EBizInsider

During the last month, I’ve had the daunting task of moving the offices of one my clients - a small nonprofit community foundation. This was a great opportunity to look at developing a strategic technology plan (STP) for the organization. This month, we’ll look at the components of a good STP and the steps involved in creating one.

1. Define the overall goal of your technology plan. The goal should be a broad organization-wide statement that incorporates the reason for your business and how technology planning will affect this goal.

2. Define your Plan Scope. Information Technology is an ever-expanding field. Figure out what you really need for your business to take the next step in this area. Your scope should include a timeline for implementation and what areas of IT you want to include. Examine computer hardware, software, network hardware, software, Print-Scan-Copy (PSC), Fax technology, PDAs, Smartphones and services such as Internet connectivity.

3. Examine your current technology environment. Before you plan where you’re going, figure out where you are. Examine your hardware (CPUs, Monitors, Servers, Firewall/Switches/Hubs/Wiring, Printers, Phones), software (operating systems, office tools, backup software, antivirus, antispam, antispyware) and services (Internet connection, hosting services, etc.).

4. Determine strategic objectives and initiatives you want to undertake. The goal of your technology plan should have been defined in step one. Now the steps your company takes to reach your goal are your objectives. Some of these include: increasing staff productivity, increasing order fulfillment efficiency, ensure network and PC stability, minimize downtime, standardize software and hardware across the company, automate any tasks possible and ensure security.

5. Prioritize your objectives and list what is needed to achieve them. Don’t get caught up thinking “that’ll never - list it anyway. When you’re done brainstorming, figure out what items from your list fall within the scope of your plan and ensure they will help meet your goal. Create a spreadsheet with columns for cost, probability, timeline, dependencies and what goal/objective it meets.

6. Look for the quick, cheap fixes. Look at your list. Are there any objectives you can meet or action items you can cross off easily? Not only do quick fixes provide you with “instant gratification it can show that your company demands to be on the cutting edge and is constantly working to improve your efficiency and infrastructure!

7. Set a realistic timeline for implementation of other action items. Include best-case and worst-case deadlines. Remember to take into account your cash-flow budget and best time for implementation. For example, you wouldn’t replace all your computers during your peak season.

8. Don’t forget training. As new technologies pop up, make sure you include time in your STP for staff training. Check out Microsoft’s training center at http://tinyurl.com/ybtl37. Most software vendors provide a free online training center. The more comfortable your staff feels with the new technology, the more easily they’ll embrace it.

9. Make your STP a Living Document. Implement it and set a calendar reminder 3, 6, 9, and 12 months down the line to “Check on progress of STP.

9. Have someone else look at it. Remember in school when the teacher had you switch papers with someone else to proof it? Same thing works in IT! Ask someone to go over your plan, pick it apart and offer suggestions. If you need another opinion send your STP to johnd@ebizinsider.com and I’ll be happy to take a look!

TOOLBOX

The following resources may be helpful in developing your strategic technology plan.

Belarc Advisor (belarc.com) is a free software application that runs a diagnostic on a computer, and prints out the exact specifications of the machine, including a hardware profile and a list of installed software.

Verizon Foundation’s Technology Organizational Assessment is a series of questions around networking, hardware, software, staff training, support assessment, etc. Targeted for nonprofit organizations and small businesses, these questions can be a great starting place for your STP. http://foundation.verizon.com/resourcecenter/tsoup_03.shtml

When you develop a strategic technology plan you have serious questions to answer. Take your time. Ask all the right questions the first time and you’ll implement an STP that will last.

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