Technology Committees - Who to Include and What to Do (part 2)

This is a continuation of a post about types of Technology Committees and the value they can bring.

NOTE, this post really focuses on advisory tech committees, but can be altered for others.

Once you decide to have a tech committee, who should you include and how do you recruit them?

Skills - The key is to find some members with experience and skills which don't exist in your org. Often these are not technology skills at all. Remember, you aren't using your technology committee to do your tech support, they are there to help you drive your strategy. So often things like vendor negotiation, business process, data management, governance, tech policy, software selection, project management and other business skills. Often these skills are the ones missing in orgs. A nice balance of these skills with experience in technology projects or management is great.

Purpose - But even more important is to match your members to the purpose of the committee. How do you plan to use the group, to brainstorm new ideas, review existing process, assist in projects, strategic planning, reviewing vendors...

Connections - It is great if you can find a range of members who may not be connected to each other. It is great to have a few who are existing supports of your org, know each and get along. But at the same time, with variety comes a different set of vendor experience, tools used and so on.

Recruiting - Look for existing volunteers, donors or engaged audiences. Specifically target a few people through your board, most of them work at companies with the types of people you are looking for. Reach out to some friends or colleagues at other orgs who are in similar roles or look to bigger orgs who may have more tenured staff. The trick is to have your purpose, vision and structure of the committee ready, along with being able to articulate the value they can bring and what the commitment would be.

SIDEBAR - Now I have to take a minute to stop sounding mechanical and maniacal, like this is all calculated, all about some master plan. It isn't. This about people. Our Tech Advisory Board is full of people I respect and have developed friendships with. This group has been more than helpful, they have made a real impact. OK, so now back to the post...

Then once you have a team, it is time to meet, but to do what?

Information - Share information, updates and insights about the tech and strategic plans of your org. This is a great way to both get them involved and open opportunities for input. 

Challenges - Be upfront and honest about where the org is struggling, it is the best way to get support and help. Always painting a happy picture may not drive them to action. And don't just focus on the little ones, make the challenges big enough to be meaningful.

Social - be sure to make the group social in a way that fits your culture. Infuse the stuff that makes your org great, be who you are as an org.

Focus - provide a focus to your meeting, what is the big item of the agenda.  Be sure to share this ahead of time, give them time to prepare. Push through the updates and info to allow focus on this.  A great way to do this is to be in regular communication with this group between meetings.

Anyway, those are my thoughts on Tech Committees, specifically ones with an advisory role. The time, effort and attention needed to make these work may or may not be right for your org. It is just an option working for us which I don't hear talked about enough.

Also, if you want to join my tech committee, just let me know!

Technology Committees - Meetings can have Value

I have long been a fan of Technology Committees, but I don't hear a lot of others talking about it. In my role at The Cara Program, we have a fantastic Technology Steering Committee. I can't begin to state all of the benefit this group has brought. They have provided assistance, advice and insight, but have also helped us make connections, find resources and accomplish things we couldn't do alone. But before I go into a little information about our Technology Advisory Board, a few thoughts about committees.

Purpose. I suggest starting with defining a purpose for the committee. You have to come up with something meaningful for the group to work on. This needs to be bigger than just whatever comes up and you need help on immediately. There should be a tie to a real need in the organization and if possible, a long term set of goals.

Structure. What type of committee will you have?

• Policy - similar to the Board of Directors where they will set policy and make decisions. This could be called a review or approval committee also. But the key is you make the recommendations, they make the decision.
• Budget - this group is really meant just to help guide what is feasible and what is the best use of your funds.
• Steering - this type typically drives the process and comes up with the recommended solution, but brings it to another group or person to make the final decision.
• Advisory - this role is more about opinions, advice and collaboration. The group comes in knowing they are there to help, support and be involved in a meaningful way, not drive and decide. There is still great value and involvement for everyone, but the decision stays inside the org.

I prefer the later of these (Advisory) for my technology committees. There are many times when I don't have all the answers or where technology decisions are just too complex for internal staff. I Plus with outside input, real innovation is even more likely.

Regularity. This group needs clear expectations and a regular schedule, but you can set the schedule. Our committee meets each quarter for our full meeting, but is in regular contact between those. And sharing updates with the group, without a request for help, can go a long way.

Commitment. Before you begin, make sure you are ready to do it for the long haul. You will need to put in the work to keep the group alive and active, but the payoff for them and your org is worth it.

Return on Investment. No, I don't mean for the org. I mean, make sure there is return on the investment of the time of your volunteers in the committee.

Further Reading!

• Read my next post I will share some thoughts on who to include and what to do at the meetings.
• See the overview for The Cara Program Technology Advisory Board on Slideshare.