MANAGING IT VOLUNTEERSEmpowering Today’s Volunteer Manager Conference6 November 2008

David GuthrieSussex Community Internet Project

david.guthrie@scip.org.uk

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

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?

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

COSTS ASSOCIATED WITH ICT VOLUNTEERS & PROJECTS – VOLUNTEERS ARE RARELY ‘FREE’

Staff Time Management Training Sustainability Associated costs (e.g. hardware & web hosting)

PROS AND CONSThe 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 experiencedProject is well managed by organisation

and volunteer When they are not:

Mission criticalNon 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

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

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 ActionUniversities & collegesLocal 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

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

David GuthrieSussex Community Internet Project

david.guthrie@scip.org.uk