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EReadiness:Human Resources
From NGOPedia
| EReadiness:Self Assessment Tool for NGOs |
|
Human Resources (Training, Skills and Motivation)
Despite the emphasis on the technical aspects of ICTs, effective ICT use is only possible if you and your staff have the adequate skills, attitude and motivation. The most expensive, up-to-date computers will stand idle if your staff does not want or know how to use them effectively, whereas motivated staff will usually find ways to use even outdated software and hardware in surprisingly novel and productive ways. This tool focuses on your staff’s technical (i.e. computer) skills but it is equally important to motivate your staff by convincing them of the value of computer use in your organisation (and the benefits to themselves).
Interestingly, appropriate computer training will provide your staff not only with the necessary skills but often also with the motivation to use computers. And, counter to the fears of many executives, staff who have been trained by an organisation will often develop a stronger sense of loyalty to the organisation. The organisation’s investment in them makes them feel valued as individuals so they are less likely to use their skills as a motivation to move on to ‘greener pastures’ i.e. other organisations.
Of course, you will need to reward your staff adequately for their newly acquired skills and additional contributions to your organisation.
Note that any ‘training’ mentioned below refers specifically to ICT-related training.
(tick all that apply)
| Answers/Scenarios |
Level | Yes |
|---|---|---|
| No one in the organisation knows anything about computers. | 1 | |
| We do not train staff because as soon as they have computer skills they leave us. | 1 | |
| Our top management of the organisation does not know much about computers. | 1 | |
| We do not have sufficient funds to train staff. | 1 | |
| We have not really found any good computer training available locally or which we can access. | 1 | |
| Every now and then we (could) get local or foreign volunteers who (could) assist us with our computers. | 2 | |
| We have at least one person in our organisation who knows a lot about computers. | 2 |
(tick all that apply)
| Answers/Scenarios |
Level | Yes |
|---|---|---|
| No. | 1 | |
| Yes, a few staff have been sent on computer literacy training courses. | 2 | |
| Yes, we provide in-house training to all employees, as and when needed. | 3 | |
| Yes, we send our staff on outside training course (i.e. at an external location) whenever needed. | 3 | |
| We have a library of computer training materials consisting of reference books, audio-visual course material (e.g. instructional videos or DVD) and/or training software. | 3 | |
| Our staff can make use of on-line training using the internet. | 4 | |
| Yes, we train all newly hired employees in our organisation internally. | 4 |
(tick all that apply)
| Answers/Scenarios |
Level | Yes |
|---|---|---|
| Basic computer use (file management, word processing, e-mail). | 1 | |
| Computer productivity applications (spreadsheets, accounting, professional communication/presentations, multimedia production, digital story telling, etc.). | 2 | |
| Very specific applications (specialised software). | 3 | |
| Advanced computer use (databases, contact management). | 3 | |
| Programming. | 4 |
Level 1: Non-Existent or Basic
| Description |
Yes | No |
|---|---|---|
| The organisation’s staff has little or no in-depth computer skills even though one or a few staff members have basic knowledge of how to turn a computer on and print, and can use the basic, most frequently used features of word processing software. |
| Actions | Not Possible (give a reason why) | Possible (tick where applicable) | ||
| Short Term | Medium Term | Long Term | ||
| You need to provide computer literacy training to at least a few key (and keen) staff. | ||||
| Consider certification after the course. This has an important motivational aspect, which also helps with the staff member’s career path. | ||||
Note
Basic computer literacy courses are offered almost everywhere - some staff may be able to use self-study materials (books or multimedia) or online courses.
Level 2: Early Stages
| Description |
Yes | No |
|---|---|---|
| All staff who have to use computers (current or projected) have acquired basic computer literacy. This includes basic tasks such as how to manage file and folders (e.g. copying or moving files, creating folders), security principles (data backup, passwords), and the operation of standard software packages such as the word processor, e-mail client and web browser. | ||
| The organisation’s key staff has more formal or advanced skills and one or a few ‘power users’ are being groomed (because of their self-expressed interest and abilities/aptitude) into more technically knowledgeable staff. |
Once the basic computer literacy skills are in place, it will be a waste of valuable (staff) time and (the organisation’s) money to send your staff on just any computer-related training courses. It is important to clearly identify the exact computer skills which will be needed. Typically, there are two types of skills, which address different organisational needs:
- The tasks that would typically be performed by all or most employees address the generic organisational needs
- Technical skills which address very specific and usually quite technical needs such as dealing with the technological infrastructure (networking, server configuration, database management, web design) or the supporting/training of other staff
| Actions | Not Possible (give a reason why) | Possible (tick where applicable) | ||
| Short Term | Medium Term | Long Term | ||
| Identify staff with potential/aptitude, motivation and organisational commitment to train to fill HR skill gaps. | ||||
| Depending on the size of your NGO create specific ICT posts to address your ICT support needs. | ||||
| Acknowledge the ICT component of certain staff’s job functions by reducing their other work commitments and/or providing additional (financial) reward. | ||||
Level 3: Intermediate
| Description |
Yes | No |
|---|---|---|
| In a small NGO: at least two or three staff members have technical skills sufficient to manage the network and full desktop configuration. | ||
| They are the first ‘line of defence’ in dealing with or solving technical problems and know how to access external resources (vendor or internet) for more complex problems which they cannot solve. | ||
| In a larger NGO: (a) specific technology infrastructure position(s) exists e.g. LAN administrator or IT support. Their contribution is formally acknowledged in their workload/job description. | ||
| All staff dealing with information are computer literate. This includes understanding the need to backup data, how to deal with secure or sensitive data, and the need for secure passwords. | ||
| Staff can protect new files with passwords and know how to change their own log-in passwords. | ||
| About half of your staff can be viewed as fully proficient (power users) in the relevant software packages. | ||
| Formal and regular training course schedules are managed as part of staff development. |
It is difficult to give generic advice on how to move to the next level because it will depend a great deal on your financial resources, the availability of training nearby and the general education level of your staff.
However, a key area of consideration is the attitude of management towards its human resources: are staff REALLY considered to be the most important resource in the organisation? If so, computer training will be part of a long-term career development programme.
| Actions | Not Possible (give a reason why) | Possible (tick where applicable) | ||
| Short Term | Medium Term | Long Term | ||
| You should give careful consideration to the development of an in-house training resource centre, consisting of manuals, handbooks, audio-visual training materials (video and DVDs) and training software. | ||||
| The use of online training should be investigated strongly, especially where local training resources are inadequate. Online training provides international top-quality training with certification options within a self-paced environment, though it requires significant motivation and personal commitment on behalf of the individual. | ||||
Level 4: Advanced
| Description |
Yes | No |
|---|---|---|
| One or two staff members have sufficient skills to develop in-house software customisation. | ||
| When new staff are hired, their computer skills are assessed as part of the application and a person-specific training plan is developed for each employee (and reviewed/updated regularly for existing staff). | ||
| At this stage, our NGO’s training and HR development strategy is perceived as a key positive employment factor by prospective job applicants. | ||
| Even when staff decide to leave, our NGO’s investment in training is seen by the executive as making a contribution to a wider community development. |
EReadiness:Resources | EReadiness:Management and Financial Resources 
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