Whether we like it or not, all VCFSEs are dependent on IT to one degree or other, and its reliability has a major influence on our success or otherwise. So it is not a bad idea to undertake an annual review of key areas of IT to ensure function and security. It can save on time, money and frustration further down the line.

And a review does not have to happen all in one go. Few of us have the time or patience. But it can be undertaken in a modular fashion, and to help with this I have broken down the important elements into what are hopefully, bite sized chunks. 

The three key areas are broadly; Security, Budgeting & Strategy

Security

Undertake a security audit, and make it as comprehensive as possible. This should involve checking your Microsoft 365 environment for potential security holes, checking whether you have Multi Factor Authentication enabled on all users, disabling enterprise application installation, plus much more. If you have one, work with your IT provider to go through your infrastructure and Microsoft 365 environment. If you do not have one, and you struggle with this process, get in touch with me. Here at IT Services at CAS IT Service, we provide  Light Touch Security Audits, so contact me if you need help. 

Review access controls and user permissions: Check your user permissions and the access of your key systems i.e. CRM, Microsoft 365, Router etc, to ensure only those who should have access actually have it.

Validate backup disaster recovery, and incident response plans: Check over your provision for if the worst happens and you suffer IT system meltdown. Ensure planning is up to date, accurate and fit for purpose. If you do not have an appropriate strategy, or you are ensure about creating one, then again get in touch. Help is only a ‘phone call or email away.

Introduce staff, trustee and volunteer security awareness training: If you do not already do this, make sure everyone in your organisations is aware of the pitfalls and dangers that can threaten IT. Phishing in particular, is the biggest threat, and it is vital that everyone is aware of how to spot dangers. Charities are one of the most popular targets of scammers, so as well as training, send out reminders on a regular basis.

Budgeting

Conduct an IT asset inventory: Do you know what IT equipment you really have? It is important. Creating a simple spreadsheet of what you have, where it is, along with the age of each unit and serial numbers, can pay dividends. It enables the accounting for everything, and can save on costs by retiring aging kit that is no longer in use.

Audit vendor performance and contracts: Review service level agreements (SLAs) with managed service providers (MSPs), and other vendors. Money can be saved by renegotiating contracts, consolidating services, or sourcing new providers. This is an exercise that rarely fails to end with a positive result.

Allocate contingency funds: I know it may sound a big ask to put money away as a contingency when funds are in short supply, but it is nearly always better than scrabbling round to find it at short notice if needed when IT goes wrong. Building a fund in a modular way can be helpful.

Strategy

Evaluate hardware for replacement: If you have completed it, use your asset spreadsheet to evaluate hardware for possible replacement. Knowing what you have and how hold it is, will allow you to more accurately budget for the future.

Create an IT roadmap: Nearly all organisations aim for growth in some form or other, and with it almost inevitablly greater use of IT. Planning ahead helps, and a knowing and flexible approach to provision means better alignment with projects, long-term business growth, and other future needs. A plan does not require huge amounts of content. A one page outline of bullet points identifying key considerations is often all that is needed. The important thing is that you know what is on the horizon so that you can prepare for it.

Update and organise IT documentation: It can be very helpful to collate and check all IT documents, network maps and process guides to ensure they are up to date, and available to relevant staff. Apart from anything else, it can be a great time saver.

There a good chance some, or even all of the above tasks seem daunting, but try not to put them off. They are important. Tackle them one at a time, and if you do need help, you know where to find us. Please contact me by email [email protected] , or call 01473 345321.