Mobile Ministry Magazine: Extending the Office (con't)

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For many of you, its not an issue of "if" to extend your offices, by using web and mobile technology, its a matter of "how."

To answer the "how" we are going to look at a few areas: engaging people to use the tools and selecting what works best with your budget.

Engaging the Team

A major hurdle to using anything new is getting people sold on the idea that it would work best for them. Unfortunately, we are creatures of habit. Doing something different, especially when it comes to utilizing mobile devices, services, or applications can be a bear.

One thing you want to have in place before you roll out a solution is some type of easy to access help system. This should be in two layers (simple): knowledge base and people (in that order). The first questions people ask are the "how do I do this" ones, so making sure that this is populated, and constantly maintained, is of great importance. This resources should be emphasized during any training, and a part of a weekly routine of checking on the progress of implementing a solution.

What this looks like to the minister's on-the-go-office could be a wiki that is saved on the mobile device with common topics. It could be a contact entry that is constantly synced with a note detailing how to do immediate problem solving.

The people resource should be the second and final one. This is where one asks for assistance in doing a feature, or needs a refresher in what was taught originally. Everyone needs a point of contact, and assuring them that there is a person that can be contacted makes it easier for people to accept that there's a change in the workflow in the mist.

Actually getting the team to use those new tools might be less difficult if it could be implemented into the normal routine. For example, in one SharePoint installation I was a part of, instead of making the entire enterprise use it all at once, we made the departments use it only for announcements. We left it open for individuals to play with, but made them know that the only way to know about what was going on was to visit the SharePoint website. Over time, we rolled out more and more SharePoint-only features, backed up with training key users on more features so they would talk about it, getting others involved into using it on a more consistent basis. Basically speaking, giving it to them in small bits is better than force-feeding.

Budget Concerns

One of the questions that is always asked when talking about extending one's office using mobile tech is the cost. Cost doesn't just include the money, its also inclusive of the time, the administration, and any thing else that is not actively using the tech. Balancing cost versus use is hard, but here are some things to think about when evaluating cost:

Are those providing support or those building the system a volunteer who may leave at any given time?
Does using a mobile device require additional learning outside of just using office tools, such as user interface and system maintenance issues?
What is the backup plan? Will implementing a backup plan cost as much as implementing the primary plan? Can using the backup be easier for users than using the primary?
What are the cost savings/expenses of an entire ministry team being online? Are subsidies or grants available to offset the costs of running/not running a physical office?
In extending the office, what are the costs to family, friends, and ministry endeavors? Can appropriate boundaries be kept?

Addressing Smaller Offices

Some of you reading this might see these as all well and good, but you are part of a 5-man or smaller team. Things just aren't that deep (in scope or budget). So what can you do?

Take advantage of web suites like Google Apps or Zoho Office. While providing a centralized interface for work, it will also keep things manageable in one area. Using smartphones, Internet Tablets, and UMPC devices are a good means to take light work on the go. Remember though that more devices are more things to manage. Choose the device carefully, basing the costs and engagement on what you already do and what you need to do better.