Budgeting for Mean, Lean Times Part 12
Thursday, December 24, 2009 at 10:20AM 
More than anytime in history mankind faces a crossroads. One path leads to despair and utter hopelessness, the other to total extinction. Let us pray that we have the wisdom to choose correctly. Woody Allen
12. I can use technology to improve my budgeting and communication skills.
Actions do speak louder than words. What better way to convince decision-makers of the power of information technology, than by using technology when creating and presenting a budget. These tools are ones which every budget maker needs to master:
A spreadsheet
While they come with a variety names, features, and price, all spreadsheets basically do two main tasks for budget makers:
- they allow you to easily add and subtract numbers
- they allow you to display those numbers in readable columns and rows or as charts and graphs
Budget makers can create easily “what-if” scenarios using a spreadsheet: If books average price changes to $22 from $18.00, what is the impact on the total budget? What if we order 50 computers with 2g of RAM rather than 4g of RAM?
Spreadsheets are also an efficient means for keeping track of the money you have allocated. A simple bookkeeping system which records the date, purchase order number, vendor, item and amount can do wonders in solving any discrepancies between your records and your business office’s accounts.
For most purposes, free spreadsheets from GoogleDocs, Zoho or OpenOffice have all all the features you’ll need, and are easy tools to learn. Microsoft Excel is the defacto standard in spreadsheets, however, and is no more difficult to use at a basic level.
A word processor
One of the most popular refrains in writing classes has always been, “Does neatness count?” It did, and it still does.
A clear and readable narrative of your budget helps “sell” it. Good organization, correct grammar and spelling, and a clean layout are all more easily accomplished using a word processor. A sophisticated user can create use bulleted items for eye appeal and ease of reading, select appealing fonts for impact, and add graphics for illustration and interest. Robin William’s classic book The Mac is Not a Typewriter is an excellent primer for effective document layout.
Again, the free word processors in the applications mentioned above have enough features to create professional-looking documents. Integrated software also makes it easy to add spreadsheets and charts to the budget narrative.
A presentation program
When pitching your budget to a decision-making group, a computerized presentation program can help your audience literally “see” the points you are making.
While you can create a slide show using the packages above, this is one application that calls for the features of a stand alone program. Microsoft PowerPoint all gives the presenter the ability to make effective slideshows. The program also comes with “wizards” which help new users create professional-looking presentations. A word of caution: Practice with the equipment well in advance of giving the presentation. You don’t need technical concerns getting in the way of getting your message across. (See my column “Slide Show Safety” for additional tips.)
I am now more than totally bored with the entire topic of budgeting. And for someone who rarely gets tired of reading one's own stuff, that's pretty bad.
Do take budgeting seriously. Don't complain about not getting funding for your program when you haven't even asked for it.
Resources:
Crawford, W. and M. Gorman. Future Libraries: Dreams, Madness and Reality. Chicago: ALA Editions, 1995.
Crawford, W. "Paper Persists: Why Physical Library Collections Still Matter." Online, January 1998
Lewis, D. “Eight Truths for Middle Managers in Lean Times”. Library Journal, Sept. 1991.
Johnson, D. “Giving and Taking” Technology Connection. Oct 1996
Johnson, D. “Ethics in the Use of Technology” Ethics in School Librarianship: A Reader. Ed by Carol Simpson. Linworth, 2003
Johnson, D. “Sustainable Technology” 1997
Johnson, D. “Weeding the Neglected Collection” SLJ, Nov 1990
Johnson, D. “Why Do We Need Libraries When We Have the Internet?” Knowledge Quest, .2:
Shanklin, M and L. Horvitz “Low-budget libraries have high cost” Orlando (FL) Sentinel, November 10, 2002
Warner, A. “Library Budget Primer”. Wilson Library Bulletin. May 1993
Williams, R. The Mac (PC) Is Not a Typewriter. Berkeley: Peach Pit Press, 1990.
Reader Comments (2)
I know you posted this series over a month ago, but I just finished going through them. A valuable resource indeed for us future librarians! Thanks so much.
Hi Ninja,
There aren't many of us who actually enjoy writing about budgeting - let alone reading about it!
Remember - all my writing has been approved by the FDA as a non-addictive sleep aid!
Thanks for the comment and have a good weekend,
Doug