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How Information Technology can improve your organization’s service to the community Prepared by Grayson J. Stedman jr.
| Date post: | 09-Jul-2015 |
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How Information Technology can improve your organization’s service to the community
Prepared byGrayson J. Stedman jr.
PresenterGrayson J. Stedman jr.
Work Experience
• 17+ years experience in the IT field• Network Administration, Telecoms, Internet Technologies• IT Manager for prominent local group of companies• Experience Teaching
Community Service Experience
Rotary Club of Dominica• Member: 2008 - present• Secretary: 2010 – 2011• Club Administration Officer: 2013 - 2014• Rotaract Liaison Officer: 2008 - 2013• Club Webmaster / Social Media coordinator
Rotaract Club of Roseau• Member: 2003 – 2008• President: 2005 - 2006• Vice President / Finance Director: 2006-2007• District Team Member: 2005-2007 • District Advisor: 2008-2009• District Webmaster: 2004 – 2008• District Web Advisor: 2008 – present
Who are you, What do you do, How proficient are in Information Technology?
Scale of 1 - 5
Ice Breaker – Who is the Audience?
Information technology is used forstoring, protecting, processing, securing, transmitting, receiving, andretrieving information. In business establishments, it is usedpredominantly to solve mathematical and logical problems.Information technology helps in project management systems as well.Firstly, planning is done, then the data is collected, sorted andprocessed, and finally, results are generated. It helps managers, andworkers to inquire about a particular problem, conceive itscomplexity, and generate new products and services;thereby, improving their productivity and output.
Extracted from Buzzle:http://www.buzzle.com/articles/why-is-information-technology-important.html
Why is IT important?
Information Technology can be used by an organization to
• Improve Organizational Efficiency
• Improve Storage of Information
• Enhance Communication
• Ease of Sharing Data
• Public Relations
• Others
How can IT help?
Technology can be used to make us more efficient and effective if used properly. Improper use of technology can create more chaos than it solves.
Organizational Efficiency
Use an Excel Spreadsheet to track membership attendance.
Record members’ attendance percentage and the percentage of members present as each meeting.
Track Membership Attendance
With Mail Merge you can create standardized letters and eliminate excessive retyping. Hundreds of letters can be prepared in just a few mintues with very little human error.
Use Mail Merge to improve letter writing
Save time at meetings by posting minutes and reports online, or emailing them to members rather than reading them during the meeting. Save meeting times for effective planning of projects.
Post or Email Minutes and Reports
Storing information digitally protects it from being misplaced, lost (provided it is regularly backed up), or accessed by unauthorised persons. It allows it to be easily accessed , searched, shared, and passed on.
Data Storage
Keep records of membership information in a database
• Name and contact info
• Date joined
• Date of Birth
• Positions held in organization
Record Member Info
Keep records of project stakeholders: sponsors, community leaders, recipients of service
Record Stakeholder’s Info
Keep records of the organization’s history
Keep records/reports of projects undertaken
Record Organizational History and Projects
Effect communication is essential to any organization. New forms of technology can greatly enhance communition between members, stakeholders and other organizations.
Communication
Create mailing lists for communication within the organization: [email protected], [email protected]
Create standardized email address for regular communication with external parties: [email protected]
Mailing Lists and Standardized Email Addresses
Use online and mobile communication tools to communicate with members and stakeholders:
• Online Chat
• Skype
• Blackberry Messenger
• Forums
Online and Mobile Communication
Conduct online meetings with members, committees, stakeholders and partner organizations
• WebEx
• GotoMeeting
• Google+ Hangouts
• TeamViewer
• Join.Me
• Skype
Online Meetings
Technology makes sharing information with anyone very easy no matter where they are.
Information Sharing
From Punch Cards to Floppy Disks to Compact Disks to USB Jump Drives to the Cloud….
Evolution of Data Sharing
Cloud storage allows you to store documents online to securely access them from any computer anyway and share them with anyone you choose to.
Cloud Storage
Use a shared calendar such as Google Calendar to list meetings, projects and events
Shared Calendar
Online services such as TeamLabs allow groups and organizations to collaborate on projects and perform group editing of documents.
Online Collaboration
Information Technology allows organizations to take public relations to new levels and reach not available in the past.
Public Relations
New software makes it easy to create graphics, posters, advertisements and web banners.
Graphics, Advertisements, Banners
Develop a website for your organization to:
• Inform the public of your organization and projects
• Attract and inform potential members
• Keep existing members informed of activities of the organization
• Promote sponsors through web banners
• Allow members to register for events through online forms
• Allow the public to give feedback or participate in online surveys
Organization Website
Built by a Professional, Maintained by the User. CMS websites allow the user to very easily post updates and articles to keep the site updated. The organization will not be at the mercy of the web developer to keep the site updated or post minor changes.
Content Management Systems
Keep the website updated to generate increased visit/traffic to the website
By increasing the traffic to the site you can sell advertising space, or display banners of your existing sponsors
Web Advertising
Social Media has introduced a new level of online interaction that can be leveraged by organizations to promote their activities and projects in ways they could not before.
Social Media
Facebook pages allow you to promote your organization and projects for free. Post events and highlights and pictures of projects.
Facebook Pages
Page Statistics allow you to see the impact of your posts and your reach to your audience.
Page Statistics
Twitter allows you to post text updates of what your organization is planning, what activities are underway, and updates of how a project is going.
Link your website with your Facebook page or Twitter feed. It is easier and faster to post updates to Facebook and Twitter. Widgets allow those updates to show up on your website.
Feeds and Widgets
LinkedIn is a social site for business professionals, but organizations can also use it to share ideas and communicate on a professional level.
LinkedIn Groups
Use YouTube to post videos of projects and activities, as well as post or view training videos.
YouTube
SlideShare allows you to post and view presentations online, such as this one.
SlideShare
Post online photo alumbs of projects and events on Picasa or Flickr and share with others or the public.
Picasa, Flickr
Use Google Maps to show where your organization meets or where a project takes place.
Google Maps
Information Technology used correctly can improve the operations of your organization greatly, giving you more time to plan and execute meaningful projects.
• Improve Organizational Efficiency
• Improve Storage of Information
• Enhance Communication
• Ease of Sharing Data
• Public Relations
Summary
Grayson J. Stedman jr.
http://www.eclypsetech.com
Presentation Link
http://www.slideshare.net/graysonstedman/using-it-in-community-service-17164741
Contact Info
Questions and Feedback?
