Lessons Learned Key Success Factors in Project Planning and Implementation
Identify ALL of the project stakeholders. Gather valuable input from every possible end user of the proposed project during the planning stage, beyond just the perceived “customer” for the project. This includes finance, marketing, fundraising, communications etc.
Define measurable project goals. Be as specific as possible when establishing the success criteria for your project (e.g., increase fundraising by 20 percent for the first year by implementing online fundraising campaign).
Conduct a needs assessment. A technology plan should be based on concrete demonstrable needs.
Enlist external help with defining the technical objectives. If you don’t posses the skill set to properly create a project scope document, enlist help from others that do.
Remember that a project is more than just hardware or software. The human factor in the technology often gets short shrifted. Put aside budget for professional development for your staff and technology support team will help to maintain and support the machines!
Avoid scope creep. Scope creep can be defined as uncontrolled shifts in defined project objectives causing the boundaries of a project’s vision to expand beyond the project’s budget and resources. Define a project’s scope and maintain watch and control over the changes.
Invite your IT person occasionally to management meetings so he/she can better understand the strategic and annual plans, and whether IT solutions are available to assist you execute them. This is particularly true if you are using an external provider so that IT Company/person understands the type of work you do and what you use the technology for and what you may need to help you do it better.
Nine times out of ten, there’s a less expensive (and equally effective) way to doing just about everything in IT. Shop around, get quotes, talk to others inside and outside your sector who are using new IT applications. “Don’t buy the farm if all you need are the eggs.”
Core applications such as word-processing, spreadsheets, email, and web browsers haven’t changed that much over the last few years and do not require sophisticated computers to run perfectly. For example, the speed with which a website loads depends primarily on the speed of your internet connection as well as the traffic on and speed of the computer hosting the site you are visiting – it is rarely an issue with the speed of your machine.
Generally, state-of-the-art computers have been designed primarily to meet the appetite of the gaming market and the needs of graphics/multi-media creators. The capabilities of these systems far exceed any application you are likely to run. So don’t get caught up in the marketing hype. New technology is not necessarily better than older technology: it’s all about finding the right solution to your needs, not necessarily the newest solution.
On the other hand, remember that new developments in computer technology – both in hardware and software – come out weekly. Don’t feel intimidated or shy about asking “We’d like to be able to _________, is there anything out there that can do that?” Chances are there is, and consultants with experience working with non-profits will know what’s out there at a cost you can afford. Don’t be afraid to try out new technologies: sometimes newer is better.
Most IT people are generalists: they are not expert in all content areas such as accounting, payroll or client information systems (e.g., for program evaluation). This means that software and system solutions in these areas require specialized expertise and customizing the right software package to your needs.
Areas where you must invest in an experienced IT person include: internal computer security, website and server security, your office’s computer network (LAN) and file backup solutions.
