Technology for non profits
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Technology for Non Profits. Sree Nilakanta Priya Kothari. Learning Objectives. To provide a basic understanding of the elements of a technology plan and planning process.

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Technology for non profits

Technology for Non Profits

Sree Nilakanta

Priya Kothari


Learning objectives

Learning Objectives

  • To provide a basic understanding of the elements of a technology plan and planning process.

  • To introduce a scalable methodology for launching and sustaining a technology planning process so participants can work effectively with their technology teams.

  • To develop the capacity for organizations to address and continue to solve technology issues to build capacity.

  • To introduce a method for assessing internal technology strengths and weaknesses and identifying key issues.


Learning objectives1

Learning Objectives

  • To build awareness of technology sustainability issues and encourage creative thinking to find solutions for professional development/training, implementation, budgeting, and fundraising.

  • To demystify important technical concepts that should be addressed as part of the technology planning process.

  • To introduce techniques for researching technology information efficiently on the Internet and a hands-on opportunity to practice.

  • To develop a knowledge community or enabling network of artists around technology.


Seven characteristics of an online organization

Seven Characteristics of an Online Organization

  • Email addresses and desktop Internet access for every staff member

  • A local area network (LAN)

  • Technical expertise to keep the systems going

  • Technology as a component of organizational planning

  • Email addresses for important online constituencies

  • Virus protection and routine data backup

  • An organizational Web site


Technology plan

Technology Plan

  • What

  • Why

  • Who

  • How

  • Critical Success Factors

  • Resources

  • Gotchas


Technology for non profits

What

  • Written document

  • Identifies Goals and missions

  • Identifies Strategies and objectives

  • Identifies Technologies

  • Identifies Timeline

  • Defines Budget & Resource requirements


Technology for non profits

Why

  • Obtain Funding

  • Effectively use technology

  • Buy right equipment

  • Save money

  • Avoid crises

  • Efficient use of staff time

  • Reduce turnover


Technology for non profits

Who

  • Tech team

    • Staff, board, outside consultants

  • Technical and non-technical people

  • Leader

  • Regular meeting and agendas

  • Roles and responsibilities

  • Tasks and deliverables


Technology for non profits

How

  • Organize

    • Form Tech Team, Articulate Vision/ Goals, and Involve Leadership

  • Research

    • Do Internal and External Research and Undertake Technology Learning

  • Formulate

    • Revise Goals, Sustainability Strategies, and Implementation Strategies

  • Refine

    • Evaluate and Monitor regularly


Critical success factors

Critical Success Factors

  • Leadership

  • Capacity for change

  • Integration with strategic plan


Winning strategies

Winning strategies

  • Assess IT literacy

  • Tech management versus tech leadership

    • Manage supply and demand

    • Technology driven innovation

    • Business vision-led innovation

  • Build technology into leadership activities

  • Get to know your CIO

  • Use technology personally


Winning strategies1

Winning Strategies

  • Examine your infrastructures

  • Look outward

  • Hire internet revolutionaries (?)

  • Talk to customers all the time

  • Never stop learning


Elements of technology plan

Elements of Technology Plan

  • Vision Statement

  • Goals

  • Integration with Strategic Plan

  • Programs & Services

  • Operations & Administration


Tech plan elements

Tech Plan Elements

  • Infrastructure

  • Connectivity

  • Equipment Lifecycle

  • Software


Tech plan elements1

Tech Plan Elements

  • Staff Development & Training

  • Staffing

  • Funding Strategy

  • Implementing Change

  • Timeline

  • Budget

  • Evaluation


Technology vision statement

Technology Vision Statement

  • Describes how technology will benefit your organization's mission and audience

  • Has several paragraphs or a single page

  • Synthesizes discussions with your technology team and key audiences about the outcomes of mission-driven use of technology


Tips for writing technology vision statement goals

Tips for Writing Technology Vision Statement & Goals

  • Our organization uses technology (adverb) to achieve x outcome with x audience(s)


Examples of vision statement

Examples of Vision Statement

  • The Alliance is a recognized leader among artist communities organizations in the creative and efficient use of technology for program management and in establishing a global forum for a dialogue on creativity and artists' creative processes as a vital national resource.


Example of vision statement

Example of Vision Statement

  • The Hoyt Institute of Fine Arts strives to bring the best possible arts to the greatest number of people by integrating the use of technology to efficiently deliver all programs and services.


Technology goals

Technology Goals

  • Short "to do" statements

  • Accomplish a specific outcome

  • Reflect a specific mission-driven outcome related to programs and services

  • Think expansively to articulate strategic planning goals

  • Be realistic.


Examples of goals

Examples of Goals

  • Goal #1: To integrate the use of electronic communications and technology to deliver Alliance programs, resources, and services to the field.

  • Goal #5: To improve the Alliance's internal capacity for staff members to share and exchange information electronically within the main office, with the upstate office, contracted personnel, board members, and with all appropriate external constituents.


Integration with strategic plan

Integration with Strategic Plan

  • Describe how your organization has integrated technology planning into an overall strategic planning process or content of strategic plan.

  • Describe board involvement in the technology planning process and how they will continue to be involved during implementation

  • Describe how your organization involves individuals with both technology and program expertise in the technology planning process

  • Describe the Tech Team's role in the planning process and during implementation

  • Describe any guiding philosophies that describe your organization's approach to integrating technology into the daily life of your organization.


Example

Example

  • Goal #1 - Develop and implement a technology plan that supports Creative Time's current strategic plan.

    • This goal will be met by:

      • Involving staff in the development of the technology plan with strategic input by board members

      • Assessing the current status of technology at Creative Time

      • Establishing priorities and time lines for implementation of the plan that are in line with the current strategic plan priorities

      • Research advances in technology as we plan for hardware and software upgrades, and cost effective connectivity solutions.

      • Building in feedback and evaluation patterns to map the organization's progress and make meaningful adjustments to the plan as necessary.


Programs services

Programs & Services

  • Describe programs and services.

  • Summarize any audience research, field research, or work process analysis

  • Describe how technology will enhance the delivery of programs or services.

  • Describe how technology will make programs or services more efficient.

    • Include descriptions of any upgrades, redesigns, and improvements in any program or service communication, materials creation, or information systems/databases.

    • Include a description what role the organization's Web site and Internet presence will play in the short-term and long-term strategies.

  • Describe how information collected through the organization's Web site will be integrated with organizational databases.


Example of programs services

Arts/Mail - We will redesign the customer database to capture more detailed information on buying habits and contribution history. Upgrading the database to Microsoft ACCESS will enable us to utilize the relational capabilities that are inherent in the program. The redesign of the ticketing database to ACCESS will incorporate the production of contracts, therefore eliminating double entry of information. In addition, financial information will to be directly accessible by the Finance office over the network.

Member Services -By increasing our communication with the arts groups over the web, we will generate more income for Arts/Boston through increased poster and list sales. Also, Member Services will institute a Hardware Recycling program. Ultimately, Arts/Boston members will be able to apply for used computers when we upgrade our hardware.

Example of Programs & Services


Operations

Operations

  • Describe how technology will make administration and operations more efficient.

  • Summarize any audience research, field research, evaluation of technology tools, and work process analysis your team undertook to make decisions about technology.

  • Describe how technology will make administration and operations more efficient.

  • Describe any upgrades, redesign, or improvements in information systems that support administration or operations. Include several paragraphs for each the following business systems listed below, if applicable.

    • Contact Databases Fundraising Financial Marketing and Sales Inventory Other


Resources

Resources

  • TechSoupAccounting Software Analysis WorksheetBasic Database Analysis Worksheet

  • Collection of Finance and Fundraising Software for NPOSNon-Profit TechWorld


Connectivity

Connectivity

  • Describe any upgrades, improvements, or redesigns of your organization's LAN, WAN, and Internet connection. If moving to a LAN or redesigning a LAN, include a schematic diagram.

  • Discuss strategy for installation of network cards, hubs, routers, and wiring. If upgrading Internet service, describe type and selection of vendor.

  • Describe how staff who require access to online resources have the software and hardware needed to connect to these resources and individual email accounts.

  • Describe shared information resources.


Resources1

Resources

  • Worksheets

  • TechSoup's Internet Connection Worksheet will help you figure out what type of Internet connection is needed for your organization.

  • TechSoup's Local Area Network (LAN) Worksheet will help you think through local area network needs.

  • Articles & Books

  • OneNorthWest's LAN Primeris a brief introduction to networking concepts.

  • TechSoup offers an excellent introductory article on networks called "Networking 101."

  • TechSoup's Selecting the Best Internet Connection will give you an overview of the different types of connection.


Equipment lifecycles

Equipment Lifecycles

  • Describe strategies for upgrading existing equipment and retiring obsolete equipment.

    • Include specific information about computers (hardware), voice/mail systems, fax, copy machines, and other technology equipment.

  • Identify strategy for future purchase of new computers.

  • Identify maintenance schedule for existing and new equipment.

    • Include description of maintenance contracts for any existing and newly purchased equipment. Include description of leasing details, if leased.

  • Identify staff person responsible for overseeing equipment.


Resources2

Resources

  • Worksheets

    • TechSoup Hardware Analysis worksheet - Questions to help you think through your hardware needs.

    • Hardware Inventory worksheet - Helps you analyze the age of your equipment and replacement cycle.


Staff development training

Staff Development & Training

  • Summarize the results of the digital literacy self-assessment or discussions with Team regarding professional development.

  • Describe what staff training/development is needed to support the successful implementation of your organization's technology plan.

  • Describe minimum technology use requirements for all staff.

  • Describe methods and strategies for providing technology training for minimum technology-use requirements and for specific areas as related to your technology plan.


Resources3

Resources

  • Worksheet

    • Techsoup's Staff Training Worksheet will help you think through staff training needs.

  • Articles

    • TechSoup: Integrating Technology Training Into The Organizational Culture by Mary Duffy

    • Suggestions to Enrich Any Training Plan by Carter McNamara, The Management Assistance Program for Nonprofits

    • Secrets of Success: Making Technology Professional Development Work by Jamie McKenzie


Staffing

Staffing

  • Describe who on staff and your technology team will be responsible for implementation of your technology plan.

  • Describe any new staff positions that will be required as part of the plan. Identify technology consultants that will be contracted.

  • Describe staff responsibility or consultant contract for administering network, regular maintenance (backup/virus protection), fixing things when something goes wrong, and incremental and major upgrades.

  • Describe any technology-related policies such as acceptable Internet use that will be implemented.

  • Describe strategies for implementing ergonomics and educating staff regarding safe computing habits.


Resources4

Resources

  • Worksheet

    • TechSoup's Support Staff Worksheet: Use these more detailed questions to help you think through technology staff support needs.

  • Articles

    • TechSoup: What do you need? Staff, Volunteers, or Consultant?

    • Coyote Communications,How To Support Your Computer/Internet Systems

    • Consultants OnTap: Advice on Selecting a Consultant

    • TechSoup: Hiring a System Administrator


Funding strategy revenue sources

Funding Strategy/Revenue Sources

  • Describe strategy for ongoing funding of technology plan.

  • Describe how technology needs will be integrating into organizational fundraising.

  • How will you integrate technology costs into existing revenue sources.


Resources5

Resources

  • Helping.org

  • NPower

  • Network for Good


Implementing change

Implementing Change

  • Describe strategy for moving from "paper" to implementation.

  • Describe any pilots, phasing, or incremental changes.

  • Describe strategies for implementing change, particularly introduction of new or upgraded equipment and software.

  • Describe the mechanism through which your organization plans to keep current on "best practices" use of technology in the nonprofit/for-profit sector and incorporates this knowledge into the technology plan.


Budget

Budget

  • Use the worksheet to identify how much plan will cost implement.

  • Base budgets on price quotes not older than 18 months.

  • Identify revenue sources and how technology costs will be covered by earned and unearned income or be part of general operating costs.


Resources6

Resources

  • Resources

  • Budget Worksheet to estimate costs

  • TechSoup: Technology Budgeting Basics by John Kenyon

  • Total Cost of Ownership

  • Taking TCO to the Classroom - links to resources to help you analyze the cost of your technology plan.

  • NPower TCO Analysis SpreadSheet

  • Web Site Budgeting

  • To Research Equipment Prices

  • Ziff-Davis: ZdNet: Check the product reviews section and do a price comparision in the ComputerShopper section.


Session

Session


Getting ready organizational assessment

Getting Ready: Organizational Assessment

  • Leadership Development

  • Organizational Learning

  • Change Management

  • Stakeholder Involvement

  • Evaluation of Systems

  • Clarification of Programmatic Goals


Leadership development

Leadership Development

  • Is there support among your organization’s leadership to develop a technology plan?

  • What are their perceptions and attitudes about technology and technology planning?

  • How can you best educate these individuals?


Organizational learning

Organizational Learning

  • What type of expertise do you need on a planning team?

  • Who in your organization has this expertise?

    • Staff

    • Board

    • Consultants

    • Volunteers


Change management

Change Management

  • What role does the implementation of new technologies play in your strategy for the next five years?

    • Growth in current operations

    • New opportunities


Who do you need volunteer consultant or staff

Who do you need: Volunteer, Consultant or Staff?

  • Is your need short-term or ongoing?

  • Is the project urgent or mission critical?

  • What is your potential budget?

  • Is the project limited in scope?

  • What time commitment does the project require?

  • What kind of follow-up will be needed?

  • How large is your organization?


Stakeholder involvement

Stakeholder Involvement

  • Are staff members able to use the technology that is crucial to their efficiency and to the tasks they need to accomplish?

  • What type of training have staff members completed in the past? How useful was it?


Evaluation of systems

Evaluation of Systems

  • How would you assess your use of technology compared to other agencies with similar missions?

  • Why do you need better systems?

    • Streamline operations

    • Increase communication among staff

    • Reach out to clients

    • Cultivate your board

    • Communicate with your members


Clarification of programmatic goals

Clarification of Programmatic Goals

  • What do you see as the most pressing needs for your organization, that technology might address?

  • Why/how do you think computers can help?


Activity assessing strengths and weaknesses

Activity: Assessing Strengths and Weaknesses

You should work in pairs with someone from an organization other than your own. Each person will have an opportunity to interview the other. Use the question worksheet and take notes as you listen to the other person. After you both have gone through the interview, work together to create a list of positive and negative factors that might help or impede a successful technology planning process. Select one or two "negative factors" and brainstorm possible solutions. At the end of the session, we will ask everyone to share a summary of their interviews.


Activity technology assessment

Activity: Technology Assessment

  • Technology Questionnaire

    • Financial

    • Staff

    • Internal communications and information systems

      • Web site

      • Email strategy

      • Print materials development


Getting ready technological assessment

Getting Ready: Technological Assessment

  • Hardware assessment

  • Software assessment

  • Network setup, access policies, protocols

  • Databases

  • Email

  • Internet connectivity and web presence


Hardware inventory

Hardware Inventory

  • Sense of overall capacity and range of workstations in your organization

  • Avoid buying redundant technology

  • Assess whether any of your current technology is obsolete


Software what to look for

Software: What to Look For

  • Compatibility

    • Works well on both Mac and Windows platforms

    • Does not require a huge computer processor or hard drive to function


Software what to look for1

Software: What to Look For

  • Stability

    • People! Talk to other computer users

    • Reviews available online

      • CNET (www.cnet.com)

      • ZDNet (www.zdnet.com)


Software what to look for2

Software: What to Look For

  • Scalability

    • Flexibility to run software over an extended period of time

    • Ensures investment and saves money

  • Support

    • Ask around

    • Test support by calling and asking a question


Software what to look for3

Software: What to Look For

  • Ease of Use

    • Intuitive

    • If a complex program is required, ensure that staff training is included in the budget

  • Software Individuality

    • Alternative software

    • Free applications


Software what to look for4

Software: What to Look For

  • Discounts and donations

    • Many major software applications are available at a discounted price

    • Ask for a donation from the manufacturer


Resources7

Resources

  • Consistent Computer Bargains, Inc.

    • www.1computerbargains.com

  • Gifts In Kind International

    • www.giftsinkind.org

  • TechSoup’s Discounted and Donated Software Resource List

  • TechSoup’s TechSurveyor

    • Do a technological assessment


Information management

Information Management

  • Collecting

  • Organizing

  • Analyzing

  • Reporting


Databases

Databases

  • Repository for your organization's information

  • Accessed and re-sorted for various uses

  • Databases are quite pervasive

  • More sophisticated and can manipulate the data (i.e., sort, aggregate, skip fields, etc) much more skillfully than a spreadsheet


Use of databases

Use of Databases

  • If you are an advocacy group, your mailing list is a wonderful source of rich data on your core constituents.

  • If you are a social services organization, the information you are collecting about your clients on your intake and registration forms is just the beginning of the data you are collecting on services and referrals that you are coordinating.

  • If you are an arts organization, the inventory you collect on your collections is data-driven.

  • If you are a school, the data you collect on enrollment and test scores is critical to assessing overall performance.

  • Every nonprofit collects data and in many cases, collects data that if organized, can send powerful messages about the impact the sector is making on communities and peoples' lives.


Planning for database

Planning for Database

  • Map out the current data collection process in order to fully visualize what the current practice is within your agency. You can't modify your practices if you don't know your starting point. Use a giant whiteboard and be as detailed as possible, breaking down the process into bite-sized steps. Once that is done you can more easily add and take steps away.


Planning for database1

Planning for Database

  • Create a detailed model of your ideal data collection process, incorporating all of what you consider to be your agency's best practices. Once you have mapped out your current practice, map out your ideal model of data collection using all of the wisdom your staff has from actual experience. It's so important to look at the realities of the situation in order to map out your best practice situation. Think about the process not only from your staff perspective but also from the perspective of the clients from whom you are collecting the information.


Planning for database2

Planning for Database

  • Identify the specific information the database must manage and the outcomes your agency tracks (or wants to track). This step is critical. You don't necessarily want to capture all of the information you currently collect, or you might want to collect more or different information. What data is needed by management to make sound decisions about program success or planning for the future? What outcome data is your government funding source asking? What data does your board need to see on a regular basis?


Planning for database3

Planning for Database

  • Develop the functional requirements of your agency's best practice service delivery model.

  • Functional requirements are simply the things or functions you want a database or software tool to do. How do you want the data manipulated in order to retrieve the information you need?

    • For example, you may want a database to be able to search to see if a client or consumer has received services from your agency before. Or you may want a database to be able to link individuals with other family members so that your agency can get a count of both individuals served and families served. Both of these are examples of functional requirements.


Database design dos

Database Design Dos

  • Create relational database tables

  • Put like data in a single field

  • Put only 1 piece of data in a field

  • Use a number instead of a range

  • Decide on consistent rules for data entry

  • Create only necessary address fields

  • Enter information in the proper field


Database design don ts

Database design Don'ts

  • Create one flat file

  • Create repeating fields

  • Use a range instead of a number

  • Enter data inconsistently

  • Create too many address-oriented fields

  • Use too many Yes/No fields

  • Enter the wrong type of data in a field


Types of databases

Types of Databases

  • Information and Referral databases

  • Donation databases

  • Contact/Client databases


Information and referral

Information and Referral

  • list of organizations

  • most current and most complete list of services and service providers

  • relatively straightforward in design

  • considerable staff time to keep current

  • a fast machine and a network are necessary


Donor databases

Donor databases

  • track information about potential donors, actual donors and all donations

  • require accurate reports of the destination and/or sources of donated funds

  • At minimum a donorbase should be able to do the following:

    • Generate donation reports

    • Allow you to sort your donors in a variety of ways

    • Record multiple donation/donor details

    • Create and sort lists of potential and current donors

    • Print letters and labels and a variety of reports


Client database

Client database

  • most common

  • very simple to the very complex

  • automatically generate reminders

  • Broad categories - like donation events - are often built into pre-designed packages


Benchmarks for effective database

Benchmarks for Effective Database

  • Build and Integrated Relationship Management Database

    • Your organization's database should be the "single source" for contact, donation history, and all other significant interactions with all of the people who are important to your organization. It should be a tool for creating and tracking online and offline communications with all of those people. And it should be a tool for recording your organization's activities over time. In short, your database should be a tool for managing relationships over time.


Five effective tips

Five Effective Tips

  • Goal 1 - Your organization's database contains information for all of the people and institutions with whom your organization has relationships

    • Have a single unified database, rather than a hodgepodge of separate databases -- e.g., fundraising, media, activists, email address books, etc.

    • Gathering all of your relationship management data/contact information into one database; makes it much easier to keep it up to date and available to all key staff.

    • Maintain information about folks' relationships to you: what kind of people are they, and what are they most interested in hearing about from you?


Five effective tips1

Five Effective Tips

  • Goal 2 - Your database is able to function as a "communications engine" that lets you generate online communications with targeted groups of people

    • use your database to easily and effectively generate both online and offline communications with people

    • use your database to generate a series of emails


Five effective tips2

Five Effective Tips

  • Goal 3 - Your database is able to track your online and offline interactions with people and organizations

    • track not only people, but events

    • generate a phone list of people who have attended events

    • collect and analyze detailed information on your organization's activities over time


Five effective tips3

Five Effective Tips

  • Goal 4 - All key people within your organization should be able to input and retrieve information in ways that are appropriate to their job functions. Your database should protect sensitive information (e.g. givinghistories) from unauthorized access.


Five effective tips4

Five Effective Tips

  • Goal 5 - Your database should be regularly backed up, and a copy stored in a secure off-site location

    • back up your database every day you use it

    • make sure you always have a reasonably current copy of your database stored in a secure off-site location


How can you use email

How can you use Email?

  • Email Newsletters

  • Action Alerts

  • Surveys

  • Event Invitations

  • Housekeeping

  • Autoreplies

  • Building Web Site Traffic

  • Fundraising


Benefits of email

Benefits of Email

  • E-mail combines the speed and efficiency of the telephone with the written word.

  • Unlike the telephone, e-mail allows users to transfer files and documents.

  • Communication can take place whenever and wherever users choose, freeing correspondents from the office and minimizing the time difference between correspondents in distant locations.

  • E-mail can reduce time spent in meetings by educating staff on issues before the meeting, or it can eliminate the need for the meeting entirely.

  • E-mail allows the user to contact many users at once, eliminating production and postage costs.


Sending effective email

Sending effective email

  • Be concise – keep it one page

  • Use descriptive subject headers

  • Use shorter paragraphs

  • Use 70 char per line

  • Use discretion when quoting

  • Be polite and respectful

  • Be swift

  • Proof-read and spell check before sending

  • Continue to network through other means

  • Do not respond in anger

  • Let sender know of misdirected mail

  • Do not forward without sender’s permission


What you need to build a basic web site

What you need to Build a Basic Web Site

  • Computer

  • Internet Access

  • Web Space

  • Web Editor

  • Graphics Editor

  • Domain Name


Building an accessible website

Building an Accessible Website

  • Organize content

    • Clear and logical

    • Headings, lists and consistent Structure

    • CSS (Cascading Style Sheet)

  • Images

    • Provide text equivalents for non-text elements


Building an accessible website1

Building an Accessible Website

  • Hypertext Links

    • Use text that makes sense when read out of context (e.g. avoid “Click Here”)

    • Headings, lists and consistent Structure

    • CSS (Cascading Style Sheet)

  • Frames

    • Don’t use them!


Building an accessible website2

Building an Accessible Website

  • Tables, Graphs, Charts

    • Use them!

    • Summarize

  • Check your work

    • Validate


Tips for avoiding bad web design

Tips for Avoiding Bad Web Design

  • Words, words, words

    • Less is more

    • Make your most important point first

    • If you have a lot to say, give your visitor a synopsis, and then a link to the full article

  • Unreadable text

    • Do not use a tiny font size

    • Do not use a color that blends or clashes with the background color


Tips for avoiding bad web design1

Tips for Avoiding Bad Web Design

  • Huge pictures and graphics

    • Too much download time

    • Use a graphic-optimizing program to downsize graphics

    • If you have a lot to say, give your visitor a synopsis, and then a link to the full article

  • Long pages

    • One or two screens of material per page

    • Provide navigation


Tips for avoiding bad web design2

Tips for Avoiding Bad Web Design

  • Blinking, Twinkling, Twirling Images

    • Can get annoying

    • Ask yourself if the movement works with the images to convey your idea


Why get online to find out

Why get Online? To Find Out…

  • How to get funding for a position

  • Where to find certain government documents

  • What to remember when creating a database

  • Where to find grants to buy a computer system


Why get online to find out1

Why get Online? To Find Out…

  • Info about a problem with a word processing tool

  • Tips for creating a newsletter

  • Cool graphics

  • How to connect with other nonprofit organizations

  • How to get volunteers


Online tips and resources

Online Tips and Resources

  • Time-saving search strategies

  • Listservs and Internet Mailing Lists

  • Databases and websites for nonprofits


Time saving search strategies

Time-saving search strategies

  • Be specific

  • Enter exact phrase you are looking for

  • Do not use all-CAPS unless what you are looking for specifically uses them


Listservs and internet mailing lists

Listservs and Internet Mailing Lists

  • Build community through the internet

  • Forward the same message to many people at once

  • Receive many messages at once in a compiled and organized fashion

  • Set up both by organizations and individuals


Listservs and internet mailing lists1

Listservs and Internet Mailing Lists

Listservs function in two basic ways:

  • Announcement

    • Receive-only Lists

  • Discussion

    • Moderated Lists

    • Unmoderated Lists


Listservs and internet mailing lists2

Listservs and Internet Mailing Lists

Lists can serve different functions:

  • Information Lists

  • Dialogue Lists

  • Project Lists

    Create your own Listserv

  • Yahoo Groups

  • Yahoo Briefcase – 30MB of storage space


Mailing list resources

Mailing List resources

  • TechSoup’s Listserv Resource List

  • Google Groups (www.google.com)

    • Easy to use search archive of Usenet discussion groups


Databases and websites for nonprofits

Databases and Websites for Nonprofits

  • Idealist – www.idealist.org

  • Guidestar – www.guidestar.org

  • TechSoup – www.techsoup.org

  • Helping.org – www.helping.org

  • Volunteer Match – www.volunteermatch.org

  • Local volunteer centers

    • 800-VOLUNTEER (800-865-8683)


Virus

Virus

  • A program or piece of code that is loaded onto your computer without your knowledge and runs against your wishes.

  • Most viruses can also replicate themselves.

  • All computer viruses are manmade.

  • Can make a copy of itself over and over again is relatively easy to produce. Even such a simple virus is dangerous because it will quickly use all available memory and bring the system to a halt.

  • An even more dangerous type of virus is one capable of transmitting itself across networks and bypassing security systems


Importance of virus protection

Importance of Virus Protection

  • Install virus protection software on all computers and download the definitions on a regular basis.

  • Prevention is much easier than cleaning up an infected system.

  • Email is a vehicle to bring virus.

  • Don't wait until your entire organization is infected with an ugly virus that can delete all your data to learn more about viruses!


Keys to virus prevention

Keys to Virus Prevention

  • Use Anti-Virus Software

  • Update Virus Definitions at lease Every Month

  • Be Very Careful of Attachments

  • Check All Incoming Data Disks

  • Perform Regular Backups

  • Run Windows Update or Apple Software Update regularly


Prevent email virus

Prevent Email Virus

  • Disable or Uninstall Windows Scripting Host

    • Symantec’s noscript.exe will disable scripting

  • Make File Extensions Visible

  • Disable Scripts Running from within Email

    • Woody Leonhard's free "Cure for Love" utility


Resources8

Resources

  • Symantec Anti-Virus Research Center

    • http://www.symantec.com/avcenter/

  • Symantec's noscript utility

    • http://www.symantec.com/avcenter/venc/data/win.script.hosting.html

  • Norton AntiVirus tutorials

    • http://www.symantec.com/techsupp/tutorial/


Resources9

Resources

  • McAfee Anti-Virus Center

    • http://www.mcafee.com/anti-virus/

  • Symantec Product Donation Information

    • Symantec Donation

  • Grisoft AVG 6.0 Free Edition -- Free Personal AntiVirus software

    • http://www.grisoft.com


Resources10

Resources

  • CERT

    • http://www.cert.org

  • The Virus Myths Home Page

    • http://www.vmyths.com

  • Yahoo's Listing of Virus Resources

    • http://www.yahoo.com/Computers_and_Internet/Security_and_Encryption/Viruses/


Resources11

Resources

  • "Cure for Love" utility to detect and prevent script viruses

    • http://www.woodyswatch.com/special/

  • Microsoft Office Service Release 1a

    • http://officeupdate.microsoft.com/2000/downloadDetails/O2kSR1DDL.htm

  • Backing up your data

    • ONE/Northwest's Backup Info


Recycling computers

Recycling Computers

  • Computer Recycling Center (http://www.crc.org )

  • Dell’s Managing Product End-of-Life (http://www.dell.com/us/en/gen/corporate/vision_050_environ.htm )

  • IBM’s PC Recycling Service (http://www.ibm.com/ibm/environment/products/pcrservice.phtml )

  • Share the Technology (http://www.sharetechnology.org/)

  • PEP (Parents, Educators, & Publishers) (http://www.microweb.com/pepsite/Recycle/recycle_index.html )


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