1) Technology projects often fail due to poor communication between non-profits and technology professionals. Both sides need to avoid jargon and clearly explain their needs and limitations. 2) Key steps for successful technology projects include establishing clear goals, timelines, budgets, and responsibilities between stakeholders. Regular communication is important to discuss challenges and keep the project on track. 3) Non-profits should take charge by understanding their needs and limitations before seeking technical solutions. Doing research and selecting a vendor that understands non-profit constraints can help ensure a project's success. Effective planning and communication are critical.

1. Techspeak for Nonprofits:
How to Communicate
Effectively with Technology
Professionals

2. Facilitators
Nadia Gouveia
Partnership Coordinator
Partnership Platform
Jane Zhang
Partnership Coordinator
Partnership Platform

3. Introductions
Name
Organization/Role
Have you experienced communication
issues around technology?

4. The Partnership Platform
Trillium-funded project that helps non-
profits find partners to implement
technology projects
Identify your technology needs
Get connected with corporate
resources
Help find technology volunteers
Help develop a technology strategy

5. What We do
Building partnerships to help with:
Strategic technology plans
Security audits
Web development projects
Networking solutions
Fundraising/on-line donation advice
Securing software/hardware donations
Funding advice
Software development

6. Agenda
Role of technology
Role-Play exercise
Case Study: Ray Gilbert
Break
Case Study: Samantha Hodder
Clear Channel of Communication
Managing Resources
Take Charge of Planning
Project Steps
Governing framework
Strategic Planning
Finding the Right Vendor

7. Technology is a simplifier
Technology is a tool and not a solution.
Technology exists to simplify tasks so we can
focus on issues we truly care about.
Technology enable us to automate tasks so we
can increase our capacity to reach out to a
wider audience
Implemented correctly, technology should be a
part of our daily operations.

8. Technology is an enabler
Technology enables people to
participate in events surrounding them
Technology empowers people to have
a louder voice in advocacy and civic
engagement
More and more people are sharing,
contributing, collaborating and
communicating online.

9. So….
Why is technology so scary?
Why are technology projects so
frustrating to manage?

10. Role-Play
Please follow our role-play exercise
and see if you think this project will
succeed and why.

12. Why technology projects fail
The organization did not have a clear
vision.
Technology project not aligned with
the organization’s vision.
Poor planning and management of the
project
Poor communication between the
organization and the technical team

13. Role of each side on a
technology project
Technology Professional
Non-profit Organization
communicate business avoid using technical
ideas clearly jargon; communicate
concepts in plain English
set and manage
timelines, budgets and work within the timelines
training requirements and budget requirements,
deliver proper training
Define a clear vision on
documentation
how the tech project is
aligned with the mission translate business
and mandate of the requirements into
organization, technical process

14. Clear channels of communication
Explain your business needs for the tool, do not try to apply a
technical solution until you are fully informed.
Don’t be intimidated with all the jargon. Ask for clarification if a
term or concept is unclear, ask for a non technical
explanation.
Focus on what the terms can do for your project and not on
what it is and how it works.
Ask questions. “What can that do for me?”
Meet on a bi-weekly bases discuss project status and
challenges.
Take Time Out for Mental Digestion: An individual needs
about 72 hours to absorb a new idea.

15. Manage your resources
Manage the operations aspect of the
project; define the project timeline,
budget requirements and training
capacity.
Select the right vendor that will work
within the guild lines
Discuss with your staff their capacity to
adapt to new technology
Build an IT advisory committee to help
identify potential issues

16. Take charge of the planning
Remember you are in the driver’s seat, the
Tech professional works for you, you are the
ultimate decision maker.
Discuss projects with a Need to have, Like
to have, Wish to have
Seek external support in the initial
conversation (i.e. a knowledgeable board
member, external support such as
Partnership Platform, etc.)
Do your homework about your options (Talk
to other non-profits)

17. Project Steps
Agreement among the project stakeholders
A plan shows an overall path and clear
responsibilities, contains the details for
estimating the people, money, time, equipment,
and materials necessary to get the job done
Constant, effective communication among
everyone involved in the project in order to
coordinate action, recognize and solve
problems, and react to changes.

18. Project Steps Cont’d
A controlled scope, or quot;stakeholder expectations
managementquot;, to ensure that everyone involved understands
exactly what can be accomplished within a given time frame
and budget; Time – Try to determine a distinct time line for a
project and work towards that, it may mean compromising on
scope or budget.
Budget- Make sure that you have a sense of how much
something like what you are asking for would cost.
Time- Ensure that you have the time budgeted to implement a
project.
Upper management support, quot;managing upwardquot;, guiding
the upper managers toward timely decisions that keep the
project moving – to supply

19. Establish a governing framework
Layout the aspirations for your organization
Vision
Clearly define what your organization will
Mission accomplish, how to get there, and the
implications for stakeholders
Goals
O Set out clear, tangible high-level goals
B
that are achievable
J
E
Identify the major efforts that must be
C
executed in order to support the vision
T
I and achieve the goals.
V
E Prioritize the strategies that collectively
S deliver on the objectives.
Evaluation Tools
Identify the critical cross-
organizational tactics that are
required to deliver results

20. Organizational Business Structure
Vision
Mission
Goals
P
H R
F F
C A
M
R
U E
U I
O D
A
O
M P
N N
M M
R
G
A O
D A
M I
K
U N R
N R
I N
E
N I A
T
N C
T I S M
R I
G I
I C T E N
A
N A R D
S G
L
G T A E
O
S
I T L
U
O I I
R
N O V
C
S N
E
E
R
S
Strategic enablers Y

21. Sections and Steps in a Typical Strategic
Plan
Situation
Goals Objectives Users Messages
Analysis
Strategies Tactics Evaluation Budget Timelines

22. Strategic Plans
Strategic technology plans include:
Overview
Technology assessment
Situation
Analysis
Technology infrastructure
Users
Training and support
Web site and online applications
Strategies
Individual technology projects
Tactics
Action plan and technology budget

23. Finding the right vendor
Find a vendor that shares the same vision as your
organization and understands how voluntary
organizations work.
A vendor that is able to explain things in a way that
you can understand is likely someone who
understands your needs as well.
Avoid vendors that may represent a particular
software or hardware company as they will push the
solution even if it’s not what you need.
Find a vendor that is clear about the responsibility
of the project, timelines, budget and deliverables.

24. What have we learned?
Effective planning enables effective
communication in a project
Communication is one of the key to
success in technology projects
It is not how it work, but what it can do
for you.