For Accidental Techies Sw

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Is your ICT at risk - risk assessments
Fight the big byte - plan and budget
Save time and money - top tips on free and low cost ICT solutions
Know where to go for help and support

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For Accidental Techies Sw

  1. 1. How to fight the credit crunch or do more with less For those supporting or looking after technology of support organisations Miles Maier Lasa London ICT Champion March 20 th 2009
  2. 2. <ul><li>A champion for ICT in your region </li></ul><ul><li>To see local infrastructure support organisations </li></ul><ul><ul><ul><li>Operate more efficiently in its day to day work </li></ul></ul></ul><ul><ul><ul><li>Be more effective in its reach and influence </li></ul></ul></ul><ul><li>Voice, representation, advocacy </li></ul><ul><li>Signposting sources of help </li></ul><ul><li>Strategic support </li></ul>Regional ICT Champions
  3. 3. Take-Aways <ul><li>Is your ICT at risk - risk assessments </li></ul><ul><li>Fight the big byte - plan and budget </li></ul><ul><li>Save time and money - top tips on free and low cost ICT solutions </li></ul><ul><li>Know where to go for help and support </li></ul>
  4. 4. Help, I’m an Accidental Techie! <ul><li>Are you constantly dealing with IT problems? </li></ul><ul><li>Do you have an ICT plan for when it all goes wrong? </li></ul><ul><li>How are you going to fight the big squeeze? </li></ul><ul><li>Where can you go for help and support? </li></ul>
  5. 5. The Accidental Techie 1 (does this sound like you?) <ul><li>Oversee network and server (if appropriate) </li></ul><ul><li>Ensuring data is backed up on a regular basis </li></ul><ul><li>Overseeing computer security and anti-virus updates etc. </li></ul><ul><li>Carrying out computer &quot;housekeeping&quot; tasks </li></ul><ul><li>Providing IT support to computer users </li></ul><ul><li>First port of call and initial troubleshooting </li></ul><ul><li>Liaising with external support company </li></ul>
  6. 6. The Accidental Techie 2 (does this sound like you?) <ul><li>Inducting new staff on IT systems </li></ul><ul><li>Keeping website updated </li></ul><ul><li>Maintenance and inventory records </li></ul><ul><li>Ensuring all software is properly licensed </li></ul><ul><li>Input into IT strategy and annual IT budget </li></ul><ul><li>One-off projects – databases, web sites </li></ul><ul><li>Keep abreast of IT technology </li></ul><ul><li>Advising on training needs and courses </li></ul><ul><li>Help! I’ve become an accidental techie </li></ul>
  7. 7. Accidental Techie 101 <ul><li>What questions do you have about ICT? </li></ul><ul><li>What questions do you get asked? </li></ul><ul><li>ONE question per post-it, put them up on board/wall and group them in to themes under each topic </li></ul>
  8. 8. DIY ICT Health Checks <ul><li>What is a health check? </li></ul><ul><li>Benefits </li></ul><ul><li>EXERCISE: DIY Health Check </li></ul><ul><li>Use the ICT Health Check worksheet to answer questions about your own organisation </li></ul><ul><li>Highlight one issue and discuss it with the group </li></ul>
  9. 9. Assessing Your ICT <ul><li>Using the Managing ICT checklists </li></ul><ul><ul><li>http:// www.ictknowledgebase.org.uk/healthchecklists </li></ul></ul><ul><li>Inventorying – Belarc Adviser , Spiceworks (on the USB stick) – or pen and paper! </li></ul><ul><li>Coming soon </li></ul><ul><ul><li>ICT Handbook </li></ul></ul><ul><ul><li>ICT FAQ cards </li></ul></ul>
  10. 10. ICT Handbook <ul><li>Being developed by Hillingdon AVS </li></ul><ul><ul><li>Organisational information (mission, strategy, budget) </li></ul></ul><ul><ul><li>Compliance (H&S, WEEE, Data Protection, insurance) </li></ul></ul><ul><ul><li>Inventory </li></ul></ul><ul><ul><li>Configuration (passwords, server, network, Internet) </li></ul></ul><ul><ul><li>Contracts (support, broadband, hosting, online services) </li></ul></ul><ul><ul><li>Policies (disaster recovery, acceptable use etc) </li></ul></ul><ul><ul><li>Procedures (user induction, backup) </li></ul></ul><ul><ul><li>Appendices (ICT health check, help, advice) </li></ul></ul>
  11. 11. Supporting your ICT and users <ul><li>How are you currently supporting your ICT? </li></ul><ul><li>When things go wrong – what happens? </li></ul><ul><li>Troubleshooting </li></ul>
  12. 12. Supporting your users <ul><li>Communicate </li></ul><ul><li>Be patient </li></ul><ul><li>Avoid allocating blame </li></ul><ul><li>Explain what you are doing </li></ul><ul><li>Use plain language </li></ul><ul><li>Run mini-training sessions </li></ul><ul><li>Crib sheets </li></ul><ul><li>Analyse for prevention </li></ul><ul><li>Research training needs </li></ul>
  13. 13. The troubleshooting process <ul><li>Stop and think! </li></ul><ul><li>Don’t turn the machine off </li></ul><ul><li>Write down error message </li></ul><ul><li>Ask the user what they were doing </li></ul><ul><li>Check the fault logs </li></ul><ul><li>Don’t ignore the blindingly obvious </li></ul><ul><li>Has anything been changed? </li></ul><ul><li>Check for viruses, adware or spyware </li></ul><ul><li>Check event log, run diagnostic utility </li></ul><ul><li>Find documentation and software </li></ul><ul><li>Swap hardware if possible </li></ul><ul><li>Google the error </li></ul><ul><li>Call support company helpline </li></ul>
  14. 14. Avoiding Trouble 1 <ul><li>Back up data regularly </li></ul><ul><li>Acceptable Use Policy </li></ul><ul><li>Keep a troubleshooting log </li></ul><ul><li>Only use licensed software </li></ul><ul><li>Register software and hardware </li></ul><ul><li>Keep discs and manuals in central, safe place </li></ul><ul><li>Boot and recovery disks </li></ul><ul><li>Back up copies of install discs </li></ul><ul><li>List license keys </li></ul><ul><li>Inventory of PCs and equipment ( Belarc , Spiceworks ) </li></ul>
  15. 15. Avoiding Trouble 2 <ul><li>Keep invoices & warranties </li></ul><ul><li>Regular housekeeping </li></ul><ul><li>Update anti-virus daily </li></ul><ul><li>Security precautions </li></ul><ul><li>Apply patches and service packs </li></ul><ul><li>Replace equipment before it breaks down </li></ul><ul><li>Plan for or procure a technical support contract </li></ul><ul><li>Keep spare parts, cannibalise old PCs </li></ul><ul><li>Reserve PC (keep an old one) </li></ul><ul><li>IT Strategy </li></ul>
  16. 16. Supporting your users - Accessibility <ul><li>Setting screen colours to suit them </li></ul><ul><li>Increasing menu sizes </li></ul><ul><li>Make text more readable </li></ul><ul><li>Tuning the keyboard </li></ul><ul><li>Taming the mouse </li></ul><ul><li>Using the keyboard as a mouse </li></ul><ul><li>Or using the mouse as a keyboard </li></ul><ul><li>Install a free text reader </li></ul><ul><li>Use free magnification and screen reader software </li></ul><ul><li>Install free word prediction software </li></ul>
  17. 17. Risk Assessment 1 <ul><li>Why do this? </li></ul><ul><li>Risk assessment - 15 mins </li></ul><ul><li>Feedback - 10 mins </li></ul>
  18. 18. Risk Assessment 2 <ul><li>What are the risks? http:// www.ictknowledgebase.org.uk/riskassessment </li></ul><ul><li>Assessing the risks checklist </li></ul><ul><li>How can you reduce the risks? exercise results </li></ul><ul><li>Being prepared for disaster Business Link’s continuity planning </li></ul><ul><li>Keeping safe www.ictknowledgebase.org.uk/keepcomputerssafeandsound </li></ul><ul><li>Good housekeeping www.ictknowledgebase.org.uk/maintenancetips </li></ul>
  19. 19. Social Media / Web 2.0 <ul><li>What is it </li></ul><ul><li>Why should you care </li></ul><ul><li>How it’s being used - for non-profit </li></ul><ul><li>Impacts </li></ul><ul><li>How to get there </li></ul>
  20. 20. Photo: flickr.com/photos/tonypeters/ “ Social Media is game changing www.Radian6.com/cms/social_media “ Online applications, platforms and media which aim to facilitate interaction, collaboration and the sharing of content” www.universalmccann.com
  21. 21. Photo: flickr.com/photos/briansolis/
  22. 22. Why social media? <ul><li>Advocacy </li></ul><ul><li>Awareness </li></ul><ul><li>Fundraising </li></ul><ul><li>Inspiring action </li></ul><ul><li>Influencing change </li></ul>
  23. 23. How to Get There <ul><li>O bjectives - what </li></ul><ul><li>A udience - who </li></ul><ul><li>S trategy - pick a path that fits </li></ul><ul><li>I mplement - match the tool </li></ul><ul><li>S ustain - measure, adjust </li></ul>
  24. 24. Planning and Budgeting <ul><li>Where do you want to go </li></ul><ul><ul><li>– dreaming big </li></ul></ul><ul><li>What is an ICT strategy? </li></ul><ul><li>What’s a realistic budget? </li></ul>
  25. 25. Budgeting for ICT <ul><li>What should you budget for? </li></ul><ul><li>What are realistic prices? </li></ul><ul><li>Now do a rough budget for your organisation’s ICT – 5 mins </li></ul><ul><li>Budget Calculator </li></ul>
  26. 26. Strategy - 1 <ul><li>An ICT strategy is not about: </li></ul><ul><li>detailed technical description </li></ul><ul><li>unrealistic aspirations </li></ul><ul><li>how you’re going to do it </li></ul><ul><li>one bit of your organisation forcing another to do something it doesn’t want to, by going over their heads to the Board of Trustees </li></ul>
  27. 27. Strategy - 2 <ul><li>An ICT strategy (sometimes known just as a plan) is about: </li></ul><ul><li>having goals, even small ones, for: </li></ul><ul><ul><li>doing things better </li></ul></ul><ul><ul><li>doing better things </li></ul></ul><ul><li>thinking things through </li></ul><ul><li>setting out a framework and standards </li></ul><ul><li>SMART objectives (specific, measurable, achievable, realistic & timely) </li></ul><ul><li>ensuring that your trustees are committed </li></ul><ul><li>allocating responsibilities </li></ul><ul><li>setting a realistic budget (of money and time) </li></ul><ul><li>justifying your expenditure (of money and time) </li></ul>
  28. 28. Strategy - 3 <ul><li>Possible headings for an ICT strategy: </li></ul><ul><li>Responsibilities </li></ul><ul><li>Goals in the business plan for the next 5 years </li></ul><ul><li>Contribution that ICT is expected to make: </li></ul><ul><li>Major investments, including time-scale </li></ul><ul><li>New developments and experiments, including time-scale </li></ul><ul><li>Hardware purchase and replacement </li></ul><ul><li>Software policy </li></ul><ul><li>Security </li></ul><ul><li>Support arrangements </li></ul><ul><li>Training </li></ul><ul><li>Budgeting </li></ul><ul><li>Related policies </li></ul><ul><li>Review period </li></ul>
  29. 29. Finding Your Way Photo: flickr.com/photos/worldwidewandering
  30. 30. Finding Your Way 1 (as a support tool) <ul><li>When looking for information and advice which web sites do YOU use? </li></ul><ul><li>How do you find out about useful sites? </li></ul><ul><li>What questions do they answer? </li></ul><ul><li>What sites do you find unhelpful? </li></ul>
  31. 31. Finding Your Way 2 <ul><li>NAVCA www.navca.org.uk </li></ul><ul><li>RuralnetUK www.net-gain.org.uk </li></ul><ul><li>ICT Champions www.ictchampions.org.uk </li></ul><ul><li>(new website coming soon) </li></ul><ul><li>Capacitybuilders www.improvingsupport.org.uk </li></ul><ul><li>(new Improving Support website coming soon) </li></ul><ul><li>Knowledgebase www.ictknowledgebase.org.uk </li></ul><ul><li>Suppliers Directory www.suppliersdirectory.org.uk </li></ul><ul><li>UKRiders www.ukriders.info </li></ul><ul><li>AbilityNet www.abilitynet.org.uk </li></ul><ul><li>IT4Communities www.it4communities.org.uk </li></ul><ul><li>CTX www.ctxchange.org.uk </li></ul><ul><li>NCVO ICT www.icthub.org.uk </li></ul>
  32. 32. Top Tips 1 (on doing more with less) <ul><li>Software donation and discount schemes – save money </li></ul><ul><li>www.ctx.org and www.pugh.co.uk </li></ul><ul><li>Recycled and repurposed hardware </li></ul><ul><li>www.ictknowledgebase.org.uk/recyclingict </li></ul><ul><li>Green IT – saving energy and money </li></ul><ul><li>www.ictknowledgebase.org.uk/greencomputing </li></ul><ul><li>Open Office (on the USB stick) an alternative to Microsoft Office </li></ul><ul><li>www.openoffice.org </li></ul>
  33. 33. Top Tips 2 (on doing more with less) <ul><li>Online back-up services – secure, save money </li></ul><ul><li>www.ictknowledgebase.org.uk/onlinebackup </li></ul><ul><li>0300, VoIP and saving money on phonecalls </li></ul><ul><li>www.ictknowledgebase.org.uk/telephonesavings </li></ul><ul><li>www.ictknowledgebase.org.uk/voip </li></ul><ul><li>Sharing back office services </li></ul><ul><li>www.capacitybuilders.org.uk </li></ul><ul><li>www.improvingsupport.org.uk </li></ul>
  34. 34. Top Tips 3 (on doing more with less) <ul><li>DIY - www.ukriders.info </li></ul><ul><li>iTQ training - http://itq.e-skills.com / </li></ul><ul><li>Save money managing free events www.eventbrite.com </li></ul><ul><li>Free video conferencing www.oovoo.com </li></ul><ul><li>Collaborate Google Docs and Calendar </li></ul><ul><li>Aggregate the news – RSS </li></ul><ul><li>Arranging meetings – www.doodle.com </li></ul><ul><li>Online presentations – http:// www.slideshare.net / </li></ul><ul><ul><li>(these presentations will be available here) </li></ul></ul>
  35. 35. Workshop prepared by Miles Maier London Region ICT Champion www.lasa.org.uk/ictchampion [email_address] 020 7426 4496

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