Computers

Introduction

Getting the right equipment and learning to use if effectively.

Overview

This section explains how neighborhoods are using computers, email, web pages and the internet to maximize their grassroots power and lists consultants who do technology assessments.

Page Index

  • Key Issues
  • Common Problems and Solutions
  • Successful Strategies
  • Annotated Web Resources
  • Topic Library
  • Sub-Topics and Vendors


    • Key Issues Related to this Topic

  • Making solid, up-front investments in technology is worth it! Investing in good computer hardware, software and training can greatly increase the productivity of staff and volunteers and the effectiveness of your organization. Don’t let fears of computers, email and the web hold your staff and volunteers back.

  • Computers can make archives and record keeping a snap. When volunteers and staff keep important meeting minutes, financial records and a volunteer data base on a high capacity computer with frequent, off-site data back ups, your organization will easy to search and find access to your core records.

  • Effective use of a data base will maximize your group’s “people power.” The might of neighborhood groups comes from their active volunteer base. The names, addresses, phones, e-mails and interests of residents who attend neighborhood meetings should be kept in an active database for use for neighborhood mailings and future volunteer recruitment. Each record should have a entry date field, and at least one mailing a year should be sent first class with “return address correction” to aid in keeping your data base current. Some groups are also developing more advanced databases to track the skills, assets & donor history of residents. Frequent data back-up of your data base is a must.

  • Technology can help you reach volunteers and residents easily through many channels. While door-knocking and face to face meetings are the heart of a neighborhood groups, your group can easily increase its visibility through easy to use desk top publishing software, for newsletters, email distribution to residents business and the press, and targeted mailings, based on interest tags in your groups data base.

  • Sharing your successes and learning from others is easy on the world-wide web. The web can provide valuable links for your group block-wide, neighborhood-wide, citywide & nation-wide. The computer resource groups and web sites listed in the MCN’s Resource Guide can help your group make the most of the world-wide web.

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    Common Problems and Solutions

  • Inadequate equipment/ hardware/ software- neighborhood groups often use donated computers with inadequate memory to use multiple programs or access the web properly. Spending money on a new computer with adequate memory, a larger screen and a high speed modem and network will give you the power you need to get the job done.

  • Lack of computer skills- often neighborhood volunteers and staff find that they need additional training to use their computers to their full advantage. The MCN’s Resource guide lists the many excellent, low cost trainings available on how to use word processing and desk top and web publishing soft ware, and on how to use spreadsheets, data bases, e-mail and the web.

  • Data loss- neighborhood associations have lost months worth of valuable data through a computer crash. Backing up your group’s important data on a weekly basis, with off-site storage will prevent this problem.

  • Low technology access in your neighborhood- some neighborhoods face the challenge of few residents being on-line, this has been solved in several neighborhoods by giving residents inexpensive email terminals.

  • Technology can support human interaction, not replace it. While mailings, e-mail and web sites can reinforce the growing relationship between your group & your stakeholders, face to face gatherings and door-knocking are the place where new relationships are formed and old relationships are strengthened.

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    Successful Strategies

  • Start by assessing your needs. Outside consultants can consultants meet with your staff and volunteers to do an overall assessment of your group’s technology capacities and needs (in the areas of phone, voice mail, fax, data base, document management, financial management, archives, and written/voice/e-mail communication.) Low-cost consultants are available from MAP for Non-Profits, Twin Cities Freenet and private firms. Remember to work toward compatibility of file sharing, e-mail access & networking between the computers used by core staff and volunteers.

  • Low cost training and coaching is available to help people of all skill levels. Staff or volunteers who are “technophobic” need not be afraid of computers or the internet. The groups listed in the MCN’s resource guide can help your staff and volunteers quickly get the level of computer proficiency they need to use technology to their benefit.

  • It is OK to hire professionals for help. Accountants, programmers, graphic designers and mailing houses can do in hours what lay persons to do in days. Often hiring a professional to do a taxing computer task can help prevent burn out among volunteers and staff. Outside consultants can also fix computer hardware problems, with the Geek Squad being the most widely used local firm.

  • Many existing software programs can help you meet your needs. Many of the data base, word processing, desk top publishing and financial management needs of your organization can be effectively met with commercially available software. Professional consultants (and often times neighborhood volunteers) can set up your original templates, reports and entry screens to make it easy for neighborhood staff and volunteers to carry out their routine functions using this software.

  • Back up your computer information regularly.Automatic “save” functions can keep your documents safe while they are being created and automatic back up systems can make duplicate copies of all of your organization’s documents and records on a weekly basis, or more frequently if necessary. Hard copy documents of important information should also be kept on file. These files provide the critical electronic and physical history of your organization for future volunteers, staff and generations. Develop a neighborhood e-mail list- some neighborhoods with many residents on line (East Calhoun, CARAG, Kingfield) have begun to collect email addresses to activate neighborhood email distribution lists and discussion groups.

  • Develop a neighborhood web site- Many neighborhood groups in St. Paul and Minneapolis have developed highly effective web sites which keep neighborhood residents, stakeholders (and visitors) informed about the wealth of resources and many active projects and events in their neighborhood. MAP for Non-Profits and the Science Museum of MN both have inexpensive classes on how to build a web site. To look at some examples of existing neighborhood websites, go to the Neighborhoods section of the Neighborhood Revitalization Program's website at http://www.nrp.org/R2/Neighborhoods/Orgs/Organizations.html, or visit the City of St. Paul's district council information page at http://www.ci.stpaul.mn.us/residents/districtcouncils.html

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    Annotated WebLinks

  • Computer and Web Classes for Nonprofits
    MAP for Nonprofits   06/14/04
    MAP offers many services to help nonprofits make better use of technology.

  • E-Groups
    Yahoo! E-Groups   06/14/04
    Convenient free service for forming on-line discussion groups.

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    Library

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    Vendors by Sub-Topic

    Computer Training  
        MAP for Nonprofits
        Migizi Communication Inc.
        Resolution. Inc.


    Technical Assistance  
        MAP for Nonprofits
        Resolution. Inc.


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