August 2007 NEWSLETTER: Putting the PROFIT into your Not-for-Profit
"Putting the PROFIT into your Not-for-Profit"
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August 2007: Putting the PROFIT into your Not-for-Profit
This month's PROFIT idea is … reduce your software cost!
Information technology is a strategic enabler for most organizations today, and not-for-profits are no exception. And, while IT costs in many areas have come way down, there is no doubt that IT investments are still a huge hit on many budgets.
Many of the dramatic IT cost reductions in recent years have been in the highly competitive hardware sector. Software, on the other hand, which is dominated by a few (or one …) major vendors, has not seen the same kind of landscape-altering cost declines. To be fair, of course, software today has incredible functionality, not even imaginable only a few years ago. However, some studies suggest that only a small portion of the functionality in today's software is ever used by most users.
It's like going new car shopping and finding only Ferrari's and Lamborghini's available in the marketplace. Where is the basic, reliable, cheap software? Now that this impressive new software has been developed, it costs the vendors no more to sell a Ferrari than it does a Chevy. So, there are no Chevy's for sale!
So what is to be done? While it is true that there are no more Chevy's to be had, there are options for getting an inexpensive super-car! Let's talk about two:
Open Source Software
You've probably heard about open source software. Open source software is generally free or nominal cost to acquire. (There are other major differences in terms of the ongoing development and support of the product, but these are of less concern to us in the first instance.)
But, you've got questions and concerns: reliability, compatibility, hidden costs, training and support, and so on. And, you are right to consider these issues, though you might find these to be less of an issue than you had imagined.
Your open source options fall into two major categories: application software, and operating system.
Application software
These are programs that do specific things, like word processing, spreadsheets, or image editing. The good news about going open source for application software is that there are limited compatibility issues. As long as the program can read and save files in industry-standard file formats, you're pretty much good to go - if the software does what you need it to, why pay for another brand of software?
In almost any category of application, you can probably find open source software. In fact, the more common the application, the more likely you will find an open source alternative. As a start, simply search for "free {application} software", for example, "free word processing software".
When it comes to basic office applications like word processing and spreadsheets, however, don't even bother - simply go to www.openoffice.org and download a copy of Open Office (version 2.2.1 at the time of writing). Here you will find a package that is "compatible with all other major office suites … free to download, use, and distribute."
So, what are the drawbacks? Training and user familiarity for one - while this package does mostly what, for example, Microsoft Office does, it is a different package, and the commands are not identical. If you have a fairly computer-savvy staff group, this may not be a big issue - its usability is no worse, just different. Proficient PC users will often pick up on the differences with no formal training at all. On the other hand, if your staff group struggled to get to a basic understanding of computers and your current applications, maybe you are asking for trouble by introducing different software. The key here is understanding your users and office culture.
Operating System
The operating system you are currently using is probably Windows (unless you are using a Mac), and you may not even know that there are alternatives. While there are in fact several, if this is news to you, then you should probably stick with Windows.
Why? Well, the operating system is the software that lets every piece of application software run. So, every piece of application software that you will ever want or need to run - today or in the future - must be compatible with the operating system that you are running. Here, market share is king and, like it or not, Windows has it.
Also, the operating system has to work closely with the computer's hardware so that you can actually use it. If you ever connect other hardware to your computers (think backup/storage devices, drawing tablets, digital cameras, etc., etc., etc.), the operating system must be ready to work with that device.
All of this is very doable - but, you need a level of technical expertise at the ready to make it so. If you have that expertise, nothing in this article should be news to you.
Techsoup.org
So, is there no other option, just to get the software I need without all of these technical, compatibility and training considerations coming into play? Well, there is one great alternative, where you can legally obtain the software you need at a fraction of the price. It goes by the odd name of techsoup.org. This site offers a not-for-profit shopping spree!
In its own words, "techsoup.org offers nonprofits a one-stop resource for technology needs by providing free information, resources, and support. In addition to online information and resources, we offer a product philanthropy service called TechSoup Stock. Here, nonprofits can access donated and discounted technology products, generously provided by corporate and nonprofit technology partners."
This is a huge resource that you should spend some serious time with before you spend another IT dollar. In the context of today's discussion, you can acquire software at a tiny fraction of its retail cost. Beyond that, however, it has many valuable resources.
Check out techsoup.org today - your IT budget will thank you!
William Harper has had a variety of IT roles including as user, trainer, operator, programmer, analyst, auditor, steering committee member, project sponsor, project director, project manager, and managing an IT service bureau. Call us for assistance with your organization's strategic IT needs.