Last Wednesday I had the privilege of unveiling our new GCC IT Best Practices document at our weekly all staff meeting. I was also allotted a very short amount of time, 15mins, to go over the document and educate our staff on anything IT related they should all know or be reminded of.
It's very rare that IT gets center stage to present at an all staff meeting ... last time was when Indiana changed time zones back in March of '06! Being so rare, I had to ensure I covered all the key items I've wished I could publicly address to our entire staff ... however, in such a small time space only the essential items would make the cut.
The actual presentation took 17mins almost to the second ... would have been a tad shorter but 2 people asked questions ... how dare they! ;-)
It's amazing how much prep time it took to maximize those 17mins. Kem helped me filter the talking points down to 5 main areas. From there I easily had 6 hours of time invested in the content development and rehearsal. I rehearsed the whole presentation out loud a good 15 times ... timing each one and making notes along the way. Our senior management team gave me a unique opportunity and I wasn't going to waste it on poor preparation.
The presentation went off even better than I had planned. I made it fun, lively, and memorable ... and wow did I get great feedback from many folks afterwards. Several said "I didn't know anyone could make IT stuff fun!" :-)
I actually love presenting though I don't get to flex that skill very often these days ... don't forget I used to teach high school so I have a lot of experience being a "presenter."
I brought my laptop along to record the audio ... and for those interested you can listen to the entire presentation below. Here also are the 5 talking points I landed on ... ENJOY!
· Standardization: allows for compatibility, knowledge transfer, decreased costs and downtime and improved response time. You decide to purchase, download or install something that’s not on the list and don’t use IT…you’re at the back of the line. If you want team support, play by team rules.
· Purchasing: Centralization of all technology purchases leverages our church buying power and helps with support and compatibility. Even if you’re the one paying for it, IT is always a stakeholder. This applies to mobile phones, software, hardware, etc. IT doesn’t have to approve your every move, but it’s in the best interest of you and the ministry of GCC to include them in your decision making process. In other words, even if it’s a personal purchase, you’ll end up using it for work which makes IT a Stakeholder. Don’t cut them out of the conversation, it’ll hurt you and the rest of the team when you do.
· Security: Your login is YOUR login. Goodbye 'password' and hello 'passphrase'.
· File Storage: Server storage isn't cheap. Don’t store your personal music and photos in your My Documents. IT can help make recommendations on where to store your personal data.
· Support reminders: Don't send support requests to Jason or Ed. Use our support system to make sure your request is captured and tracked to ensure you get the best service. Also make sure you tell us when you're experiencing issues rather than letting it go for weeks until you're about to go postal.
UPDATE: by request here's the actual document: Download it_best_practices.docx or