Across the charity sector, a familiar pattern repeats itself time and again. The responsibility for IT and everything that goes with it, lands upon someone who never envisaged such a role, or wanted it. Often, this is an operations manager, finance officer or chief executive.
The smaller the VCFSE, the greater the chance of their being an ‘accidental IT manager’ for the simple reason that this is where budgets are tightest, and there is no financial room for an inhouse professional. This comes at a time at which IT has never been more important to VCFSE operations, and the fact that cyber threat has never been greater, and is increasing.
If you find yourself in this scenario, or something close to it, there are several important factors to consider. Without defined ownership of IT the following may well happen:
- Cyber security becomes inconsistent
- Systems evolve without planning
- Decisions are made tactically, not strategically
- Accountability becomes vague
What this means is that dedication to important subjects such as the statutory law of the Data Act (GDPR) is likely to become random. Responsibility for data protection and other fundamental policy will be arbitrary. Apart from anything else, it could well end up being very costly, and just as important, effectively functioning IT underpins the capability of almost all organisations.
The Myth of ‘Good Enough’ Is Not Good Enough
Years ago, when the development of internal IT networks was something relatively new, it was possible to adopt a kind of make do and mend approach to the subject. Emails mostly got sent and received, word processing worked, and data could be stored even if nobody was sure how it could be used or retrieved. For many it more or less worked, or to put it more accurately, they got away with it. Yet no more is it possible operate on the quiet assumption that ‘good enough’ is enough.
Without wanting to seem over dramatic, good enough is dangerous, and certain to let down the operational side of any organisation. And what looks like a cost effective saving is ultimately expensive in lost efficiency, and exposure to cyber attack, plus potential financial sanction from the Information Commissioners Office for data breach. Compromise does not work, and is fraught with danger.
Important tasks for the Accidental Manager
The role of accidental head of IT can work, but requires definite method of approach. The two key points are:
The Accidental Manager is a leadership role: Digital risk and investment should sit at board level. The provision of services is dependent on it, so it is inescapably a matter of governance.
Create Clear Ownership: The accidental IT manager must have recognised importance, authority and support. Without it the role cannot work.
The Waste From New IT Tools Without Strategy
Products like Microsoft 365 and Google Workspace are seen as necessary and widely adopted, but adoption alone is not enough. Without a clear plan for use they offer poor value, and potential risk to cyber attack:
- Features go unused
- Data sits in silos
- Staff develop inconsistent ways of working
- Security settings remain misconfigured
Before tools are purchased it is therefore essential to establish the needs of an organisation, and what and how products will fit need. This may necessitate an expert review of the current IT to create qualified recommendation. This inevitably generates expense, but can be a considerable saving in the long term. If in doubt, contact the CAS IT department for advice. It is part of our core function.
No shame in consulting an IT professional
Accidental managers are usually quick to start making themselves knowledgeable on IT no matter what their background, and it is amazing how quickly this can happen. However, there is almost inevitably a time when the limit of what can be achieved or learned DIY is reached, and then it is time to temporarily at least, hire in professional expertise. The risks of ‘winging it’ are just too great. This is where IT Services at CAS can help, so never hesitate to email me at [email protected] , or call me on 01473 345321. It is better to be safe than sorry.
