Information technology
Technology planning
Technology planning can really help with the running of your club. Good technology management can help you be more productive, make it easier for the volunteers who have donated their valuable time to run your club and make it easier for your members to participate in your activities.
What does that mean to you and your club? It means having systems in place that to give access to information and computer programmes, or software that will help you meet your club’s mission.
Of course, the level of IT involvement in your club will vary according to its size and the activities you undertake, but it is important that you have considered all the technology options available to you before you decide on what you need. For example, if you have a very small base of members and you usually keep in touch by phone, you probably won’t need to purchase computers and install networks in an office. But you might benefit from a spreadsheet containing the up-to-date member information that you can distribute amongst your committee via email.
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Choosing software
It’s pretty hard to get by without computers these days. Most of us use a word processing programme such as Microsoft Word for writing letters or developing basic documents.
Most people in an office or home environment tend to use pretty standard software applications, for example Microsoft Office, that are compatible in terms of file-sharing which makes sending documents via email easy. Some clubs may, however, require different applications or may need to buy software for their members to use or install on their own computers.
There are many different software options available and if you are looking for specific software for your club it pays to do some research first. The latest and greatest may not be necessary and, worse, may end up being complicated and expensive. Taking the time to assess your needs and pick software that suits your club can keep you from wasting money and ending up with something that just doesn't work for you.
There are seven important features to consider when choosing software for your club:
- Compatibility – will it work on all the computers it might be installed on (is it PC and Mac compatible?)
- Stability - will it keep working if you want it to, or is it likely to crash?
- Scalability – will it keep working for you in the future as your club grows?
- Support – how easy is it to get answers if you are experiencing problems with your software?
- Ease of use – how experienced with computers are you and your fellow club members. Do you need to choose a programme that is simple and intuitive?
- Software individuality – can it be used by other programmes?
- Cost - can you get a reduced rate because your club is a not-for-profit organisation? Is there suitable free software out there that will meet your needs?
Accounting software
If you run a small club you may not need accounting software as a simple cash book system (insert link to finance and insurance section) may be sufficient. There is a wide range of accounting software available on the market today. Much of it is quite complex and it’s important to consider a number of questions when deciding which accounting programme you will choose for your club.
We have provided a useful quiz for your club to use when choosing your accounting software (Word, 28 KB) in the resources section.
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Databases
Databases are programs that store information that you need to access and sort in lots of different ways. There are so many examples: mailing lists to be sorted by postcode; lists of members who are under 18; people who have donated more than $100 dollars in the last two years who live in a specific suburb and whose children go to public schools; etc. Software programs such as word processors can store information like that, but database programs can search, sort, omit and sum up data far easier than other programs.
Lots of clubs need to store data in ways so that it will be easy to sort and print out. One of the most common types of database is a contact database, which has names and addresses of people who regularly receive mail from you. While most organisations start this list in a word processor or spreadsheet, these lists can quickly grow into large files, which become difficult to deal with. Larger clubs generally need database software because they often have large amounts of data that they need to keep track of.
Some questions to ask are:
- What kind of database do you need?
- Do you need more than one, and if so, should they be linked together?
- Should you make your own, or buy one off the shelf?
We have provided a quick quiz on what sort of database your club needs (Word, 25 KB) in the resources section.
Don’t forget the Privacy Act in relation to collecting membership data.
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Networking
Put simply, networking can be described as two computers being linked together, either physically through a cable or through a wireless device. This link allows the computers to share files, printers and even internet connections.
The main reason people network their computers is so that they can keep all their files and records in one central place and gain access to it from more than one computer. If your club has an office and staff, you might consider networking your computers. As all data and backup is stored in one place, networks can help raise the productivity of any organisation. Another benefit of a network is it can reduce other capital investment costs as well. For example, modems, printers, scanners, and CD-ROMs are just a few of the devices that can be shared over a network.
We have provided more comprehensive information about networks (Word, 25 KB) in the resources section.
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Internet
Many people are afraid of the internet and think it’s too hard to understand. Fortunately, it’s not necessary to understand how the internet works to be able to use it. What you see or hear onscreen is designed to be as user-friendly as possible. The best way to learn how to use the internet is by doing exactly that – using it.
In a nutshell, the internet is a network of computers from all over the world, all connected by cable, telephone wires or satellite. ‘Going online’ refers to the act of connecting your computer to the internet.
The internet can be used to send and receive email and access websites using web browsers, All this allows you to do things like ‘talk’ (via email or online chat groups) with people around the country and the world that are involved in the same sport or recreational activity as you. You can also use the internet to look for suitable businesses and agencies that might provide your club with funding, and you can use it to find out more information about how you can improve your club’s output.
The most common ways of connecting your computer to the internet in New Zealand is via the phone lines, or using a wireless service similar to the way your mobile works. To do that, you will need an ISP. An ISP (Internet Service Provider) is a company with a large computer that hosts websites and provides access to the internet itself. If your club has a website, or an email account (that’s not free from the internet, like hotmail or yahoo), then your club will already have an ISP. If you would like your club to create it’s own website, or have its own email accounts, then you should contact an ISP for some quotes. Most of the telephone companies have internet services, so they are a good place to start.
We suggest that you ask around the various members of your committee to find out how much they know about using computers and setting up websites before you go down the sometimes expensive path of paying a commercial organisation to do it.
One very important consideration when dealing with the internet is computer security. Most of us have heard of computer viruses, hackers and computer worms – all dangerous things that are usually sent via email or when you are connected to the internet that can destroy files in your computer and possibly gain access to private and confidential information. Anti-virus software is a must for any computer these days, and it doesn’t have to be expensive. Ask around your friends and committee members for advice on the best ones available. And always remember to regularly update your anti-virus software to ensure you are protected from the latest viruses and worms.
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Resources and more information
CommunityNet, an internet resource for communities in New Zealand, provides more in-depth information on many aspects of IT, the internet, email and security.
Other resources your club can use for information and technology includes:
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