MANAGING IT VOLUNTEERS Empowering Today’s Volunteer Manager Conference 6 November 2008

David Guthrie Sussex Community Internet Project [email_address]

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

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?

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

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)

Staff Time

Management

Training

Sustainability

Associated costs (e.g. hardware & web hosting)

PROS AND CONS The 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

The 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 experienced Project is well managed by organisation and volunteer When they are not: Mission critical Non strategic

Suitable for a volunteer?

When they are:

Volunteers are qualified and experienced

Project is well managed by organisation and volunteer

When they are not:

Mission critical

Non 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

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

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 Action Universities & colleges Local 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

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 Action

Universities & colleges

Local 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

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

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

Choose the right volunteer

Define your need clearly and keep ownership

Allow for time to dedicate to the project (plan)

Communicate regularly

Document everything!

David Guthrie Sussex Community Internet Project [email_address]