Difference between revisions of "Receiving Training Checklist"

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* Teach Adoption volunteers basic intake procedures using [[Hardware Donations Volunteer Training|this page]] as a guide.
 
* Teach Adoption volunteers basic intake procedures using [[Hardware Donations Volunteer Training|this page]] as a guide.
 
* Teach Adoption volunteers about [[Safety Procedures in receiving|Safety Procedures]]. Learn about what to do with [[Hazardous chemicals list|hazardous stuff]].
 
* Teach Adoption volunteers about [[Safety Procedures in receiving|Safety Procedures]]. Learn about what to do with [[Hazardous chemicals list|hazardous stuff]].
−
* Manage flow of gizmos through the hardware donations receiving area:
+
* Manage flow of gizmos through the Receiving area:
−
**Learn about [[Where Full Boxes Go|where to take boxes when they're full]]
+
**Learn about the [[Receiving Boxes]] and where things go when they leave Receiving
 
**How to handle [[Handling Corporate Donations at Receiving|large donations]] from businesses keeping [[Ewaste Training|e-waste legislation]] in mind
 
**How to handle [[Handling Corporate Donations at Receiving|large donations]] from businesses keeping [[Ewaste Training|e-waste legislation]] in mind
 
*Keep staff updated on changes in receiving
 
*Keep staff updated on changes in receiving
−
* Ensure that Hardware Donations is well integrated with Free Geek's production and sales and recycling areas:
+
* Ensure that Hardware Donations is well integrated with Free Geek's production, sales, and recycling areas:
 
**Run [[Basic Testing]] so that the adoption volunteers, the store, and grants get what they need.
 
**Run [[Basic Testing]] so that the adoption volunteers, the store, and grants get what they need.
−
* Maintain sanity and be a good role model for your volunteers! Your stress escalates their stress and potential nervousness.
+
* Maintain sanity and be a good role model for your volunteers! Be calm, positive, and fun.
−
* Strive to improve the organization, training, and communication within receiving and other areas.
+
* Strive to improve the organization, training, and communication within receiving and with other areas.
 +
 
 +
 
 
==Checklist==
 
==Checklist==
 
This is a training checklist for new Receiving staff members and interns.
 
This is a training checklist for new Receiving staff members and interns.
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|| Tallying ||  ||  ||   
 
|| Tallying ||  ||  ||   
 
|-
 
|-
−
|| OR E-Cycles Training and Stickering (see [[Ewaste Training]]  ||  ||  ||   
+
|| OR E-Cycles Training and Stickering (see [[Ewaste Training]]) ||  ||  ||   
 
|-
 
|-
 
|| What we don't take  ||  ||  ||   
 
|| What we don't take  ||  ||  ||   
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|-
 
|-
 
|| Garbage || || ||
 
|| Garbage || || ||
 +
|-
 +
|| A/V Cart  ||  ||  ||
 +
|-
 +
|| Basic Testing area  ||  ||  ||
 
|-
 
|-
 
|}
 
|}
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|| Carts  ||  ||  ||
 
|| Carts  ||  ||  ||
 
|-
 
|-
−
|| Safe System Stacking Procedures ||  ||  ||
+
|| Removing tripping hazards in standing/walking areas  ||  ||  ||
 +
|-
 +
|| Safe Stacking Procedures in SysEval and A/V cart ||  ||  ||
 
|-
 
|-
 
|| Broken/Open CRT Monitors ||  ||  ||
 
|| Broken/Open CRT Monitors ||  ||  ||
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|| Bring in and tally any dumps ||  ||  ||
 
|| Bring in and tally any dumps ||  ||  ||
 
|-
 
|-
−
|| Empty any boxes that need it and replace boxes as necessary ||  ||  ||
+
|| Check to make sure we have enough tally slips and request more from the Front Desk if necessary ||  ||  ||
 +
|-
 +
|| Print more "uncovered" stickers if necessary ||  ||  ||
 +
|-
 +
|| Empty any boxes that need it and replace boxes as needed ||  ||  ||
 +
|-
 +
|| Tidy and clean the area as needed ||  ||  ||
 
|-
 
|-
 
|| Introduce yourself to all volunteers ||  ||  ||
 
|| Introduce yourself to all volunteers ||  ||  ||
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|-
 
|-
 
|}
 
|}
 +
 +
 +
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| During a Shift
 +
!| Date
 +
!| New Hire Initials
 +
!| Staff Initials
 +
|-
 +
|| Watch the door for incoming donations ||  ||  || 
 +
|-
 +
|| Be available to answer questions from volunteers ||  ||  || 
 +
|-
 +
|| Sort and empty boxes that are filling up ||  ||  ||
 +
|-
 +
|| Make sure safety protocols are being followed ||  ||  ||
 +
|-
 +
|| Communicate with appropriate staff/areas about unusual gizmos ||  ||  ||
 +
|-
 +
|| If it's slow, find tasks for all volunteers (if necessary, move them to another area)  ||  ||  ||
 +
|-
 +
|| Tidy and clean the area as needed ||  ||  ||
 +
|-
 +
|}
 +
  
  
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|-
 
|-
 
|| Double check that no hard drives (or other data-bearing devices) are left out ||  ||  ||
 
|| Double check that no hard drives (or other data-bearing devices) are left out ||  ||  ||
 +
|-
 +
|| If you need to leave anything on the carts, leave a visible note with it indicated whether it's been tallied ||  ||  ||
 
|-
 
|-
 
|| Turn off laptop and computers in basic testing area ||  ||  ||
 
|| Turn off laptop and computers in basic testing area ||  ||  ||
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|| If alone (without volunteers), load up carts and consolidate items going to the same area ||  ||  ||
 
|| If alone (without volunteers), load up carts and consolidate items going to the same area ||  ||  ||
 
|-
 
|-
−
|| Get someone at the front desk to cover the front door while you take carts back ||  ||  ||
+
|| Ask nearby staff members to cover/provide backup (or have the Front desk page for backup) when needed ||  ||  ||
 
|-
 
|-
 
|}
 
|}
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|| Sort and bag batteries ||  ||  ||   
 
|| Sort and bag batteries ||  ||  ||   
 
|-
 
|-
−
|| Go through boxes to ensure they have appropriate items in them and re-wrap cords if needed ||  ||  ||
+
|| Go through boxes to ensure they have appropriate items in them (see [[Receiving Boxes]]) ||  ||  ||
 
|-
 
|-
−
|| Basic testing ||  ||  ||
+
|| Basic testing (but leave enough work for seated tasks days) ||  ||  ||
 
|-
 
|-
−
|| Clean receiving area (sweep, put away unused cups, remove stuff from under the table and in corners) ||  ||  ||
+
|| Clean receiving area (sweep, put away extra cups, remove stuff from under the table and in corners) ||  ||  ||
 
|-
 
|-
 
|| Break down and bag Styrofoam  || || ||
 
|| Break down and bag Styrofoam  || || ||
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* Ask lots of questions and write down who said what, because everyone has a slightly different idea of things.
 
* Ask lots of questions and write down who said what, because everyone has a slightly different idea of things.
 
* The "handoff" is your friend :)
 
* The "handoff" is your friend :)
−
 
−
 
−
Potential projects/improvements:
 
−
* Documentation for training boxes
 
−
* Staff FYI clipboard (add two? Make into a binder?)
 
−
* Basic testing
 
−
 
−
==Daily==
 
−
===Before Opening:===
 
−
* Put away any hardware left over from the night before and tally any dumps.
 
−
* [[Receiving Boxes|Empty any boxes]] that need it and replace boxes as necessary.
 
−
* Make sure that you have enough [[Media:Receiving-slip.gnumeric|donation tally sheets]] on each clip board (if not see if there are any that can erased at the front desk or print more) and make sure each clipboard has a sharpened pencil.
 
−
* Gather and clear all carts.
 
−
* Bring in the anti-dumping sandwich board.
 
−
*If appropriate, put out the big white tent.
 
−
 
−
===At the beginning of your shift:===
 
−
* Introduce yourself to all volunteers.
 
−
* Assess new volunteers' abilities and [[Hardware Donations Volunteer Training|train them]] accordingly.
 
−
* Show volunteers that will be assisting with taking donations where things belong, including a quick tour of the building to show them monitor testing, evaluation, and printerland incoming.
 
−
* Teach speaker, mice and keyboard testing, and answer related questions.
 
−
 
−
===Throughout shift:===
 
−
* Assist donors in unloading donations. Be available to answer questions donors have that volunteers may not have the answers to.
 
−
* Assist volunteers in sorting smaller things, as well as dealing with larger hardware.
 
−
* [[Where Full Boxes Go|Empty boxes]] on shelves as necessary, as well as the cardboard and paper.
 
−
**Are things slow?
 
−
***Tie up cords
 
−
***Make sure all plastic bins have appropriate plastics in them
 
−
***Go through boxes to make sure they have the appropriate things in them
 
−
***Show someone how to do keyboard/mouse/speaker testing
 
−
***Sweep floor
 
−
***Purge room of dirty dishes
 
−
 
−
===At closing:===
 
−
* [[Receiving Boxes|Empty boxes]] as necessary.
 
−
* Empty laptop lock box.
 
−
* Empty cell phone/camera lock box
 
−
* Turn off lights and shutdown testing computer and stereo system.
 
−
* Thursday night = take out paper recycling
 
−
* Leave a visible note indicating that any hardware leftover on the table, floor, or carts is not a dump.
 
−
* Put the anti-dumping sandwich board out.
 
−
 
−
===Other notes:===
 
−
* Thursdays and Saturdays are adoption classes; do your best to have enough materials ready (i.e. 8 speaker sets, a combination of white and black keyboards, and a combination of black and white mice).
 
  
  

Revision as of 10:12, 13 June 2012

New to Hardware Donations? Have no fear! This guide will teach you what you need to know to run Receiving successfully and smoothly.

Your main responsibilities are to:

  • Teach Adoption volunteers basic intake procedures using this page as a guide.
  • Teach Adoption volunteers about Safety Procedures. Learn about what to do with hazardous stuff.
  • Manage flow of gizmos through the Receiving area:
  • Keep staff updated on changes in receiving
  • Ensure that Hardware Donations is well integrated with Free Geek's production, sales, and recycling areas:
    • Run Basic Testing so that the adoption volunteers, the store, and grants get what they need.
  • Maintain sanity and be a good role model for your volunteers! Be calm, positive, and fun.
  • Strive to improve the organization, training, and communication within receiving and with other areas.


Checklist

This is a training checklist for new Receiving staff members and interns.

New staff member/intern's name: __________________________________

Trainer's Name: _____________________________________


Receiving Basics Date New Hire Initials Staff Initials
The 3 Priorities (Assisting the Donor, Clearing the Carts, Sorting)
Assisting the Donor
Tallying
OR E-Cycles Training and Stickering (see Ewaste Training)
What we don't take
Distinguishing between systems and servers
Clearing the Carts
System Evaluation Incoming
CRT Monitor Incoming
CRT TV Incoming
Printerland Incoming
LCD Incoming
MacLand Incoming


Receiving Boxes (Remember to show them where the boxes go and which boxes get sorted through first) wiki page Date New Hire Initials Staff Initials
Cord Chart
Purple Boxes (Cords)
Green Boxes (Computers)
Yellow Boxes (Peripherals)
White Boxes (Recycling)
Blue Boxes (Tapes and Disks)
Styrofoam and Packaging Materials
Copper Bearing Materials
Dirty plastic,filmy plastic, E-plastic
Cardboard boxes and Recycling
Garbage
A/V Cart
Basic Testing area


Safety in Receiving wiki page and Hazardous Materials wiki page Date New Hire Initials Staff Initials
Safe Lifting
Carts
Removing tripping hazards in standing/walking areas
Safe Stacking Procedures in SysEval and A/V cart
Broken/Open CRT Monitors
Broken Fluorescent Light Bulbs
Leaking Batteries
Mercury bearing thermostats or thermometers
What we don't accept due to safety concerns


Data Security Date New Hire Initials Staff Initials
Explain why data security is important
Laptops (to the Laptop box--no power supplies)
Hard drives (to SysEval)
External hard drives (to Laptop box--with cord)
Cell phones, PDAs, Digital Cameras, flash drives, etc. (to the Lock Box)
Tivos, DVRs, and other misc. with hard drives (to system evaluation)
XBox 360, Playstation 3, other newer gaming systems (to the store)
CDs/DVDs (shred if home-made) and other media


Opening Receiving Date New Hire Initials Staff Initials
Bring in "No Dumping" sandwich board
Bring in and tally any dumps
Check to make sure we have enough tally slips and request more from the Front Desk if necessary
Print more "uncovered" stickers if necessary
Empty any boxes that need it and replace boxes as needed
Tidy and clean the area as needed
Introduce yourself to all volunteers
Assess new volunteers' abilities (check schedule to verify) and train them accordingly


During a Shift Date New Hire Initials Staff Initials
Watch the door for incoming donations
Be available to answer questions from volunteers
Sort and empty boxes that are filling up
Make sure safety protocols are being followed
Communicate with appropriate staff/areas about unusual gizmos
If it's slow, find tasks for all volunteers (if necessary, move them to another area)
Tidy and clean the area as needed


Closing Receiving Date New Hire Initials Staff Initials
Put out "No Dumping" sandwich board
Close and lock doors at 6:00pm
Laptop Cart to Laptops (Macs to MacLand and external hard drives in Tardis)
Empty lock box and bring to Tardis
Take paper recycling out on Thursday
Double check that no hard drives (or other data-bearing devices) are left out
If you need to leave anything on the carts, leave a visible note with it indicated whether it's been tallied
Turn off laptop and computers in basic testing area
Turn off lights


Handling Large Donations wiki page and Staffing Receiving Alone Date New Hire Initials Staff Initials
Large Donations - Tallying Covered and Uncovered items
Organize and tally the carts, then have volunteers bring carts back to the warehouse
If single staffed, stay at the front. Have volunteers help donors and take carts to the warehouse
Instruct volunteers to take full boxes to the warehouse; name each box and explain where it goes
If alone (without volunteers), load up carts and consolidate items going to the same area
Ask nearby staff members to cover/provide backup (or have the Front desk page for backup) when needed


When things get slow Date New Hire Initials Staff Initials
Sort and bag batteries
Go through boxes to ensure they have appropriate items in them (see Receiving Boxes)
Basic testing (but leave enough work for seated tasks days)
Clean receiving area (sweep, put away extra cups, remove stuff from under the table and in corners)
Break down and bag Styrofoam
Sort anti-static bags and shopping bags for the Store
Ask the Warehouse if there are any slow-time tasks for receivers
Clean up basic testing area (cull ugly keyboards, mice, speakers)


Basic Testing Date New Hire Initials Staff Initials
Keyboards (Testing, Sorting and Storage)
Mouse (Testing, Sorting and Storage)
Speakers (Testing, Sorting and Storage)


Volunteers In Receiving Date New Hire Initials Staff Initials
White Board for Names
Training Volunteers in Receiving
Shadow two staff members as they orient volunteers
Volunteer Safety
Volunteer Recognition (Geek Love notes, etc)
Volunteer Break Policy
Volunteers with different abilities
Streamfishing
Preventing theft (no coats hanging in receiving!) wiki page


The Warehouse Date New Hire Initials Staff Initials
Going to the warehouse (use carts, don't go through system evaluation)
Monitor Tetris
Steel bin
Cardboard bin
Paper Bins
Gaylords (where to set our boxes)
Advanced Recycling/Deconstruction pallet
What to communicate with the warehouse staff about


The Store Date New Hire Initials Staff Initials
Tour the store--see what they sell.
Explain why the store is important to Free Geek and Receiving's role in generating funds.
To leave in the packaging or not in the packaging? Cords, no! Some other stuff, yes.
Bringing items to the store
Items that the store likes/does not like
What to communicate with the store staff about (large donations, etc)


Online Sales and Bulk Sales Date New Hire Initials Staff Initials
Sales priorities: 1. Thrift store, 2. Online sales, 3. Bulk Sales
Items that online sales likes
What to communicate with online sales staff (Santiago) about
Items that Bulk Sales likes
What to communicate with bulk sales stuff (John) aobut


Other Areas Date New Hire Initials Staff Initials
Hardware [Advanced] testing (incoming, what they test, etc.)
Build
Laptops
MacLand


Admin Date New Hire Initials Staff Initials
The Receiving Wiki Category
Receiving Boxes
Receiving E-Mail List (subscribe and explain)
Printing 'Uncovered' Stickers
Printing and Laminating Signs

Valuable Lessons!

Lastly, here are some valuable lessons we've learned and want to pass along:

  • It's not the end of the world if you recycle something you shouldn't have, or if you have things leftover when you're supposed to end your shift. There's always more stuff and always more volunteers tomorrow!
  • People LOVE to repackage their stuff, so don't always assume what's in the box is what's pictured on the outside
  • Don't leave unlabeled bins around (especially ones that look like trash cans!): people will inevitably put a mix of stuff into it (trash, food, paper, electronics) and then you'll have to sort it out again. You've been warned.
  • Ask lots of questions and write down who said what, because everyone has a slightly different idea of things.
  • The "handoff" is your friend :)
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