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Future-Proofing Your Projects: Maintenance,
Continuity and Succession Planning
September 14, 2016
Presenters
Christopher Alfano
Automated Document Producer, Illinois Legal Aid Online
Jack Haycock
Client Focused Technolog...
Roadmap
● Mirenda will introduce the presenters and themes of the webinar
● Kathleen and Jack will cover successful legal ...
Lessons Learned from Family Leave
- Utilize existing resources; don’t re-invent the
wheel: I borrowed Xander’s transition ...
Statewide Website Project Staff
Transition Checklist
Before website coordinator / admin leaves:
● Get stakeholder committe...
Statewide Website Project Staff
Transition Checklist (cont’d)
After coordinator / admin leaves:
● Deactivate former admin’...
Selected Resources
● Executive Director Julia Wilson’s blog post about how OneJustice planned for the 3-
month sabbatical ...
Staffing Transitions
A Holistic Approach (and a few other suggestions)
Kathleen Caldwell & Jack Haycock - Pine Tree Legal ...
The Background
Kathleen has (had?!) been with Pine
Tree Legal Assistance for 35 years
- 20 of those years as the website
c...
A “Holistic”
Approach to this
Staffing Transition
For better or worse, there was
no institutional system or
protocol for t...
Staffing Transition Best Practices
Communicate
Early
Often
Openly
Staffing Transition Best Practices
Transfer Institutional Knowledge
Not just what we do - why we do it
Which partnerships ...
Staffing Transition Best Practices
Overlapping Time is Key
A good chance to address the minutia - and
the big picture
In p...
From the mentor’s perspective
1. It helps to love your work. If you do,
convey that.
2. Documentation - as you go. (If you...
If we had to do it
all over again...
Some project management
tools that might have made
this transition easier
Asana
Free for up to 15 users!
Intuitive and easy to
organize
Neat visual tools for
tracking project status
and progress
E...
More free, inexpensive, or worth-the-price software?
1. Google drive
2. Basecamp
3. Jira
4. Trello
5. Slack
6. Confluence
Tips from other programs
1. Illinois Legal Aid Online (Gwen Daniels) - “We have
weekly meetings so that everyone on the te...
Staffing Transitions
can be difficult - but
they don’t have to be
miserable.
Future-Proofing your Future
Projects:
That’s not redundant!
By Sheila Fisher, Attorney/Template Developer,
North Penn Lega...
Motivations for new projects?
➢ New, hot projects touted at TIG conferences and webinars
➢ Priority categories in each yea...
So now you’re
motivated ,
but . . .
Don’t bite off more
than you can chew!
Considerations
(besides the glitz and glam!)
How does the new project or technology:
o Fit in with other technologies alre...
How to avoid project pitfalls
• Ask experts / get second opinions
• Ask to see demos / be demanding for specifics
• Get co...
So when you’re
applying for a
tech grant,
be sure to . . .
Look that gift horse
in the mouth!
More info
The Nine Steps of Planning
a Successful Technology Project
By Kyle Andrei, Tech Soup, 2014
http://forums.techsou...
Stepping Up
Stepping Back
Agnostic Transition Planning
Xander Karsten, Project Manager at LegalServer
● Plan Early, Plan Often
● Know your partners
● Know your deliverables
● Know your tools
Keys to Transition Planning
Plan Early, Plan Often
It’s never too late-
And it’s never too early!
Plan Early, Plan Often
Looking at the whole of the
project-
Who understands where piece of the
project is?
Who could absorb some or all of the
pr...
For each person/partner
Share email address and phone
numbers
What is their role, AND who will
step in or play backup?
Who...
Lay out in a public document who on the team is
responsible for what part of the project
Identify who will be their backup...
Know your deliverables
Make goals or deliverables
transparent & accessible
Review, revisit and rework
often and with the g...
● Does it meet your needs?
● Is it easy to maintain?
● Do your partners know and understand it?
What is your the best tool...
Short
Clear
Concise
Often
Communication
Meetings are only as powerful as follow up- If there isn’t
follow up, it didn’t happen.
What about meetings?
Final Thought...
Take Aways
The time to plan is now
Know your partners, deliverables and tools
Be kind
XKarsten@LegalServer.org
THANK YOU FOR ATTENDING
TODAY!
Next up by PBN:
Let the User be Your Guide
October 19 @10am PT/1pm ET
More information at w...
Contact Information
Brian Rowe (brianr@nwjustice.org) or via chat on www.lsntap.org
Don’t forget to take our feedback surv...
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Future-Proofing Your Projects

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This webinar will cover common approaches and pitfalls in the successful maintenance of legal aid technology initiatives. It will explore how project upgrades and enhancements fit into a long-term project plan and budget given the dynamic nature of tech tools available. This webinar will also highlight staffing and documentation practices to support knowledge transfer and continuity when there is staff turnover, or when a project begins with a consultant or volunteer and then needs to be sustained in-house. We will feature experienced and newer project managers who are involved in statewide websites, online forms projects, and other technology initiatives to share lessons learned and tips for the future.

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Future-Proofing Your Projects

  1. 1. Future-Proofing Your Projects: Maintenance, Continuity and Succession Planning September 14, 2016
  2. 2. Presenters Christopher Alfano Automated Document Producer, Illinois Legal Aid Online Jack Haycock Client Focused Technology Innovator, Pine Tree Legal Assistance Kathleen Caldwell Website Coordinator (Retired), Pine Tree Legal Assistance Sheila Fisher North Penn Legal Services Xander Karsten – Project Manager, LegalServer Mirenda Meghelli LHI Program Coordinator, Pro Bono Net
  3. 3. Roadmap ● Mirenda will introduce the presenters and themes of the webinar ● Kathleen and Jack will cover successful legal technology projects developed in the past and how to transition them when staffing changes ● Chris will cover present strategies used at Illinois Legal Aid Online to maintain and support their forms project ● Sheila will cover considerations for planning a future legal technology project ● Xander will wrap up the presentation with transition planning considerations that can be used at the beginning, middle or end of a project
  4. 4. Lessons Learned from Family Leave - Utilize existing resources; don’t re-invent the wheel: I borrowed Xander’s transition memo as a template for my coverage memo - Set aside time to document and review: allow your colleagues an opportunity to ask questions while you are still around; what is clear to you may not be clear to everyone - Notify who you work with well before you leave: inside and outside the office - Be flexible and prepare for different scenarios: the baby comes when they are ready - Make like a tree...: prepare for the leave, then leave and trust everything will be okay
  5. 5. Statewide Website Project Staff Transition Checklist Before website coordinator / admin leaves: ● Get stakeholder committee list ● Find out date and agenda items for next stakeholder meeting ● Advocate site membership policy -- is there one? Get a copy. ● Discuss and document transitional project priorities, for example: ● Content review ● Milestone reporting activities and documentation ● Outstanding marketing activities ● Get usernames and passwords for websites or other tools (e.g. social media), as needed
  6. 6. Statewide Website Project Staff Transition Checklist (cont’d) After coordinator / admin leaves: ● Deactivate former admin’s user account on LawHelp and probono.net sites ● Replace LawHelp feedback email under Site Set Up –> My State ● Change advocate site join and welcome email sender and signature to new admin ● Add new admin as moderator of listservs as needed; remove old admin ● Contact PBN about trainings and welcome packet for new admin ● Arrange for another project staff person to review and approve members and site content if admin / coordinator is not replaced immediately
  7. 7. Selected Resources ● Executive Director Julia Wilson’s blog post about how OneJustice planned for the 3- month sabbatical she look last year and dealt with knowledge transfer and continuity: https://onejusticeblog.wordpress.com/2015/12/18/leadership-is-like-a- box-of-chocolates/ ● Sucession Planning for Nonprofits: https://www.councilofnonprofits.org/tools- resources/succession-planning-nonprofits ● Strategies for Future-Proofing your Technology: http://www.forbes.com/sites/forbestechcouncil/2016/02/18/eight-strategies-to- future-proof-your-technology/#266e7d1f2560 ● Managing Document Automation Projects LHI Webinar: https://www.probono.net/link.cfm?25997
  8. 8. Staffing Transitions A Holistic Approach (and a few other suggestions) Kathleen Caldwell & Jack Haycock - Pine Tree Legal Assistance
  9. 9. The Background Kathleen has (had?!) been with Pine Tree Legal Assistance for 35 years - 20 of those years as the website coordinator. Jack started as Kathleen’s intern in the Fall of 2015 - and kept working on projects in various capacities until starting full-time as the website coordinator in August, 2016. There is a TON of information to pass on when you have been doing a job for 20 years - and we did our best.
  10. 10. A “Holistic” Approach to this Staffing Transition For better or worse, there was no institutional system or protocol for this kind of staffing transition. Most of the time we were working in different offices. We don’t have a formal system, but we do have some best practices to share - things we each did that made this process much easier.
  11. 11. Staffing Transition Best Practices Communicate Early Often Openly
  12. 12. Staffing Transition Best Practices Transfer Institutional Knowledge Not just what we do - why we do it Which partnerships need to be maintained Past mistakes and successes The power of 20 years of hindsight Limitations on what you can capture
  13. 13. Staffing Transition Best Practices Overlapping Time is Key A good chance to address the minutia - and the big picture In person is the best option - but it’s possible remotely Use any overlapping time you have If you don’t have any, try to advocate for getting some - even a little bit will help
  14. 14. From the mentor’s perspective 1. It helps to love your work. If you do, convey that. 2. Documentation - as you go. (If you didn’t, it’s too late.) 3. A good mentee is curious, asks lots of questions, insightful question, dumb questions - matters not, as long as they’re totally engaged. 4. Make mistakes. 5. Good systems help, but they don’t
  15. 15. If we had to do it all over again... Some project management tools that might have made this transition easier
  16. 16. Asana Free for up to 15 users! Intuitive and easy to organize Neat visual tools for tracking project status and progress Easy to see the development of a project over time - could be used in transitions to get new people up to speed quickly.
  17. 17. More free, inexpensive, or worth-the-price software? 1. Google drive 2. Basecamp 3. Jira 4. Trello 5. Slack 6. Confluence
  18. 18. Tips from other programs 1. Illinois Legal Aid Online (Gwen Daniels) - “We have weekly meetings so that everyone on the team has a good idea of the overall enterprise. Then, when someone leaves, we already have a lot of institutional wisdom built in among remaining staff.” 2. For website administrators, Drupal has a documentation module (“Revisions”). Most other systems have something similar. Use it! 3. Who else has tips? 4. Use tools like Google Sheets to help coordinate and get
  19. 19. Staffing Transitions can be difficult - but they don’t have to be miserable.
  20. 20. Future-Proofing your Future Projects: That’s not redundant! By Sheila Fisher, Attorney/Template Developer, North Penn Legal Services sfisher@northpennlegal.org
  21. 21. Motivations for new projects? ➢ New, hot projects touted at TIG conferences and webinars ➢ Priority categories in each year’s TIG application process ➢ Desire to be leader or early adopter ➢ Outdated system which is under-performing ➢ LSC baseline technology guidelines and tech plans ➢ Grant money $$$$$ ! ➢ Increasing efficiencies and cost-savings
  22. 22. So now you’re motivated , but . . . Don’t bite off more than you can chew!
  23. 23. Considerations (besides the glitz and glam!) How does the new project or technology: o Fit in with other technologies already in use? o How much training/new skill development will be required? o Can needs be met with existing technology? o How will new technology advance service goals?
  24. 24. How to avoid project pitfalls • Ask experts / get second opinions • Ask to see demos / be demanding for specifics • Get commitment from management for funding beyond project term • Get commitment from management to incorporate “project” into program culture or service goals • Remember tech projects aren’t money makers!
  25. 25. So when you’re applying for a tech grant, be sure to . . . Look that gift horse in the mouth!
  26. 26. More info The Nine Steps of Planning a Successful Technology Project By Kyle Andrei, Tech Soup, 2014 http://forums.techsoup.org/cs/community/b/tsblog/ archive/2014/04/22/the-nine-steps-of-planning-a- successful-technology-project.aspx
  27. 27. Stepping Up Stepping Back Agnostic Transition Planning Xander Karsten, Project Manager at LegalServer
  28. 28. ● Plan Early, Plan Often ● Know your partners ● Know your deliverables ● Know your tools Keys to Transition Planning
  29. 29. Plan Early, Plan Often It’s never too late- And it’s never too early! Plan Early, Plan Often
  30. 30. Looking at the whole of the project- Who understands where piece of the project is? Who could absorb some or all of the project? What documentation would they need? Who can help make sure they are successful? Succession Planning
  31. 31. For each person/partner Share email address and phone numbers What is their role, AND who will step in or play backup? Who to contact if I REALLY need someone? Know your Partners
  32. 32. Lay out in a public document who on the team is responsible for what part of the project Identify who will be their backup (either internally or externally) Analyze if one person or group is responsible for too much Accountability Matrix/Responsibility Charting
  33. 33. Know your deliverables Make goals or deliverables transparent & accessible Review, revisit and rework often and with the group. Start with where you want to be, and plan from there!
  34. 34. ● Does it meet your needs? ● Is it easy to maintain? ● Do your partners know and understand it? What is your the best tool? Know your tools
  35. 35. Short Clear Concise Often Communication
  36. 36. Meetings are only as powerful as follow up- If there isn’t follow up, it didn’t happen. What about meetings?
  37. 37. Final Thought...
  38. 38. Take Aways The time to plan is now Know your partners, deliverables and tools Be kind XKarsten@LegalServer.org
  39. 39. THANK YOU FOR ATTENDING TODAY! Next up by PBN: Let the User be Your Guide October 19 @10am PT/1pm ET More information at www.lsntap.org
  40. 40. Contact Information Brian Rowe (brianr@nwjustice.org) or via chat on www.lsntap.org Don’t forget to take our feedback survey!

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