cost, quality, time, other resources or risks, etc.).
  • At the end we’ll talk about some resources that are available for people that are interested in exploring more specific topics, and we’ll also have a short Q&A session.

2. Strategic Alignment

“Plans are worthless. Planning is essential.”  – Dwight D. Eisenhower, general and president (1890-1961)

  • Technology strategy (and planning) should support organization strategy.
  • Show of hands: how many people are part of an organization that has a strategy (and you know what it is, on some level)?
  • How many people’s organizations have a technology strategy (and you know what it is, on some level)?
  • If you don’t have an organizational strategy, that’s a bigger issue!  And, frankly, one that should be addressed first.

3. Why Plan?

“It is not the strongest of the species that survive, not the most intelligent, but the one most responsive to change.” – Charles Darwin, scientist

  • Planning will help you be more adaptable to change.
  • The act of planning will force you to think through the resources you have to commit to the process (both time and money) and tradeoffs that different options represent.
  • The executive leadership needs to be involved in the planning process to some degree, although other staff or by someone from outside the organization can manage the process.
  • Even if your plans change, the act of planning will get people engaged in the options and will help to avoid “shiny object syndrome”.  Ultimately, planning will help you respond to both expected and unexpected changes to your organization or environment.

4. Planning is a Process!

  • It’s not an event, or even a single project (although there could be a project to kick it off or reevaluate things).
  • Similarly, planning can produce documents that are quite helpful, but only to the extent those documents are used to guide the decisions of the organization.
  • It’s important to budget time and resources to technology planning and implementation, just as you would dedicate ongoing resources to other critical aspects of your organization.
  • One potential trap is committing to an ongoing technology obligation without anticipating the resources it will take to maintain; for example, maintaining your own servers or establishing a social media presence.
  • It’s possible that technology is not a critical part of your organization, and that’s fine too as long as you are engaging in the process of evaluating tradeoffs to come to that conclusion.

5. Importance of metrics and measurements

  • Once you have decided on a strategy, the next thing is to think about is how to measure your progress.
  • Metrics are one way to make sure your technology strategy is closely aligned to your organizational strategy.
  • For example, if data security is a concern, you might track the percentage of your computers that have AV or disk encryption installed; if outreach is an organizational imperative then perhaps Twitter followers or Facebook friends might be a better metric.
  • Metrics should be as quantitative as possible, to minimize the risk that people will make subjective judgments and obscure the true picture of how things are going.

6. Need to set goals and track success (or failure)

  • Once you have chosen your metrics, you should set goals for those metrics and track your progress over a preset time period which should be long enough to judge results but short enough to preserve momentum.
  • If you succeed in achieving your goals–great! Adjust your goals for the next time period to be a little more challenging and keep trying to meet them. It’s important to avoid “autopilot” goals that are too easy to meet and never adjust up.
  • If you don’t meet your goals, that’s ok too. Now you have valuable information and you can either adjust your plan, your metrics, your goals, or the resources you are applying to technology. After a few cycles you should be able to find the right balance and establish a pattern of success.

7. Things went wrong?!

“Everyone has a plan – until they get punched in the face.” – Mike Tyson, Boxer

  • If things go wrong, that’s ok! That’s all part of the process.
  • The benefit of having a plan is that at least you will know when things are going wrong, which is always preferable (even if nothing can be done about it in the short run) to finding out everything has already gone wrong in the past and now things are in crisis.

8. Resources

“Those who plan do better than those who do not plan even though they rarely stick to their plan.” – Winston Churchill, British Prime Minister

Harsh truths

Illustration from "Six Harsh Truths That Will Make You A Better Person" by David Wong    http://www.cracked.com/blog/6-harsh-truths-that-will-make-you-better-person/
Perhaps as a counter-balance to my previous blog post, I’ve been reflecting on an article by David Wong that appeared this month in Cracked.Com: “Six Harsh Truths That Will Make You A Better Person.”

While I don’t agree with all of Wong’s assertions, there are a few that I think we should take to heart in the nonprofit sector.  I present them here as bullet points:

  • “The World Only Cares About What It Can Get from You”

Wong points out two corollaries to this:  “…society is full of people who need things….”  and “(e)ither you will go about the task of seeing to those needs by learning a unique set of skills, or the world will reject you, no matter how kind, giving and polite you are.

He’s right, or at least he should be.

(We all know of high-profile nonprofit professionals whose main achievement is making people feel warm inside.  They don’t contribute to any lasting and positive change, but they get plenty of photo opportunities.  If this were an entirely fair universe, the world would be rejecting them, and instead it applauds them.  However, they are the exceptions.)

Most of us are plebs in the nonprofit sector, and we are obliged to solve problems in order to justify our continued employment.  That’s the way it should be.  At the end of the day, if our organization’s mission is to save whales, then we should be judged on how our efforts add up to success in saving whales.  That might involve sticking to methods that have stood the test of time, or to finding ways to save more whales with fewer resources, or to finding ways to ensure that once we save them they stay healthy for the long run.   We have to keep our eye on results, and not give free passes to people who are merely impassioned without being effective.

By this I don’t mean that personalities and processes should be completely discounted.  It’s important to be considerate, ethical, and fair.  It’s also important to value the processes enough to learn from both failures and successes.  But having a pure heart is not enough, either as a process or an outcome, when your self-proclaimed mission is to save the whales.

  • “What You Produce Does Not Have to Make Money, But It Does Have to Benefit People”
‘Nuff said, right?  This the nonprofit sector, right? It’s not just that people ask “what’s in it for me?” when they donate, it’s that we’re living in an WIIFM universe. If what’s in it for us, as nonprofit professionals, is the dubious glamor of altruism, I suppose that’s alright, but we still have an obligation to make our work more than a vanity project.  Again, if it were a fair world, then effective projects would get more love than vanity projects.  But even though it’s unfair, there’s still a principle involved that obligates us to be as effective as possible in benefiting the world, even when that’s less glamorous.
  • “Everything Inside You Will Fight Improvement”

Thank you, Mr. Wong.  This is true indeed – not just for individuals, but for nonprofit organizations.  This one of the most compelling reasons why outcomes management is such an uphill battle in our sector.  It’s not just that we don’t like being judged by our results; it’s that we don’t like having to change.

I’m not using the first person plural (e.g., “we”) here in a abstract, vague, editorial way.  I’m using it, because I’m talking about flaws in which I fully partake.  When Wong says, “(t)he human mind is a miracle, and you will never see it spring more beautifully into action than when it is fighting against evidence that it needs to change,” he’s certainly speaking to my condition.

Here is his list of the powerful defense mechanisms of which I am (and perhaps you are) capable of fielding when we are challenged or criticized:

              “Intentionally Interpreting Any Criticism as an Insult”

              “Focusing on the Messenger to Avoid Hearing the Message”

             Focusing on the Tone to Avoid Hearing the Content”

              Revising (My) Own History”

             “Pretending That Any Self-Improvement Would Somehow Be Selling Out (My) True Self”

Of course, my personal favorite is the last mentioned. When I start wallowing in it, I do my best to remember that there are more important (and perhaps more valid) ethical principles at stake than expressing what I take to be my essential nature.

In fact, it’s our obligation to submit to public scrutiny and criticism when we work in the nonprofit sector.  (At least, it is in the U.S.; I can’t say much about other countries.)  As George McCully points out in his book Philanthropy Reconsidered, we are engaged in private initiatives for the public good, and the public has a right to evidence that we deserve the trust that is vested in us.  They deserve to know that we are striving to serve them with both processes and results that are valid, and that we are quickly learning from processes and results that do not yield strong positive benefits over the long run.
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