This case study was authored by In-Deep for the building boards for a digital age campaign.
In-Deep Community Task Force is a small charity founded in 2002 that works to support communities and tackle Isolation in Westminster, Lambeth and Battersea. Our turnover is in the region of £40,000 per year, funded through a combination of grants and fundraising activities. We are completely volunteer run. Our board currently has five active members, including our Chair and Founder, Charity Secretary, Treasurer and one service user.
One of our trustees works for Microsoft. Microsoft’s London base was formerly around the corner from our main site in Westminster. They were keen to encourage their staff to volunteer and as a local charity we were connected with them through our volunteer centre, One Westminster. As a result we have had a number of volunteers from Microsoft join us over the years. One of these volunteers was Kate. She had been a long-term volunteer before agreeing to join the board of trustees in 2015.
As an organisation we knew that our website was not meeting our needs.
It was difficult to maintain and we had to rely on a former volunteer to update content, which was a very slow process as the volunteer in question was often hard to reach and had little time available. This meant that we couldn’t keep the site up to date, which was a problem as we are often introducing new services and running one off events. It also didn’t send the right impression to potential funders and partners to have a website that was out of date.
Kate quickly carried out a review of our site. As well as picking up on the problems we were aware of, she also identified a major risk that we hadn’t identified.
Apparently search engines are moving to a stage where they will automatically read the content of a site and what they find determines where the site appears in search results. The technology behind our site was apparently so dated, that search engines would shortly not be able to read it at all, and it would stop coming up on searches all together.
Kate put together a proposal for the development of a whole new site. This would be based on open source software so wouldn’t cost the earth. It would also be very simple to use so that our regular volunteers would easily be able to update the content. With the board’s support Kate put together a call for developers, which she uploaded onto an online marketplace for web developers. As a result we received responses from developers all over the world. Kate ran a selection exercise with the board and we are currently working with a developer in India to put together a brand new site for just £500. Kate is also going to train a group of volunteers to manage the site.
The new site will be easier to navigate and ensure that we can keep our service users and their families up to date on our new and existing activity. It will also help us to reach new service users. Finally we will be able to present a more professional image to funders, potential donors and partners.
My advice to other charities would be that a board member with digital knowledge and skills is invaluable.
This has been a big piece of work, so having a board member in charge has made the process simpler and easier. As a first step talk to a volunteer broker, like Reach Volunteering or your local volunteer centre. They may have connections with IT companies that can help with volunteers. I know that many IT professionals are keen to use their skills to help charities and community groups.