Choosing suppliers and equipment

Any new IT system or update of your current system will require ongoing support and training for staff. Choose your supplier wisely, as this is an important investment. Consult other organisations about which company they use and invite at least three companies to submit quotations for your needs.

The difficulty with IT is that it's hard for non-specialists to envisage what's possible. Judge whether the supplier can understand your needs and also be creative. The following questions are also important:

• Do they understand the particular requirements of the voluntary sector?
• What post-installation support will they provide, is this limited in any way?
• Will you have to pay high rates for telephone help?
• What is their average call-out time for dealing with a problem?
• What training will they provide, how long will it take and how do they ensure it's effective?
• Can they provide references?

It's a good idea to run your new system alongside your existing one if possible to ensure a smooth changeover and that your organisation can still function if there are problems with the new system. Also remember that most IT projects take longer than suppliers will tell you!

Equipment

Many organisations are not in a position to buy new IT equipment. If you are considering buying second hand, do your research first:

• Will it fit in with your existing IT equipment and do people have the skills to use it?
• Will it run the software you need?
• How will it fit into the future of the organisation?
• Can you get technical support if it breaks down or something goes wrong?

See resources for websites offering low cost refurbished equipment.

Legally, you must obtain software from a supplier who can provide a site licence for your usage. Copying software is illegal and means that you have no support if things go wrong. Some companies discount software for charities and not-for-profit organisations.

Find out more about other IT issues and examples in the In more depth section.