Getting Buy-In For New Technology

 

Your computer has crashed for the tenth time today; the printer crawls through the document you needed printed for the meeting ten minutes ago; and you sit waiting patiently as your over-the-hill modem takes twenty minutes to download your e-mail to your computer. Sound too familiar (or is it a complaint you hear too often)? Then, it may be time to ask the powers that be for new computer equipment. If this sounds like a losing battle, read a little further for some advice on how you can lay out your argument for obtaining that new PC/printer/modem. . .

Have a Plan

Like any proposal to management or the board, you need to have an articulated plan of what you need and what you want. Saying that you hate your computer, or that you want a new computer may not be a particularly convincing argument. Instead, it is best to make a purchase request with some research behind you. Assess your current situation, figure out a solution that is cost-effective, and share your plan with management.

Example Proposal 1:

Cost:

Replacing the office inkjet printer with a quicker laser printer will cost us $1000.

Benefit:

While this may seem like a large investment, it will save an estimated $600 yearly in operating expenses.

Reason 1:

the laser printer will prints five times quicker than the old inkjet, meaning we would only need one printer for the network, as opposed to two

Reason 2:

the laser printer is rated to last over five years, while the inkjet is on its last leg

Reason 3:

the laser printer supplies need replacing once every two months, while the inkjet needs new supplies once a month

Reason 4:

the laser printer supplies are $20 cheaper than those of the inkjet

Example Proposal 2:

Cost:

Switching from a modem connection to the Internet to a DSL line will cost us $300 to setup.

Benefit:

The DSL line will provide more efficient Internet access to the entire office at a less expensive yearly price.

Reason 1:

the monthly fees for five dial-up accounts is $100, while we can connect all five computers to the DSL line and only pay $80 month

Reason 2:

the DSL line will provide access speeds up to 200 times faster than our modems

Reason 3:

as opposed to the five phone lines required by our modems, the DSL line only needs one phone line to provide access for all of our computers (we can save money by avoiding the cost of the additional phone lines).

The Lack of Communication

Every nonprofit relies on communications with other organizations, government agencies, funders, and clients. While having the ability to run the latest applications may not be crucial, it can make it easier to share information with others outside the office. Likewise, a slow Internet connection can prevent staff from getting access to crucial information. If you can't read file attachments or you can't do the research you need, then you are not going to be able to get your job done.

The Frustration Factor

With the high burnout rates in many NPOs, maintaining staff morale should be a high priority for the board of directors and management. Working with older equipment may be keeping the bottom line lower on paper, but losing staff raises operating costs for many nonprofit organizations. So, it is important to emphasize that it is in the organization's best interest to keep current staff content by giving them the tools they need to accomplish their jobs effectively and pursue the NPO's mission.

Conclusion

Have a plan before asking for a new technology purchase. Lay out your arguments in an organized manner and try to quantify as many of these as possible (i.e. "each staff member is wasting two hours a week on our slow Internet connection" is a more effective argument than "our Internet connection is bad"). The more research you have completed, the more solid your argument will be.