Newid Digital Adoption Scale

Newid Digital Adoption Scale
Newid Cymru are excited to launch our digital adoption scale! This will help you understand where your organisation currently is on their digital adoption journey, and what next steps you can take to move to the next stage.

Contents

  1. Context to the tool 
  2. How to use this resource
  3. Digital adoption graphic
  4. Self-assessment tool
  5. Curious
  6. Starting Out
  7. Developing
  8. Advancing

Context to the tool 

Our tool is based on interviews we conducted with 11 leaders in the Welsh third sector and the needs that arose from our conversations. If you’d like to learn about our findings, you can read a copy of our report.

How to use this resource 

This resource is split into two parts: 

  1. Digital adoption graphic 
  2. Digital adoption self-assessment tool

Digital adoption graphic 

We have adapted this scale from one used in the Charity Digital Skills Report.

What is it?

This graphic is a tool to quickly assess where your organisation is at on their digital adoption journey. Categorising your organisation this way allows us to recommend the appropriate support you need based on where you currently sit on your digital journey. Regardless of where you are on your journey, whether you’re curious or advancing, Newid is here to provide free support on using digital so you can focus on supporting your users. 

How do I use it? 

  1. Look at the graphic and read all four descriptions.
  2. Choose which stage most aligns with where your organisation is on their digital journey.

When you receive support from us, you can share your stage to help us know where you are so we can provide the most appropriate support.  

Why not try our self-assessment form? Answer a series of questions ranging from leadership to digital infrastructure to get a more detailed assessment of where you are in your digital journey and get some recommended next steps.  

Digital adoption self-assessment tool

We want to empower you to transform the way your organisation uses digital with quick wins to more strategic changes. We have designed our self-assessment tool to allow third sector organisations to learn where they are on their digital journey, and what practical steps you can take to develop.

Our tool is split into two versions. 

Version One: This is a Tripetto form, which guides you through a series of questions. Using your answer, it will generate a score, and automatically put you into a category.

Version Two: This is a static page, with you simply looking through each stage, and choosing the one that fits your organisation. 


Curious

We might have some digital basics in place, such as social media, and online meetings, and recognise we could do more.

Leadership

Our leaders recognise they need to do more, but there is hesitancy to progress because we’re unsure of the opportunities and risks. It can feel a bit overwhelming and we don’t know where to start.

Skills

Our staff lacks basic digital skills and confidence. We sometimes seek help from volunteers with digital skills, but when volunteers move on, their expertise goes with them. 

Digital Infrastructure

We have minimal digital infrastructure. We communicate via e-mail but are reliant on paper for most of our data collection and record-keeping.

We'd like to be able to do more, such as sharing calendars and saving documents in the cloud so that all staff and volunteers can access them. We need help getting a basic setup in place.

How Services are Designed

We design services by actively listening to the community and responding to their needs, but we're not confident about how technology may help us deliver our services

Communications and content

We use digital methods to communicate, like e-mail and video calling. We may have a social media page and post from time to time, but we don't feel we are using it effectively. It's another add-on to busy workloads.

Security and data protection

We have a data protection policy, but we would like to do more to ensure we're safe and compliant.

Where to start

Digital is a huge subject, and you might feel overwhelmed by where to focus your efforts. However, at this stage, the most important strategy is to get your digital foundations right. Follow the steps below, and you’ll be on your way to increased confidence and security.

Data Protection and Privacy Policy

First things first, it's important that you have a Data Protection and Privacy policy in place that's shared with your staff and volunteers so you can handle data safely. You can find lots of useful information about what your policy needs to include below: 

Cyber security 

It’s really important to keep your organisation protected from Cyber attacks. The National Cyber Security Centre has put together a simple guide to help charities like yours protect themselves from the most common cyber threats.

There’s also a free online learning course for small organisations by NCSC that we advise you to look at.

Move from paper-based to digital data collection

You may still be using a lot of paper-based and manual processes, which can slow you down. However, there are many solutions that can help you streamline data collection. There are lots of free digital tools you can use to gather data. Instead of using a paper form, try using a digital alternative to cut down on the piles of paperwork you have. NCVO have created a guide on delivering a successful survey and how to choose the right digital form platform.

Store documents and collaborate with colleagues in the cloud

Storing meeting notes, documents, session plans and bids in the cloud, allows your team to share links to files that can be worked on together, instead of attaching copies and then having to integrate changes manually. 

You can read Charity Digital’s guide to cloud computing to help you get started.

Improve your staff’s digital skills

Attend a training session on using digital within your organisation. There are always free and paid opportunities for the third sector to upskill your team in digital. Check out our page on upcoming training opportunities and sign up for our monthly newsletter to receive a roundup of training opportunities for the coming month. Google run a range of digital skills training including live webinars and online courses. Check out their Digital Garage and training page to see what’s on. 

Do you have a volunteer who is a pro at Search Engine Optimization or using AI? Ask them to share what they know. Volunteers are a vital source of knowledge and can come from all types of professional backgrounds. Make sure to think about how you can learn and benefit from the knowledge they bring to the team. 

If you need help to think through or implement the next steps in your digital journey, get in touch with Newid.


Starting Out 

We’re starting to engage more with digital, but it’s still a small part of our organisation’s work. We're developing our skills, but still lack confidence in using digital tools.

Leadership

Our leaders realise they need to learn more about how digital can help. We are open to exploring digital solutions.

Skills

Basic digital skills are becoming more widespread, and there is a growing emphasis on continuous learning and development.

Digital Infrastructure

We do have some digital systems in place; however, we are still heavily reliant on paper forms and manually entering data into our digital systems. 

Communications and content

We may have social media accounts, but we don't have dedicated digital staff. We post when we can, alongside our other tasks. We have a website, but we don't update it as regularly as we'd like. We may have a newsletter or are considering starting one.

How Services are Designed

We’re trying to incorporate digital into our service delivery. Sometimes it works, but sometimes it creates extra layers of confusion and complexity. We’re good at listening to our community and responding to their needs, but we’re not sure what digital solutions would work best for us and our service users. Do we need an app? Could AI help? 

Security and data protection

We have a GDPR and/or Data Protection policy in place and we know this requires a constant process of keeping it up to date.

Where to start 

At this level, you might have some digital skills within your organisation and you will have implemented some digital ways of working. You are feeling ready to take the next step to embracing digital to improve how you operate and deliver services.

Cyber Security, data protection and Privacy

Keeping your data safe and your systems secure is an ongoing task. If not done so already, you’ll need robust policies and processes in place and someone needs to take on the role of Data Controller. As part of their Digital Toolkit, Cwmpas has curated some of the best guides to support you.

At this level, you may want to get your Cyber Essentials Certification. This government-backed scheme will help you protect your organisation, whatever its size, against the most common cyber attacks.

Communications and content

Creating engaging communications and content is a really important way to engage with the people who use your services and to promote your organisation to potential funders. 

  • Create a simple communications and marketing plan for your social media and website. Media Trust has created a Digital Marketing Strategy Toolkit to help create an extensive plan, including Audience Personas and Digital Objectives. 
  • Did you know as a third sector organisation, you can get a Canva Pro account for free? You can apply directly on their website. It’s an excellent tool for creating engaging digital content and they have lots of templates to get you started. Take a look at this guide on using the AI features included in Canva. 

Set up your basic digital Infrastructure

A digital infrastructure offers one place for you and your team to store and share documents to work together on projects and fundraising activities whilst keeping people’s information safe. Digital systems can make working together easier and faster. There are many different digital systems that can help you achieve different things. We also created a guide to help you choose one, suited to your organisation. Here are some examples:

  • Shared calendars: People in your organisation can see each other's schedules so you can easily see each other's availability. Most email providers include this as a free feature, including Google and Microsoft
  • A CRM or database: To keep everything in one place and easily manage and keep track of volunteers, donations or funders you might have. We have created a free, adaptable CRM template using airtable that can get you started.
  • Accounting systems: Manage invoicing, cash flow, and tax, payments. You can find guides on record keeping, monitoring and accounts, and charity accounting requirements on the Knowledge Hub.

If you’d like help setting up a digital system, contact DigiCymru for free 1-1 support.

Upgrading your technology

Having older computers or laptops can slow your work down. However, we appreciate that sometimes the only option is an older computer due to lack of funding and having to make tough calls while balancing various important needs. If you are able to upgrade, we have created a guide to help you choose a laptop, and give you the information you need to make a case for buying a good laptop.

How Services are Designed

All the services you deliver should be focused on meeting the needs of the people who use them. We can support you in using digital to develop your services by working through the four stages of service design: Discover, define, develop, and deliver during our Designing Digital Services course. Subscribe to our newsletter to find out about the next course, or join the waitlist.

If you need help to think through or implement the next steps in your digital journey, get in touch with Newid.


Developing 

Digital is part of how we work, but we haven't fully embedded this yet. We're investing in technology and developing our skills

Leadership

Our leadership team is committed to digital. We are developing our skills, reading about digital leadership and talking to other organisations who are more digitally advanced. We are investing in technology and digital roles.

Skills

We are up-skilling staff and volunteers in digital technologies relevant to their roles.

Digital Infrastructure

We use digital systems; however, we are struggling with legacy IT, and our systems are slowing us down. We are prioritising streamlining our processes, integrating automation and updating outdated systems.

Communications and content

Regularly updated social media accounts. We have a website but we don't update it regularly. We don't have clear leads on our social media accounts.

How Services are Designed

Technology is increasingly being adopted to enhance service delivery, and improve user experiences and accessibility. We are learning about user-centred design, and agile and iterative design cycles. We are improving how we use our data to inform service delivery.

Security and data protection: 

Leaders take a more proactive approach to cybersecurity, implementing robust policies and procedures to mitigate risks.

Staff and volunteers receive regular training and updates on data security best practices and their responsibilities.

Where to start 

Digital infrastructure

You should consider investing in upgrading older systems and existing digital services. Having slow, clunky digital systems and software can slow down and disrupt your work.

Digital Skills and Roles

Create a skills matrix and see if there are any gaps in your team's knowledge of digital. Can you fill these gaps by upskilling existing staff or hiring a new person to join the organisation? 

Check your job descriptions for your staff and volunteers, do they include digital skills as part of the person's specifications? You might want to include references to digital to attract new staff that can share their knowledge with the rest of your organisation. Take a look at the Digital Competence Framework for inspiration on what to include in your job descriptions. 

Data and insights

It’s a good idea to look at what data you gather and how you use it. This could range from how many people click links in your newsletter to what social media post gets the most engagement to identifying common trends in the location of people who access your services. Data can help you understand needs and demands and monitor how well your services are working. A good place to start is looking at Data Orchard and Data Cymru

Service Design 

Adopting the service design process throughout your organisation will support you to continually evolve and adapt in response to advances in technology. Make sure all of your staff are confident with this way of working. You can sign up for our free course to learn more.

Carry out discovery research to see if your services are meeting your users' needs. This could take the form of interviews, questionnaires, personas, and journey mapping to really understand the needs, experiences and challenges of your service users. To learn more about conducting discovery research, watch this video by ProMo Cymru. If you’d like to be supported to follow the service design process and improve your service for your users you can sign up to the waitlist for our Designing Digital Services course

If you need help to think through or implement the next steps in your digital journey, get in touch with Newid.


Advancing 

Digital is integral to our organisational strategy and embedded in everything we do.

These definitions were created by NCVO in their Digital Maturity Matrix.

Leadership

Our organisation’s culture supports behaviours that enable effective use of digital, such as testing and learning, openness to new ideas and collaboration. Our organisation’s leaders are continually developing the knowledge and skills needed to lead digital change. 

Skills

Our staff and volunteers are supported to learn new digital skills and empowered to continually develop their own digital knowledge. 

Digital Infrastructure

Our systems work well with each other and with external systems if needed. We understand and budget for the ongoing costs of supporting, maintaining and improving our technology. 

Communications and content

We understand which digital channels our audiences use and allocate our resources accordingly. We also measure, analyse, and evaluate the performance of our digital communications to improve our future work.

How Services are Designed

We understand our user's needs. We use insights to make decisions and improve our services. We continually adapt our services in response to new technology and changing needs. 

Security and Data Protection

Our leaders take ownership of cybersecurity risks, while staff and volunteers understand their responsibilities for securing data and technology.

Where to start 

At this level, Digital is embedded into the way your organisation runs. It is integrated into every level of your organisation, from frontline staff to trustees.

You experiment with new technology and plan for how these could impact your services and your users.

Although you’re far along in your digital adoption,  your digital journey is never over. There are always exciting new developments that can be used and implemented in your organisation.

Experiment with new digital tools 

Digital tools are continuously being created and developed, and it’s important to set aside time to try them out. Experiment with automation tools like Zapier and Make to help save you time. What tasks can you automate? For inspiration, read how a Community and Cultural Centre uses Zapier to update their mailing list automatically. 

Alternatively, experiment with a tool like Calendly or Cal.com that allows people to see your calendar live, and automatically displays available slots, letting someone book a meeting directly into your calendar. That way, it cuts down back-and-forth emails trying to find a time and date that suits everyone. 

Get some digital trustees on board

You need to have buy-in for digital at all levels of your organisation, including your board. To help you get started, Charity Digital have created a guide on how to recruit the right digital trustee.

Third Sector Lab run free 30-minute sessions to “get your board on board” with digital and provide guidance on finding and recruiting digital trustees. They also have a network of digital professionals interested in joining a board of trustees that you can choose from.

Help develop the sector

Share your knowledge with organisations towards the start of the digital adoption scale. Plan a webinar to share your expertise and help other organisations in the sector develop their skills, or write a social media post sharing a top tip.

If you need help to think through or implement the next steps in your digital journey, get in touch with Newid.


Thank you for using our tools. We greatly appreciate your support, and welcome any feedback you have on the usability and usefulness of the tools. Thank you to all of the organisations who helped inform this process during our discovery research. 

No matter where you are in your digital journey, Newid is here to support you along the way so you can spend more time with the people you’re supporting. 

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