# data[].attributes.headline
It's best to complete this activity with your team.

# data[].attributes.subject
It's best to complete this activity with your team.

# data[].attributes.body
Step 1: As a group, work through the three main challenges; organisational, people, and systems.

Step 2: Prioritise the challenges using up / down votes

You can add links to further information as comments and also link to additional work that takes place.

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Some key organisational questions and considerations to ask

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Some key organisational questions and considerations to ask

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What does our org want to achieve?

How does your organisation feel about digital?

What frameworks / processes / governance is in place to reduce digital / cyber risk?

How resilient is the organisation to financial or other uncertainties?

# data[].attributes.body
Are the organisational aims understood and shared widely in the organisation?

Are people confident in their abilities to use the systems and follow the processes in place?

Are people able to challenge the processes used if they think things could be improved?

Who has responsibility for the digital strategy?

Are people comfortable with their role in digital activities?

# data[].attributes.headline
Some key questions to ask about your systems

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Some key questions to ask about your systems

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What do we have in place?

What are the systems for?

What do they connect to?

How old are the systems?

What processes make them work?

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Increased interaction with our supporters

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Use digital media to outreach and help others

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Use digital media to outreach and help others

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system, tools and goal for more volunteers to use and be confident using

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system, tools and goal for more volunteers to use and be confident using

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Big organisation - views differ. Some people seem to fear change, others are up for innovation.

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Big organisation - views differ. Some people seem to fear change, others are up for innovation.

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To increase our reach on social media and increase funds through this and other platforms

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To increase our reach on social media and increase funds through this and other platforms

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Increasing our reach. Supporting people to access resources where they can

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Increasing our reach. Supporting people to access resources where they can

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Focus on delivering new strategic priorities for our members/stakeholders

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Focus on delivering new strategic priorities for our members/stakeholders

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Use digital tools to increase accessibility and ease of user journey

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Use digital tools to increase accessibility and ease of user journey

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achieve - a digitally competent Board who can interpret and disseminate a digital policy for fundraising and education

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achieve - a digitally competent Board who can interpret and disseminate a digital policy for fundraising and education

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Using digital tools, social media and website to connect with specific groups

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Keep users at the heart of everything we do

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Keep users at the heart of everything we do

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Is current approach/infrastructure fit for purpose

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Is current approach/infrastructure fit for purpose

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Open to it in principle, but when it comes to implementation there is resistance

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Open to it in principle, but when it comes to implementation there is resistance

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Try using digital platforms differently to conventional use

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Try using digital platforms differently to conventional use

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Generally positive at present but not too keen to use apps/platforms other than email, Twitter, messaging

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Generally positive at present but not too keen to use apps/platforms other than email, Twitter, messaging

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Supportive and on board - but still feeling their way in terms of understanding

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Supportive and on board - but still feeling their way in terms of understanding

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Unsure - trepidation about new digital spaces

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Unsure - trepidation about new digital spaces

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Maybe some hesitation about using 'new' systems 

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Maybe some hesitation about using 'new' systems 

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varies by department

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Create better collaboration across the organisation, less silo working

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Create better collaboration across the organisation, less silo working

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Hesitant about social media because of the nature of our business (trauma)

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Hesitant about social media because of the nature of our business (trauma)

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Know it's a necessity but expertise lacking

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Know it's a necessity but expertise lacking

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confidentiality issue for many, especially older gen

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confidentiality issue for many, especially older gen

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skills and finances to make it happen lacking

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Hesitancy around new systems because volunteer body (who are infrequent etc.) would need retraining

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Hesitancy around new systems because volunteer body (who are infrequent etc.) would need retraining

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A bit resistant, especially with regards to social media. Have concerns around confidentiality and information safety. Even struggle a bit with Teams!

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A bit resistant, especially with regards to social media. Have concerns around confidentiality and information safety. Even struggle a bit with Teams!

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Huge problem with silos and people not understanding what other teams, or even colleagues in same team do

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Huge problem with silos and people not understanding what other teams, or even colleagues in same team do

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Due to transformation during pandemic digital is very much central to our future plans

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Due to transformation during pandemic digital is very much central to our future plans

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A few people doing most of the digital development, not embedded

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A few people doing most of the digital development, not embedded

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We have a new governance committee looking at digital strategy

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We have a new governance committee looking at digital strategy

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Assessment/mitigation of cyber security etc. risks is ongoing now - moving in the right direction!

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Assessment/mitigation of cyber security etc. risks is ongoing now - moving in the right direction!

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We have an outdated social media policy in our staff handbook - makes it difficult to manage a coordinated approach

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None written down....yet but I'd like to think for now we are cautious, carefully moving forward

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None written down....yet but I'd like to think for now we are cautious, carefully moving forward

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We are working on cyber security as a priority

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We are working on cyber security as a priority

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Good online safety is ignored by many staff who don't have time to learn it/ do it

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Good online safety is ignored by many staff who don't have time to learn it/ do it

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Very small team, so no frameworks/process for risk yet.

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Very small team, so no frameworks/process for risk yet.

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We are looking at the data protection implications of the multiple third party digital tools that we are using to ensure they are compliant

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We are looking at the data protection implications of the multiple third party digital tools that we are using to ensure they are compliant

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Organisation strategy is ignored by staff just getting on with their work, and rarely mentioned by senior management

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Organisation strategy is ignored by staff just getting on with their work, and rarely mentioned by senior management

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Lots of policies in place, but not much monitoring that the policies are being implemented across the board

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Lots of policies in place, but not much monitoring that the policies are being implemented across the board

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Big organisation and trying to find Scottish voice whilst controlled by the centre

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Big organisation and trying to find Scottish voice whilst controlled by the centre

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Strong policies and contingencies in place

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Strong policies and contingencies in place

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Big funders funding project but time is the uncertainty for org. 

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Big funders funding project but time is the uncertainty for org. 

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Biggest problem is completely outdated tech - just carried out an audit and this leaves us at increase risk and less and less efficient working practices (exactly because of no ongoing IT investment strategy)

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We currently have a stable financial situation and have tried to identify VUCAs

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We currently have a stable financial situation and have tried to identify VUCAs

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We are financially viable, mainly due to funding streams from windfarms.  The negative side is we are not evident to other companies in our area- definitely needs addressing - hopefully digitally.

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We are financially viable, mainly due to funding streams from windfarms.  The negative side is we are not evident to other companies in our area- definitely needs addressing - hopefully digitally.

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As a development trust very susceptible to financial and business development uncertainties. Still reliant on grant funding and no income at this stage. 

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As a development trust very susceptible to financial and business development uncertainties. Still reliant on grant funding and no income at this stage. 

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Financial uncertainties cause staff discontent

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Financial uncertainties cause staff discontent

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We are financially viable at present, but like much of the voluntary sector future funding feels like a big challenge

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We are financially viable at present, but like much of the voluntary sector future funding feels like a big challenge

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Big charity with a comfortable and large funding stream - but very frugal decision making on comms/pr/digital spend

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Big charity with a comfortable and large funding stream - but very frugal decision making on comms/pr/digital spend

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Project funding means some teams are well funded and resourced; some teams struggling

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Project funding means some teams are well funded and resourced; some teams struggling

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Uncertain, but so close to a big breakthrough to allow us to push forward again, after a lot of changes - eg pandemic has meant key people have gone in different directions - new recruits and board/structure incoming

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Aims understood; never shared; laughed about when mentioned as no-one works to them

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Aims understood; never shared; laughed about when mentioned as no-one works to them

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We have key values and aims as a charity which we adhere to

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We have key values and aims as a charity which we adhere to

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We are getting there with establishing organisation wide understanding of our aims. It's important work, but often drops to the bottom of the priority list though!

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We are getting there with establishing organisation wide understanding of our aims. It's important work, but often drops to the bottom of the priority list though!

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Core aims are understood, but maybe not the longer-term direction of travel

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Core aims are understood, but maybe not the longer-term direction of travel

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They are documented i.e. in a org strategy but they aren't 'lived' or really ever understood or talked about

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They are documented i.e. in a org strategy but they aren't 'lived' or really ever understood or talked about

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No-one has looked at the aims since the Business Plan was published! We use them once a year to write the Annual Report.

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No-one has looked at the aims since the Business Plan was published! We use them once a year to write the Annual Report.

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aims well understood and very consciously used in the org

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Yes, members are aware of our aims as per governing docs -  understanding and accepting though are two different things.

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Yes, members are aware of our aims as per governing docs -  understanding and accepting though are two different things.

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The aims are being reviewed and it is challenging to embed emerging and new priorities with those who have been with the org long-term

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Core team yes. Volunteers different views.

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Core team yes. Volunteers different views.

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Documentation doesn't happen well, so when staff leave, so does their knowledge & contacts

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Documentation doesn't happen well, so when staff leave, so does their knowledge & contacts

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In general, no - there are so many systems in place that people can feel a bit lost and reluctant to make decisions

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In general, no - there are so many systems in place that people can feel a bit lost and reluctant to make decisions

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Lots of internal 'How To' guides published, but staff just do their own things and cause an absolute headache! 

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Lots of internal 'How To' guides published, but staff just do their own things and cause an absolute headache! 

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Definitely not. Training is passive, up to staff to make happen as part of their on CPD. 

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Definitely not. Training is passive, up to staff to make happen as part of their on CPD. 

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We have different levels of confidence in using our systems - we lost some volunteers when we had to shift to remote working and became more reliant on digital tools for example

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We have different levels of confidence in using our systems - we lost some volunteers when we had to shift to remote working and became more reliant on digital tools for example

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No, we need to support and get everyone at ease and happy to help 

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No, we need to support and get everyone at ease and happy to help 

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Our small org relies too heavily on the spoken word - developing basic communication skills is a challenge with some

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The documentation has passwords put on people by people who left lol

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The documentation has passwords put on people by people who left lol

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Yes for Trustees, more challenging for members who don't want to say they don't understand it all, or parts.

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Yes for Trustees, more challenging for members who don't want to say they don't understand it all, or parts.

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Incredibly powerful CRM (salesforce) but hardly any staff using it well as no structured training has happened & no strategy/guidance on how to use it to meet organisational aims

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Incredibly powerful CRM (salesforce) but hardly any staff using it well as no structured training has happened & no strategy/guidance on how to use it to meet organisational aims

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Contact centre staff too busy

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I can't even get some of my team to use Outlook calendars!

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We have moved over to teams which is bringing everything together better

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We have moved over to teams which is bringing everything together better

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We use teams but need to bypass VPN to use it

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We use teams but need to bypass VPN to use it

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It feels like we have multiple competing systems at work, which hinders communication, but no time to sort it out!

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It feels like we have multiple competing systems at work, which hinders communication, but no time to sort it out!

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Teams, sharepoint, one drive, slack, hootsuite

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Teams, sharepoint, one drive, slack, hootsuite

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One drive - encourages people to work in silos

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One drive - encourages people to work in silos

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We have Microsoft 365 but staff don't understand how the different apps connect (or don't) and information gets lost. 

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We have Microsoft 365 but staff don't understand how the different apps connect (or don't) and information gets lost. 

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Teams, sharepoint, Google Analytics for web, social media & scheduling tools

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Sharepoint - becomes unmanageable, so gets ignored

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Sharepoint - becomes unmanageable, so gets ignored

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MS Teams implemented across org - but no training on how to use it well

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MS Teams implemented across org - but no training on how to use it well

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We migrated to SharePoint but there was no data cleanse before it was done. We're doing an overhaul  and finding there has never been a naming system on files which is making things extremely difficult!

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We migrated to SharePoint but there was no data cleanse before it was done. We're doing an overhaul  and finding there has never been a naming system on files which is making things extremely difficult!

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Any digital tool anyone wants to use can be used - this is incredibly freeing but also makes collaboration difficult, as different teams/people use different tools

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Any digital tool anyone wants to use can be used - this is incredibly freeing but also makes collaboration difficult, as different teams/people use different tools