ICT Management

By Lasa Information Systems Team

Managing Information Communication Technology (ICT) will enable organisations to get more out of their current equipment and also to make better decisions around the purchase of new equipment and ICT developments. This article walks you through some of the resources available on the knowledgebase to help get you started.

Why managing ICT is important

Understanding how to manage ICT is key for organisations of all sizes undertaking a number of different roles.

Small organisations with one computer still need to manage their ICT as it is likely to be used for important tasks, such as:

• writing documents more efficiently
• managing accounting and budgeting so that you have better information about your financial situation
• recording contact with clients more accurately and in more detail
• improving communications within the organisation and with others.

Larger organisation may use ICT to carry out increasingly complex functions which may include complicated software solutions and hardware set-up.

Increasingly ICT is vital in the work of organisations so an understanding of how to manage this important and potentially expensive resource needs to be developed. It is essential for organisations to focus on what they want to gain using their ICT and then put in place systems to help them achieve this.

Your organisations goals must come first.

In the same way that organisations recognise the need to manage their premises, accounting and other office equipment, it is essential that managing ICT is recognised as fundamental to the development of the organisation.

ICT is too important to be ignored, even by people and organisations who feel they don't know much about it. Careful management of ICT will not only help organisations meet their aims and objectives, it will also prevent organisations making possibly expensive mistakes. A good starting point for thinking about this issue is the Knowledgebase article Why be concerned about Managing ICT.

ICT Health Checklists are an excellent tool to help you determine the state of your organisation’s ICT, and where responsibility for its management lies. There are three different checklists: for management committee members, staff with responsibility for ICT and computer users.

Budgeting and finance

Articles in the Knowledgebase section Budgeting and Funding guide you through important areas to help you plan and finance your ICT:

• Calculating Your Technology Budget - provides instructions for using a downloadable Excel spreadsheet for a simple way to help you calculate your ICT budget
• Planning And Budgeting For IT Equipment – helps organisations plan for equipment replacement and explains the importance of a purchasing plan
• Allocating funds for ICT – provides help with what to consider when putting together a funding application or budget

Supporting your ICT

It is important that your organisation’s ICT is supported. Within your organisation there should be someone with Staff Responsibility For IT Support, even if this role is simply to liaise with an external source of support. For more on supporting your ICT see Knowledgebase articles including:

• Why You Need IT support
• Managing IT and the Role of the IT Coordinator
• Who Do You Need: Volunteer, Consultant or Staff?
• What to expect from an IT support contract
• Working with an IT Support Company

Policies and legal issues

Policies and best practice for effective use of ICT in your organisation will help your organisation get the most out of its ICT. There are also legal issues associated with ICT that organisations should be aware of.

• Building Blocks of an IT Policy - explains briefly the elements and principles which should underpin all decisions on IT

• ICT Acceptable Use Policies – explains why policies are  needed, what they should contain and how they can be implemented

• The Internet can be a very useful tool. Having an Internet Use Policy will help with setting boundaries to enable staff and volunteers to use email, the web and other online tools responsibly
• Even in the very smallest organisations staff and volunteers need to know what systems are in place. Having an ICT Induction Manual can help with this.
• ICT is a fantastic tool however there are some risks and legal requirements associated with using it. The article ICT Risk Assessment outlines some of these and will help you identify and manage risks appropriately. There is further information in the Knowledgebase section Legal Issues

There are many more articles in the Knowledgebase section ICT Management that can help with this important issue. 

As well as the Knowledgebase articles on ICT Management, there is the ICT Management Knowledgebase Discussion – this is a useful place to share knowledge, experiences, and ask questions.

For help getting started in other areas of ICT, see our index of Starting Out articles.