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Presentation tips and tools for technology planning


You’ve heard that a technology plan can help you budget and better plan for future technology acquisitions, but with everything else you do all day, who has the time? Come to this TechSoup and …

You’ve heard that a technology plan can help you budget and better plan for future technology acquisitions, but with everything else you do all day, who has the time? Come to this TechSoup and WebJunction presentation where we’ll share tips, tools, and tales from folks who’ve crafted their own tech plans without too much discomfort.

In this webinar, you’ll:

Hear about best practices for technology planning
Get tips for writing clear and manageable goals and objectives
Learn about tools that can help you through the planning process
This webinar is best suited for folks at libraries and nonprofits who are getting started with technology planning or would like some help with existing technology plans.

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  • 1. Tips and Tools for Technology Planning July 20, 2010 Audio is only available by calling this number: Conference Call: 866-740-1260; Access Code: 6339392 Sponsored by
  • 2. Using ReadyTalk
    • Chat & raise hand
    • Mute = *6, Unmute = *7
    • If you lose your internet connection, reconnect using the link emailed to you.
    • If you lose your phone connection, re-dial the phone number and re-join.
    • ReadyTalk support: 800-843-9166
  • 3. You are being recorded…
    • Streaming into Second Life
    • This seminar will be available on the TechSoup website along with past webinar presentations:
    • You will receive a link to this presentation, material and links.
    • After the webinar, you can ask follow-up questions in the Tech Planning Forum:
    • Twitter hashtags: #techsoup
  • 4. Tips and Tools for Technology Planning Sponsored by Presenters: Kendra Morgan & Elliot Harmon
  • 5. Today’s Speakers Facilitator: Kami Griffiths, TechSoup Assisting with chat questions: Kevin Lo, TechSoup Elliot Harmon TechSoup Kendra Morgan WebJunction
  • 6. Agenda
    • The value of a tech plan
    • The dangers of not having a tech plan
    • When it should done
    • Who should be involved
    • The tech planning process
    • TechAtlas
    • Success stories
  • 7. The Value of a Technology Plan
    • Create a path to the future
    • Establish expectations
    • Fulfill state/federal/grantor requirements
  • 8. TechSoup Donations & Your Fiscal Year
  • 9. Dangers of Poor Technology Planning inky
  • 10. Dangers of Poor Technology Planning
    • "tyranny of the urgent"
  • 11. Dangers of Poor Technology Planning
    • "tyranny of the urgent“
    • small picture focus editor
  • 12. Inspired by Ed Granger-Happ
  • 13. Dangers of Poor Technology Planning
    • "tyranny of the urgent“
    • small picture focus
    • not ready for natural or man-made disasters
    • johnjack
  • 14. How Often Should Planning Be Done
    • Planning cycles may vary based on organizational needs
    • Consider these:
      • Long range, strategic planning cycle
      • Grant, funding planning cycles
      • Fiscal year planning needs
  • 15. How Often Should Planning Be Done
    • Planning and responding to the plan is a year-round process.
  • 16. Your Technology Team dunechaser
  • 17. Your Technology Team
    • accidental techie vs. purposeful techie sayonara
  • 18. A major issue the Accidental Techie has with her responsibilities (however informal they may be) is that they conflict with her core job function. Not everyone is a natural born multitasker, but the Purposeful Techie puts in place parameters that allow her to balance competing needs. It’s basic, but scheduling time in her calendar for maintenance and individual computer-user assistance at appropriate intervals in the day, week, or month will bring order to the support role and create boundaries.             - Mark Shaw   
  • 19. Your Technology Team
    • accidental techie vs. purposeful techie
    • working with volunteers and consultants (and not wasting their time)
    • sanjoselibrary
  • 20. Assessing your Current Infrastructure
    • focus on the problem, not the solution (yet) cardoso
  • 21. What is the current workflow? What need is not met by the current workflow? Who is impacted? mandyxclear
  • 22. The Process of Creating a Plan
    • Plan contents (can vary)
    • Mission and Vision
    • Historical statement
    • Goals, Objectives and Activities
    • Budget
    • Evaluation
  • 23. Technology Plan Goals
    • They emerge because of what you know about your community or clientele.
    • Are intentions that are directed toward particular clientele or particular topics.
    • Are more specific than a vision statement .
    • Are different from objectives in that they are not connected to a timeline.
  • 24. Technology Plan Objectives
    • Can be crossed off when finished.
    • State who will do what and when.
    • Are measurable, precise timetables for action.
    • Stem directly from the goals ; there may be multiple objectives for each goal.
  • 25. Get SMART! Write SMART goals and objectives to create a clear plan.
  • 26. pecific : is it clear what needs to be done? easurable: are there specific measurements to gauge success? ttainable: are there sufficient resources, staff time, budget to achieve? elevant: does it support the library’s mission? imebound: when should it be completed or measured?
  • 27. Goal and Objective Example
    • Goal 1: Expand and enhance public and staff access to electronic information resources through our website.
    • Objectives:
    • Replace the library’s web server and software by August of 2010.
    • The outreach coordinator will develop marketing materials to promote the site and aim to increase traffic to the site by 20% after 6 months.
    • The head of reference will establish a list of website competencies for staff and will offer 2 training sessions to familiarize staff with the resources on the library’s site by October 2010.
  • 28. Budgeting
    • Challenges
      • Not knowing what costs will be or where funding is coming from.
      • Providing enough details to satisfy decision makers and reviewers.
    • Err on the side of 1-year planning with the budget.
  • 29. Implementation (the three P’s) jinglesthepirate
  • 30. hased schedule
  • 31. hased schedule ublicize changes
  • 32. hased schedule ublicize changes rain the staff
  • 33. hased schedule ublicize changes lease train the staff
  • 34. Evaluation
    • Helps to identify how you can improve and where you have succeeded!
  • 35. How can TechAtlas help?
    • Creates a “container” for your technology plan.
    • Has links to resources and suggestions.
    • It is still just a tool, like a car. You need lots of other components/ resources to make it go!
  • 36. TechAtlas
  • 37.   One of the most critical purchases that we made was the Data Protection Manager (DPM) software for doing shadow copy/replica backups of our files … This advantage became especially important during the September 2008 windstorms when our Liberty Street location was without power for four days. We were still able to be partially operational because the site's data was protected at another location and was restorable to another server.
  • 38. Resources
    • General Tech Planning Resources
    • Tech Beginner's Guide
    • Planning for Success (TechSoup for Libraries cookbook)
    • Disaster Planning and Recovery Guide
    • Tech Planning forum http://
    • NCVS: Technology Planning for Nonprofits and Public Libraries
    • IT Staffing and Mission Alignment
    • John Merritt and Steve Heye: Forget the Tech, Let's Talk Mission
    • Mark Shaw: The Purposeful Techie
    • Technology Assessment and Asset Management
    • Managing Your Organization's Technology Assets http://
    • Budgeting for Technology
    • Total Cost of Ownership
    • Foundation Center: Grants for Technology
    • Technical Volunteers
    • Working with Technical Volunteers
  • 39. Questions? Submit your questions using the chat box.
  • 40. Continue the Discussion…
    • Additional questions can be answered by posting in the Tech Planning Forum:
  • 41. Get the Most Out of TechSoup
    • At TechSoup, you’ll find a range of technology services to help your nonprofit:
      • Read helpful articles in our Learning Center
      • Request donated software , hardware, and online services
      • Join our community forums to learn from your colleagues
      • Browse upcoming events and conferences
  • 42. Upcoming Webinars
    • Business Planning for Nonprofits and Libraries
      • Thursday, July 22, 11 a.m. Pacific time
    • Microsoft Office 2010: What’s in it for Nonprofits and Libraries 
      • Tuesday, July 27, 11 a.m. Pacific time
  • 43. Thank you to our Webinar Sponsor! ReadyTalk offers dedicated product demos for TechSoup organizations 4 times per week. For more information:
  • 44. Thank you! Please complete the post event survey! Kami Griffiths,, 415-633-9392