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Working with Tech Consultants
With Tim Forbes, PICnet
July 14, 2016
. © TechSoup Global | All rights reserved
Using ReadyTalk
• Chat to ask questions
• All lines are muted
• If you lose your...
. © TechSoup Global | All rights reserved
You Are Being Recorded…
This webinar will be available on the TechSoup website a...
. © TechSoup Global | All rights reserved
Presenters
Assisting with chat: Susan Hope Bard, TechSoup
Becky Wiegand
Webinar ...
. © TechSoup Global | All rights reserved
Learning Objectives
1. Gain a better grasp of key terminology when working with ...
6
About TechSoup
. © TechSoup Global | All rights reserved
The Need Is Global – And So Are We
TechSoup’s mission is to build a dynamic brid...
. © TechSoup Global | All rights reserved
www.TechSoup.Global
. © TechSoup Global | All rights reserved
Our Impact
Together, we build a stronger, more
resilient civil society.
$5.4B
in...
Soapbox Engage www.soapboxengage.com
Poll Questions
● What type of technology project is your organization about to
undert...
Working with
Tech Consultants
Or, What to Expect When You’re
Expecting a Tech Project
Soapbox Engage www.soapboxengage.com
Soapbox Engage www.soapboxengage.com
Tim Forbes
VP of Products and Marketing
Former nonprofit accidental techie
tim@picnet...
Soapbox Engage www.soapboxengage.com
Online engagement tools for changemakers
Soapbox Engage www.soapboxengage.com
What We’ll Cover
● Tips on developing a successful request for proposal (RFP)
● Deter...
Soapbox Engage www.soapboxengage.com
How We’ll Cover It
● In the least boring way we know how - through story
Soapbox Engage www.soapboxengage.com
How We’ll Cover It
● In the least boring way we know how - through story
● Informed b...
Soapbox Engage www.soapboxengage.com
How We’ll Cover It
● In the least boring way we know how - through story
● Informed b...
Soapbox Engage www.soapboxengage.com
How We’ll Cover It
● In the least boring way we know how - through story
● Informed b...
Soapbox Engage www.soapboxengage.com
How We’ll Cover It
● In the least boring way we know how - through story
● Informed b...
Soapbox Engage www.soapboxengage.com
Meet Your Protagonist
Phil Penn Gwynn
Nonprofit Accidental Techie
Soapbox Engage www.soapboxengage.com
The Beginning
Someorg Someorg.org
We're a small D.C. nonprofit in need of a new websi...
Soapbox Engage www.soapboxengage.com
The Beginning
Someorg Someorg.org
We're a small D.C. nonprofit in need of a new websi...
Soapbox Engage www.soapboxengage.com
The Beginning
Someorg Someorg.org
We're a small D.C. nonprofit in need of a new websi...
Soapbox Engage www.soapboxengage.com
What to Expect: Phases of a Project
1. Planning & Contracting
2. Discovery
3. Design
...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
1. Clarify project goals
2. Determine budget
3. Identify audie...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
NotEasyGreen Kermit the Frog, Board President
@SomePhil I hear...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
Request for Proposal:
A request for proposal (RFP) is a docume...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
Foo-Foo Ms. Piggy, Executive Director
@SomePhil The RFP is the...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
1. A Request for Proposal is an invitation to a
discussion
2. ...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
NotEasyGreen Kermit the Frog, Board President
@SomePhil I know...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
1. Fit matters when choosing a consultant. Seek one
that align...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
Foo-Foo Ms. Piggy, Executive Director
@SomePhil We don’t have ...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
1. Articulating a budget will help successfully define
the sco...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
Foo-Foo Ms. Piggy, Executive Director
@SomePhil Remember, we a...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
1. Identify project participants and define roles early
in the...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
SciRulz Bunson Honeydew, Marketing Director
@SomePhil I haven'...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
Do your homework ahead of time. As much as
possible, identify ...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
NotEasyGreen Kermit the Frog, Board President
@SomePhil We nee...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
1. In internal conversations, focus on OUTCOMES
rather than sp...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
NotEasyGreen Kermit the Frog, Board President
@SomePhil The RF...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
Scope of Work:
The Scope of Work (SOW) is a formal agreement
d...
Soapbox Engage www.soapboxengage.com
Planning & Contracting
1. The Scope of Work defines the contract
deliverables and is ...
Soapbox Engage www.soapboxengage.com
Discovery
1. Consultant learns about your organization
2. Consultant understands your...
Soapbox Engage www.soapboxengage.com
Discovery
Foo-Foo Ms. Piggy, Executive Director
@SomePhil All five staff and board me...
Soapbox Engage www.soapboxengage.com
Discovery
Clarify goals and priorities for the project so you can
speak with one voic...
Soapbox Engage www.soapboxengage.com
Discovery
NotEasyGreen Kermit the Frog, Board President
@SomePhil It is important to ...
Soapbox Engage www.soapboxengage.com
Discovery
Assess your internal capabilities for maintaining what
is being built and a...
Soapbox Engage www.soapboxengage.com
Design
1. Draft design mockups
2. Revise mockups, based on feedback
3. Finalize desig...
Soapbox Engage www.soapboxengage.com
Design
SciRulz Bunson Honeydew, Marketing Director
@SomePhil I don’t care how hard it...
Soapbox Engage www.soapboxengage.com
Design
1. Discuss balance of design complexity vs. ease of
updating with your consult...
Soapbox Engage www.soapboxengage.com
Design
SciRulz Bunson Honeydew, Marketing Director
@SomePhil I want the Apple.com sit...
Soapbox Engage www.soapboxengage.com
Design
Aim for a design that supports your organization’s
mission and message
Soapbox Engage www.soapboxengage.com
Design
NotEasyGreen Kermit the Frog, Board President
@SomePhil We’re not happy with t...
Soapbox Engage www.soapboxengage.com
Design
Be as specific as you can when giving feedback to
your consultant
Soapbox Engage www.soapboxengage.com
Design
SciRulz Bunson Honeydew, Marketing Director
@SomePhil We’re doing a complete r...
Soapbox Engage www.soapboxengage.com
Design
Be aware of the larger organizational context and
communicate that to your con...
Soapbox Engage www.soapboxengage.com
Development
1. Create development site
2. Build site structure, as per approved site ...
Soapbox Engage www.soapboxengage.com
Development
WakaWaka Fozzie Bear, Project Manager
@SomePhil Great news! We’ve finishe...
Soapbox Engage www.soapboxengage.com
Development
Clarify the review and sign off process for the phases
of the project wit...
Soapbox Engage www.soapboxengage.com
Development
Foo-Foo Ms. Piggy, Executive Director
@SomePhil I just saw the site desig...
Soapbox Engage www.soapboxengage.com
Development
Get organizational buy in and involvement from key
stakeholders and decis...
Soapbox Engage www.soapboxengage.com
Development
NotEasyGreen Kermit the Frog, Board President
@SomePhil Hey, we need a se...
Soapbox Engage www.soapboxengage.com
Development
1. More functionality means more time and more
money
2. Phased projects c...
Soapbox Engage www.soapboxengage.com
Content Population
1. Conduct training on content management system
2. Upload content...
Soapbox Engage www.soapboxengage.com
Content Population
Foo-Foo Ms. Piggy, Executive Director
@SomePhil It's been a month ...
Soapbox Engage www.soapboxengage.com
Content Population
1. Clarify role and responsibilities for content
population with y...
Soapbox Engage www.soapboxengage.com
Quality Assurance
1. Review design
2. Test functionality
3. Prioritize and fix bugs
4...
Soapbox Engage www.soapboxengage.com
Quality Assurance
WakaWaka Fozzie Bear, Project Manager
@SomePhil The site’s all done...
Soapbox Engage www.soapboxengage.com
Quality Assurance
1. Participate in the quality assurance and testing
process
Soapbox Engage www.soapboxengage.com
Launch
1. Coordinate timing of launch
2. Launch site
Soapbox Engage www.soapboxengage.com
Launch
SciRulz Bunson Honeydew, Marketing Director
@SomePhil I know I haven’t finishe...
Soapbox Engage www.soapboxengage.com
Launch
1. Manage internal expectations and timeline
2. Keep in touch with your consul...
Soapbox Engage www.soapboxengage.com
Launch
Foo-Foo Ms. Piggy, Executive Director
@SomePhil Great to hear that site is up!...
Soapbox Engage www.soapboxengage.com
Launch
1. Understand how your website relates to other
services your organization has...
Soapbox Engage www.soapboxengage.com
Support
1. Host and monitor site
2. Respond to questions and issues
3. Provide a know...
Soapbox Engage www.soapboxengage.com
Support
WakaWaka Fozzie Bear, Project Manager
@SomePhil Update content? Oh, I’m sorry...
Soapbox Engage www.soapboxengage.com
Support
Understand the capabilities and limitations of your new
technology and the na...
Soapbox Engage www.soapboxengage.com
Support
Key factors that define that ongoing relationship:
1. Term of service
2. Firs...
Soapbox Engage www.soapboxengage.com
Support
BeatDrum Animal, Marketing Manager
@SomePhil Thanks for warm welcome to the n...
Soapbox Engage www.soapboxengage.com
Support
Choose a firm that will be around in the long run and
who can help your tech ...
Soapbox Engage www.soapboxengage.com
Questions and Answers
Additional Resources
Glossary of Terms: www.soapboxengage.com/w...
82
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Webinar - Working with Tech Consultants - 2016-07-14

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If your nonprofit or library is planning any technology projects like redoing your website or installing new computers where you'll be working with tech consultants, third-party vendors, or even volunteers who will manage the project, watch our discussion on how to work best with them.

Get the gist of how to engage in a positive relationship with a tech consultant and, most importantly, fulfill the needs you set out to achieve in your tech project to begin with!

We cover:

-- Tips on developing a successful request for proposals (RFP)
-- Determining what should be included in your scope of work (SOW)
-- Understanding the lingo in any service level agreement (SLA)
-- Do you need that long-term maintenance contract?
-- Know what all of the above terms mean with a tech lingo cheat sheet!

Watch long-time tech consultant and former nonprofit accidental techie, Tim Forbes, VP of Products and Marketing for PICnet. creators of the online engagement platform, Soapbox Engage, who will share his best practices, define some key terms to help you communicate effectively with tech consultants, and offer tips to set you on a positive path toward completing your tech project effectively.

Published in: Education
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Webinar - Working with Tech Consultants - 2016-07-14

  1. 1. Working with Tech Consultants With Tim Forbes, PICnet July 14, 2016
  2. 2. . © TechSoup Global | All rights reserved Using ReadyTalk • Chat to ask questions • All lines are muted • 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 Your audio will play through your computer’s speakers. Hear an echo? You may be logged in twice and will need to close one instance of ReadyTalk.
  3. 3. . © TechSoup Global | All rights reserved You Are Being Recorded… This webinar will be available on the TechSoup website along with past webinars: www.techsoup.org/community/events-webinars You can also view recorded webinars and videos on our YouTube channel: https://www.youtube.com/TechSoupVideo You will receive an email with this presentation, recording, and links within a few days Tweet us @TechSoup or using the hashtag #tswebinars
  4. 4. . © TechSoup Global | All rights reserved Presenters Assisting with chat: Susan Hope Bard, TechSoup Becky Wiegand Webinar Program Manager TechSoup Tim Forbes VP of Products and Marketing PICnet
  5. 5. . © TechSoup Global | All rights reserved Learning Objectives 1. Gain a better grasp of key terminology when working with consultants. 2. Understand the stages and decision points of a hypothetical technology project and apply examples to your own technology contracts. 3. Come away with considerations for each stage to bring back to your staff, board, and stakeholders to help improve your project outcomes. 4. Leave with sample RFPs and a glossary of terms to reference.
  6. 6. 6 About TechSoup
  7. 7. . © TechSoup Global | All rights reserved The Need Is Global – And So Are We TechSoup’s mission is to build a dynamic bridge that enables civil society organizations and social change agents around the world to gain effective access to the resources they need to design and implement solutions for a more equitable planet. Countries Served TechSoup Partner Location NetSquared Local Group Where are you on the map?
  8. 8. . © TechSoup Global | All rights reserved www.TechSoup.Global
  9. 9. . © TechSoup Global | All rights reserved Our Impact Together, we build a stronger, more resilient civil society. $5.4B in technology products and grants employed by NGOs for the greater good 35 languages used to provide education and support 100+ corporate and foundation partners connected with the causes and communities they care about 6.2M annual visits to our websites 600,000 newsletter subscribers empowered with actionable knowledge 79% of NGOs have improved organizational efficiency with TechSoup Global's resource offering* *Source: survey conducted among TechSoup members in 2013
  10. 10. Soapbox Engage www.soapboxengage.com Poll Questions ● What type of technology project is your organization about to undertake? (website, hardware, database development, etc) ● Are you currently engaged with a technology consultant for your project or are you searching? ● What worries you most about your project? (cost overruns, results won’t match goals, limited budget, finding the right consultant, etc.)
  11. 11. Working with Tech Consultants Or, What to Expect When You’re Expecting a Tech Project Soapbox Engage www.soapboxengage.com
  12. 12. Soapbox Engage www.soapboxengage.com Tim Forbes VP of Products and Marketing Former nonprofit accidental techie tim@picnet.net (202) 585-0270 @timothyforbes Creators of Soapbox Engage
  13. 13. Soapbox Engage www.soapboxengage.com Online engagement tools for changemakers
  14. 14. Soapbox Engage www.soapboxengage.com What We’ll Cover ● Tips on developing a successful request for proposal (RFP) ● Determining what should be included in your scope of work (SOW) ● Understanding the lingo in any service level agreement (SLA) ● Do you need that long-term maintenance contract? ● Know what all of the above terms mean with a tech lingo cheat sheet!
  15. 15. Soapbox Engage www.soapboxengage.com How We’ll Cover It ● In the least boring way we know how - through story
  16. 16. Soapbox Engage www.soapboxengage.com How We’ll Cover It ● In the least boring way we know how - through story ● Informed by 15+ years in nonprofit tech consulting
  17. 17. Soapbox Engage www.soapboxengage.com How We’ll Cover It ● In the least boring way we know how - through story ● Informed by 15+ years in nonprofit tech consulting ● Get real and get specific by sharing actual experiences...
  18. 18. Soapbox Engage www.soapboxengage.com How We’ll Cover It ● In the least boring way we know how - through story ● Informed by 15+ years in nonprofit tech consulting ● Get real and get specific by sharing actual experiences...with names changed to protect the (not so???) innocent
  19. 19. Soapbox Engage www.soapboxengage.com How We’ll Cover It ● In the least boring way we know how - through story ● Informed by 15+ years in nonprofit tech consulting ● Get real and get specific by sharing actual experiences...with names changed to protect the (not so???) innocent ● We’ll break down...the expectation, the reality, and the analysis of the story of a tech project
  20. 20. Soapbox Engage www.soapboxengage.com Meet Your Protagonist Phil Penn Gwynn Nonprofit Accidental Techie
  21. 21. Soapbox Engage www.soapboxengage.com The Beginning Someorg Someorg.org We're a small D.C. nonprofit in need of a new website as well as a staff person to manage that website
  22. 22. Soapbox Engage www.soapboxengage.com The Beginning Someorg Someorg.org We're a small D.C. nonprofit in need of a new website as well as a staff person to manage that website Somephil Phil Penn Gwynn Promoted from Intern @Someorg.org to Webmaster today when org learned that I am only one with Snapchat account, assuming that makes me most technically savvy
  23. 23. Soapbox Engage www.soapboxengage.com The Beginning Someorg Someorg.org We're a small D.C. nonprofit in need of a new website as well as a staff person to manage that website Somephil Phil Penn Gwynn Promoted from Intern @Someorg.org to Webmaster today when org learned that I am only one with Snapchat account, assuming that makes me most technically savvy Somephil Phil Penn Gwynn In charge of new web project. Yikes!!! Where to start?!?
  24. 24. Soapbox Engage www.soapboxengage.com What to Expect: Phases of a Project 1. Planning & Contracting 2. Discovery 3. Design 4. Development 5. Content Population 6. Quality Assurance 7. Launch 8. Support
  25. 25. Soapbox Engage www.soapboxengage.com Planning & Contracting 1. Clarify project goals 2. Determine budget 3. Identify audiences 4. Inventory content on current site 5. Create your Request For Proposal 6. Choose a consultant 7. Draft a Scope of Work 8. Enter into a contract
  26. 26. Soapbox Engage www.soapboxengage.com Planning & Contracting NotEasyGreen Kermit the Frog, Board President @SomePhil I heard we need an RFP. What’s an RFP?
  27. 27. Soapbox Engage www.soapboxengage.com Planning & Contracting Request for Proposal: A request for proposal (RFP) is a document that an organization posts to elicit bids from potential vendors for a desired IT solution. The RFP specifies what the customer is looking for and establishes evaluation criteria for assessing proposals. via TechTarget
  28. 28. Soapbox Engage www.soapboxengage.com Planning & Contracting Foo-Foo Ms. Piggy, Executive Director @SomePhil The RFP is the RFP. Either the consultant can deliver everything in it or they can’t.
  29. 29. Soapbox Engage www.soapboxengage.com Planning & Contracting 1. A Request for Proposal is an invitation to a discussion 2. It articulates your goals for the tech project and how it fits within the larger mission of your organization 3. Discussions with consultants help further clarify your goals, define their expertise, and determine the best path to success - often balancing goals, timeline, and budget
  30. 30. Soapbox Engage www.soapboxengage.com Planning & Contracting NotEasyGreen Kermit the Frog, Board President @SomePhil I know this firm that has worked with Fortune 500 companies. Hire ‘em! We want only the best!
  31. 31. Soapbox Engage www.soapboxengage.com Planning & Contracting 1. Fit matters when choosing a consultant. Seek one that aligns well with your organization, its values, its culture, and its goals. 2. Learn what experience a consultant has with similar organizations and similar projects 3. Request references and contact them
  32. 32. Soapbox Engage www.soapboxengage.com Planning & Contracting Foo-Foo Ms. Piggy, Executive Director @SomePhil We don’t have a budget. Just find the best deal and we’ll include it in next year’s budget.
  33. 33. Soapbox Engage www.soapboxengage.com Planning & Contracting 1. Articulating a budget will help successfully define the scope of work and overall project strategy 2. Being transparent about funding status frames expectations on both sides
  34. 34. Soapbox Engage www.soapboxengage.com Planning & Contracting Foo-Foo Ms. Piggy, Executive Director @SomePhil Remember, we are a consensus-driven organization. Everyone on staff needs to be involved in discussions and decisions about the site - and the board, too! Good luck!
  35. 35. Soapbox Engage www.soapboxengage.com Planning & Contracting 1. Identify project participants and define roles early in the process 2. Clarify specific decision points participants will be involved in 3. Identify internal project manager who will serve as main point of contact with the consultant
  36. 36. Soapbox Engage www.soapboxengage.com Planning & Contracting SciRulz Bunson Honeydew, Marketing Director @SomePhil I haven't looked at the site in months and don't know what content is there but I know it's not what we want at all!
  37. 37. Soapbox Engage www.soapboxengage.com Planning & Contracting Do your homework ahead of time. As much as possible, identify your audiences and their needs and inventory your current site.
  38. 38. Soapbox Engage www.soapboxengage.com Planning & Contracting NotEasyGreen Kermit the Frog, Board President @SomePhil We need a forum on the site! Every serious website has one!
  39. 39. Soapbox Engage www.soapboxengage.com Planning & Contracting 1. In internal conversations, focus on OUTCOMES rather than specific tools 2. Three little letters to drive all internal technology project discussions: W-H-Y-?
  40. 40. Soapbox Engage www.soapboxengage.com Planning & Contracting NotEasyGreen Kermit the Frog, Board President @SomePhil The RFP stipulated the site should look great in Netscape. We talked specifically about it in meetings with the consultant. I don’t care if it’s not in the actual contract! That’s just techie-speak anyway!
  41. 41. Soapbox Engage www.soapboxengage.com Planning & Contracting Scope of Work: The Scope of Work (SOW) is a formal agreement document that specifies all the criteria of a contract between a service provider (vendor) and the customer. It clearly documents the project requirements, milestones, deliverables, end products, documents and reports that are expected to be provided by the vendor. via UDEMY
  42. 42. Soapbox Engage www.soapboxengage.com Planning & Contracting 1. The Scope of Work defines the contract deliverables and is the finalized end product of the discussion started with the RFP 2. User stories can bridge the language barrier between goals and techie speak Sample format: As a ________, I want to be able to ________ so that _________.
  43. 43. Soapbox Engage www.soapboxengage.com Discovery 1. Consultant learns about your organization 2. Consultant understands your audience 3. Draft and finalize site map that defines overall site navigation and functions as a checklist for content to be written 4. Draft and finalize wirefame that identifies key elements on pages
  44. 44. Soapbox Engage www.soapboxengage.com Discovery Foo-Foo Ms. Piggy, Executive Director @SomePhil All five staff and board members completed the design and discovery questionnaire the firm sent, yielding seven different opinions! The more the better, right? LOL
  45. 45. Soapbox Engage www.soapboxengage.com Discovery Clarify goals and priorities for the project so you can speak with one voice as an organization to your consultant
  46. 46. Soapbox Engage www.soapboxengage.com Discovery NotEasyGreen Kermit the Frog, Board President @SomePhil It is important to demonstrate our commitment to our Spanish-speaking clients. The whole site needs to be in Spanish as well as English.
  47. 47. Soapbox Engage www.soapboxengage.com Discovery Assess your internal capabilities for maintaining what is being built and account for this in the discovery process
  48. 48. Soapbox Engage www.soapboxengage.com Design 1. Draft design mockups 2. Revise mockups, based on feedback 3. Finalize design mockups
  49. 49. Soapbox Engage www.soapboxengage.com Design SciRulz Bunson Honeydew, Marketing Director @SomePhil I don’t care how hard it will be to update. We need to have GREAT design that’s really eye catching with a lot of images and catchy stuff unique to each page. We can hire someone with advanced HTML experience to update later on, if we need to. We can’t let that hold back a great design!
  50. 50. Soapbox Engage www.soapboxengage.com Design 1. Discuss balance of design complexity vs. ease of updating with your consultant 2. Plan for the staff you have, not for the staff you might get
  51. 51. Soapbox Engage www.soapboxengage.com Design SciRulz Bunson Honeydew, Marketing Director @SomePhil I want the Apple.com site design! It's great!
  52. 52. Soapbox Engage www.soapboxengage.com Design Aim for a design that supports your organization’s mission and message
  53. 53. Soapbox Engage www.soapboxengage.com Design NotEasyGreen Kermit the Frog, Board President @SomePhil We’re not happy with the design. Can the designer make it more beautiful? It should be more outside of the box, too.
  54. 54. Soapbox Engage www.soapboxengage.com Design Be as specific as you can when giving feedback to your consultant
  55. 55. Soapbox Engage www.soapboxengage.com Design SciRulz Bunson Honeydew, Marketing Director @SomePhil We’re doing a complete rebranding effort with a communications firm that is providing pro bono work. That won’t affect the website redesign process, right?
  56. 56. Soapbox Engage www.soapboxengage.com Design Be aware of the larger organizational context and communicate that to your consultant, as appropriate
  57. 57. Soapbox Engage www.soapboxengage.com Development 1. Create development site 2. Build site structure, as per approved site map and wireframe 3. Develop template for site based on finalized design mockup 4. Content creation, gathering and editing 5. Search engine optimization 6. Custom development coding
  58. 58. Soapbox Engage www.soapboxengage.com Development WakaWaka Fozzie Bear, Project Manager @SomePhil Great news! We’ve finished the design mockups based on our earlier discussions and templated the site. I know this will be the first time you’ve seen any of the design work but it should be exactly what you wanted. We’ll be ready to launch soon!
  59. 59. Soapbox Engage www.soapboxengage.com Development Clarify the review and sign off process for the phases of the project with your firm
  60. 60. Soapbox Engage www.soapboxengage.com Development Foo-Foo Ms. Piggy, Executive Director @SomePhil I just saw the site design for the first time. This is all wrong! This will not work! It MUST be redone.
  61. 61. Soapbox Engage www.soapboxengage.com Development Get organizational buy in and involvement from key stakeholders and decision makers for major decision points
  62. 62. Soapbox Engage www.soapboxengage.com Development NotEasyGreen Kermit the Frog, Board President @SomePhil Hey, we need a searchable map of all of the meal service locations in the Washington D.C. area - and an integrated shopping cart. A friend’s organization has a site with those things and they said they were easy. Let’s add that! But we need to keep the same launch date!
  63. 63. Soapbox Engage www.soapboxengage.com Development 1. More functionality means more time and more money 2. Phased projects can be successful projects
  64. 64. Soapbox Engage www.soapboxengage.com Content Population 1. Conduct training on content management system 2. Upload content to development site
  65. 65. Soapbox Engage www.soapboxengage.com Content Population Foo-Foo Ms. Piggy, Executive Director @SomePhil It's been a month since our training. When will the development firm be done populating our content so we can launch?
  66. 66. Soapbox Engage www.soapboxengage.com Content Population 1. Clarify role and responsibilities for content population with your consultant in Scope of Work 2. For entire project...clarify expectations with respect to frequency and method of communication
  67. 67. Soapbox Engage www.soapboxengage.com Quality Assurance 1. Review design 2. Test functionality 3. Prioritize and fix bugs 4. Conduct final check
  68. 68. Soapbox Engage www.soapboxengage.com Quality Assurance WakaWaka Fozzie Bear, Project Manager @SomePhil The site’s all done. Our guys just finished coding before lunch! Let’s launch at the end of the day, okay?
  69. 69. Soapbox Engage www.soapboxengage.com Quality Assurance 1. Participate in the quality assurance and testing process
  70. 70. Soapbox Engage www.soapboxengage.com Launch 1. Coordinate timing of launch 2. Launch site
  71. 71. Soapbox Engage www.soapboxengage.com Launch SciRulz Bunson Honeydew, Marketing Director @SomePhil I know I haven’t finished updating those pages you asked about and that I’ve been ignoring calls and emails from our Project Manager at the development firm but we need to launch soon. Like, today by 3 pm. We’ve got a big press conference at 4 pm and we need the new site up.
  72. 72. Soapbox Engage www.soapboxengage.com Launch 1. Manage internal expectations and timeline 2. Keep in touch with your consultant - even if it’s to say you have nothing new to report
  73. 73. Soapbox Engage www.soapboxengage.com Launch Foo-Foo Ms. Piggy, Executive Director @SomePhil Great to hear that site is up! Now, where do I login to access our new email for the site. My sister sent me a couple of congratulatory emails using our new domain name and I want to respond. All websites come with email, right?
  74. 74. Soapbox Engage www.soapboxengage.com Launch 1. Understand how your website relates to other services your organization has 2. Don’t assume something not committed to in the Scope of Work
  75. 75. Soapbox Engage www.soapboxengage.com Support 1. Host and monitor site 2. Respond to questions and issues 3. Provide a knowledge base for self-learning 4. Update code, as needed and allowed for in service level agreement
  76. 76. Soapbox Engage www.soapboxengage.com Support WakaWaka Fozzie Bear, Project Manager @SomePhil Update content? Oh, I’m sorry but you’re not able to make those text changes to the About Us page. We do that on ours as your web services provider. That will take one to two weeks once you send us the text and we charge $150 per page. Uploading the image you mentioned will be extra.
  77. 77. Soapbox Engage www.soapboxengage.com Support Understand the capabilities and limitations of your new technology and the nature of the support relationship with your consultant, if there is one
  78. 78. Soapbox Engage www.soapboxengage.com Support Key factors that define that ongoing relationship: 1. Term of service 2. First response vs. time to solution 3. Copyright: who owns what? 4. Privacy: what happens with your data? 5. Termination
  79. 79. Soapbox Engage www.soapboxengage.com Support BeatDrum Animal, Marketing Manager @SomePhil Thanks for warm welcome to the new job! It looks like our website could use some updating. I’ve got some great ideas for that. I think we need a complete overhaul. Let's talk!
  80. 80. Soapbox Engage www.soapboxengage.com Support Choose a firm that will be around in the long run and who can help your tech solution grow with the changing needs of your organization
  81. 81. Soapbox Engage www.soapboxengage.com Questions and Answers Additional Resources Glossary of Terms: www.soapboxengage.com/wte-glossary RFP Template: https://aspirationtech.org/training/workflow/templates/rfp Sample RFPs: http://www.techsoup.org/support/articles-and-how-tos/rfp-library Nonprofit Services: https://aspirationtech.org/services/nonprofit/strategic Tim Forbes tim@picnet.net / (202) 585-0270 / @timothyforbes
  82. 82. 82 Tech Consulting Resources
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