Are you the most tech savvy person at your nonprofit? Do you suddenly find yourself in charge of tech projects, like managing your nonprofit’s website, social media, CRM and emails? Are you often overwhelmed because you don’t have an IT background? Don’t worry, you’re not alone. Tierney Smith (TechSoup Canada) and Charity Gaspar (Community Living North Halton) will help you, the accidental techie, learn how to successfully manage your nonprofit’s IT projects -- all without a background in tech.

1. Toronto Net Tuesday
An Accidental Techie’s Guide
to IT Success
May 13, 2014
with Tierney Smith and Charity Gaspar

2. Speakers
Tierney Smith
 Program Manager at TechSoup Canada
 Extensive speaking and writing experience in nonprofit technology
 Background in software engineering
Charity Gaspar
 Executive Assistant at Community Living North Halton (CLNH)
 20+ years of nonprofit experience & is a nptech advocate
 Responsible for implementing 10+ tech projects at CLNH

3. Tips for Accidental Techies
May 13, 2014
with

4. Planning Implementation
Source: Idealware (http://forums.techsoup.org/cs/community/b/tsblog/archive/2014/04/22/the-nine-
steps-of-planning-a-successful-technology-project.aspx)

5. Planning
Identify
Goals
Define
Needs
Consider
Improving
Processes
Explore
options &
make
decision

6. Maytree’s CRM
Identify Goals
• Track all
contacts in a
single system
that is
consistent,
accurate and
up-to-date
• Build
institutional
memory
• Engage
constituents
in Maytree’s
work
Define Needs
• All staff can
add & update
contacts
• Track events
and attendees
• Track
speaking
engagements
and topics
Consider
Improving
Processes
• Previously,
speaking
engagements
were not
tracked
consistently
• Reduce data
entry by
integrating
with
Eventbrite
Explore options &
make decision
• Evaluated
Salesforce,
Sumac and
SugarCRM
• Tested out
each system,
spoke to other
nonprofits
who used it
and compared
the features
and cost

7. Maytree’s advice
 Take the time to determine YOUR needs
 Do your research
 Don’t let yourself be drawn in by a sales pitch
 Plan for phases of implementation
 Creates space to deal with unpredictable issues
 Allows you to be realistic about money and time available
Learn more: https://www.techsoupcanada.ca/en/community/blog/crm-case-study-maytree-foundation-and-salesforce

8. Implementation
Implement
& Configure
Data
Migration
Define
Usage &
Support
Train Users
Measure &
Check In

9. TechSoup Canada’s website upgrade
Implement
& Configure
•Polish tech team
developed new
version of
website &
database
•Ongoing
communication
to track issues &
bugs
Data
Migration
•Met early in
the project to
discuss data
challenges
•Created a
strategy for
dealing with
problematic
data
Define
Usage &
Support
•With tech
team, created
a process for
what to do
when the
website is
down
•Tool for
raising bugs
and feature
requests
•Defined new
processes
Train Users
•Involved staff
in testing new
system to
build
familiarity
•Training
session at
team meeting
to review new
processes
Measure &
Check In
•Periodic
communication
with tech team
about future
upgrades

10. TechSoup Canada’s advice
 Maintain good communication with tech team
 Ask for explanations in language you understand
 Meet in person or use screen sharing to get on the same page
 Allow time for training and adoption
 If possible, have an in-house expert to answer questions and communicate with tech team
 Be patient – almost no one likes change!

11. Questions? Comments?
www.techsoupcanada.ca
@techsoupcanada
facebook.com/techsoupcanada

13. Change is a four letter word!
Every 2 years “office” technology advances
Human Service front line staff (and
managers) aren’t hired for their
administrative or IT skills.
Agencies know and understand the
importance of technology but are restricted
by budget and mission.
Challenges

14. The balance between IT needs and mission is constantly in
flux.
How can we achieve our mission if our computers and/or
email are unreliable?
IT needs in non-profits is reactionary - it breaks, we fix it or
replace it. We need to be as proactive about IT as we are
about our client needs.
Is innovation in your mission/vision/values? Innovation
can’t be just about client support, innovation is about
thinking outside the box. Innovation is about change.
IT & Mission

15. • New Server, desktops and laptops
• Upgrade mobile phones from flip to touch screen
• Going Google
• Upgraded from XP to Windows 7
• Switched to VoIP phone system on site
• Install and setup Video Conference equipment with
OTN
• Complete website re-design
• Started social media (Facebook and Twitter)
• Moved from traditional paper newsletter to e-News
• Started using QR images in print materials
In past 12 months:

16. Catalyst – BLUE SCREEN OF DEATH!
Make the choice – Outlook vs. Google
“Sell it” - to Management with a
proposal
- to staff with a positive
attitude and humour
Timeline – work from the goal
Communicate – different strokes:
Memo, Memes, U-Tube, Screen
Shots, Workshop, 1:1
Roll out – What will work for your group?
CLNH Going Google

17. 1. Anticipate the challenges and questions
- fear of change
- fear of not being as confident or
productive
- develop solutions for groups (different
strokes)
2. Focus on the positive
- have responses ready “yeah but did
you know we’ll be able to __________”
3. Let them know you understand
4. Celebrate!

18. COMING SOON!
CLNH is switching email providers from Sunny Oasis to Google Apps For Business. What is Google
Apps for Business? It’s software! Email (“Gmail”), calendar and contacts that are stored offsite and in
the “Cloud”.
What does this mean for you?
1. Your email will remain the same: you@clnh.on.ca
2. Your email history, contacts and email folders will be moved from Outlook to Gmail.
3. You will be able to access your emails, contacts and calendar from your phone – even a Blackberry.
I will assist anyone who requires help to set this up.
4. You will access your email through Google, not Outlook.
When will it happen?
1. The transfer will happen the night of Monday, July 8th.
2. Tuesday, July 9th you will start using Gmail for all outgoing and new incoming emails (past emails
will take a day or so to transfer over, but we do not anticipate any “down time” or missed emails).
3. Prior to the transfer I will send you a link to access your email via Gmail, along with your username
and password.
How can you prepare?
1. Please view the video and slide show via the links on page 2 of this memo
2. Read the emails I’ll be sending out over the next couple weeks re. the cool features and benefits
Memo

19. Meme It
Communicate a
potentially difficult idea
with a simple visual and
phrase.
Visual
Quick
To the point

20. Anticipate the challenges and questions

21. Focus on the positive

22. Let them know you understand

23. Celebrate!

24. Instructional Screen Shots

25. Memos
Memes
U-Tube (don’t re-invent)
Screen Shots via email
Workshop
1:1
What will work for your group?