Difference between revisions of "Front Desk"

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(template training guide for front desk)
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===Training Check Lists for Front Desk Folks===
 
===Training Check Lists for Front Desk Folks===
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*{{Training Guide for Front Desk Internship}}
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{{Training Guide for Front Desk Internship}}
 
*[[Training Guide for Jessica]]
 
*[[Training Guide for Jessica]]
  

Revision as of 13:07, 25 October 2007

Please don't post plain text email or other personal information (such as addresses or phone numbers) on the wiki. For more details on acceptable email formats, see Email address use.

Many skilled people (volunteers and staff) sit at the front desk and make it work. If you have any ideas about how to make the front desk look better, check out the Front Desk Beautification page.

Must Do Tasks

If you're working at the front desk, you have to be sure these get done:

Other Tasks

Pre-Opening Tasks

  • Review and respond to e-mails
  • Review and record phone messages.
  • Answer messages as needed.
    • Return calls.
    • Send e-mail messages to staff or committees as needed.
    • Check schedule sheet and record cancellations as needed.
    • Call to reschedule appointments as needed.
  • Prepare Staff Schedule sheet. Color code prebuild, recycling and receiving people and shifts.
  • Put out current volunteer schedule sheets for build and adoption.
  • Reminder calls for classes
  • Set up cash drawer
  • Replace any of the numbered bag check simcards that are missing.
  • Check supplies (Tuesday afternoon) and prepare supply run list e-mail.
  • Check receiving donation forms supply and print new forms as needed.
  • check and add printer paper if needed.
  • make 20 copies of FG flyer found on deadtrees, if needed.
  • put previous day's work schedule into filing cabinet

Tasks Done During Work Hours

  • Check in builders, adopters and volunteers
  • Schedule builders and adopters
    • test volunteers before taking command line class (pressing up arrow and tab button)
    • test out of card/mother board sorting can be done by a quailified prepbuild instructer
  • Prepare for noon/6pm tour (get packets ready to hand out)
  • Prepare build, adoption, and class schedule sheets - 3 weeks in advance
  • Prepare documents for data entry (regular and special adoption program)
    • Check documents for missing information
    • Provide missing information and put documents in data entry folder
    • Put like pages (i.e. all monitor sheets) into one group
  • Entering volunteers hours
  • Entering Volunteer information
  • Scheduling volunteer shifts
  • Scheduling groups for recycling follow these guidelines: coordinate with recycling coordinator and/or keep groups at 8 or less; know skill level of group; know age and schedule per - can't put 10 high school students at a table and no 8 year old can work behind counter.
    • Print out schedules for classes, build and adoption for a month out.
  • Find volunteer for data entry
  • Overseeing volunteers doing Data Entry
  • Invoicing Donors
  • PayPal and/or on-line Donations
  • Check build status book for missing information and alphabetize pages if needed
  • Review and update RT tickets as needed
  • Process PCC students and Community Service Volunteers from each tour
  • Remove Free Geek's fax number from unwanted solicitation faxs
  • Provide information on how to get tech support
  • Howto handle requested pick-up calls: take the request and e-mail it to pickup@freegeek.org.

Miscellaneous Jobs

  • Fold Free Geek Flyers
  • find a qualified tour guide for noon and 6pm tours
  • Introduce tour guide and front desk personnel to group ready for tour.
  • If spanish speakers come to inquire about volunteering, print out the spanish info sheet from the website [Cómo Voluntario]
  • Update Wiki for Front Desk
  • Using the Page Function
  • Add current information to

Shift Notes

Passin it on to the next person

Till & Database
  • The database is now set up to do data entry for grant and freekboxen.
    • I am working on updating the "data entry" howto so that people can use that as a guide.Elizabeth 18:23, 19 April 2007 (PDT)
    • We need to make sure that we do everything listed on the Checking the checks wiki page 16:07, 4 May 2007 (PDT)
Scheduling
  • The classbook needs more adoption class sheets Shawn 19:56, 21 August 2007 (PDT)
  • We should schedule someone to organize the office supply room at least once a monthElizabeth 16:50, 21 March 2007 (PDT)
  • We should schedule someone in printers to do recycling for a few hours Tues-FriElizabeth 16:50, 21 March 2007 (PDT)
Printing
  • The class schedules can be printed off of deadtrees now! They are under schedule-class-adoption.ps and schedule-class-commandline.ps Elizabeth 14:33, 14 April 2007 (PDT)
Tours
  • We now have a Spanish tour on Saturdays at 2pmElizabeth 18:23, 19 April 2007 (PDT)
  • Mr.Jeff asked to not have any tour guys come into the black laptop area. { [Selam ]}
Customer Complaints
  • first, ask them to send an e-mail to staff@freegeek.org
  • second, if they would rather speak with someone find a staff person who can take person to a quite space and discuss the issue.
Tech Support Intake Form
  • Fill out this form when a volunteer leaves their system for be fixed. Forms are in white file cabinet at front desk. All systems left for Michael must have this form filed out and taped to system before placing system in Michael's office. The form can also be printed out from here.


Other stuff
  • The Outreach subcommittee's email lists can be found on the wiki page OutreachElizabeth 16:03, 20 April 2007 (PDT)
  • We now have an e-mail list for the front desk! It is frontdesk@freegeek.org
  • Keeping Staff Schedule for a month, each month, so that people can check their hours. They will be in a folder titled Old Schedules under the till.Elizabeth 14:33, 20 April 2007 (PDT)
  • make sure phone messages are taken on friday and sat.
  • all people working front desk note that we don't send people to jeff or forrest. take and forward a message.
  • the outside plants need to be watered every Sat. afternoon. Someone please water them Friday afternoon before any Sat. holiday.
  • Elizabeth DuBois teacher of Cleveland HS will be in sometime this summer to take a class for Kaitlin Griest and Michael Fried, 2 students with 24 hours. she will re-teach them.
Phone Messages on Qwest line?
  • If there are any phone calls (even hang ups) recorded on our Qwest Voice Mail, please note them in the Qwest voice mail log. We are trying to keep track of how many calls roll out of our internal phone system. This can be used to determine if we need more phone lines or not.
Portland Impact class
  • Erin from Portland Impact scheduled the ten of them to come in on May 8 and 16 and then they'll want to take adoption classes which need to be coordinated and scheduled. (Contact info sent to staff list.)
  • white chairs on sidewalk in front of FG need to be cleaned.
  • build status sheet books need to be reviewed, re-organized and alphabetized.
  • Armand Orozco-Lopez is doing 40 hours cs for wash county comm corrections. We have received a special form that must be filled out when he completes his hours. I've placed it in the Mult Co certificiate folder. kathie

Meet the Crew

  • Kathie Hitchcock
  • Elizabeth Swager
  • Sophia Luchini-Dexter
  • Matthew Harris
  • Michael Limb
  • Phil Sano
  • Sergio Garcia
  • Bryanna Morgan
  • Dana Highfill
  • Ali Briggs
  • Many other talented staff folks

Money Takers

Go to this page to see who's been approved to handle money at Free Geek. If someone wants to handle money, have 'em send an email to staff.

Training Check Lists for Front Desk Folks

deletion

This page has been requested to be deleted.
If you disagree, discuss on the talk page.
Whenever possible, could an Admin please remove this page?


We now use an orientation list: http://wiki.freegeek.org/index.php/Front_Desk_Orientation_List

and daily checklists:
http://wiki.freegeek.org/index.php/Donor_Desk_Checklist
http://wiki.freegeek.org/index.php/Volunteer_Desk_Checklist

Valerie 21:28, 13 March 2010 (UTC)

This is outdated. See Front Desk wiki for training checklist instead.

Training for the front desk

This template should be copied to a new page each time there is a new staff person or core volunteer wanting to learn the front desk.

Checklist

This can be used as a checklist for orienting front desk interns. To check off a subject that has been covered just initial it with four ~ in a row.

Trainers
  • Mary Kate
  • Sophia

Wiki

  • How to utilize articles under the Front Desk category.

Beyond the wiki: the rest of these tasks will be taught hands on

This is also a checklist

Phones

  • Phone functions, paging and transferring calls.
  • Checking the messages:
  • Front Desk mailbox.
  • General mailbox.
  • Q-west mailbox.

Scheduling volunteers

  • Build (explain terms such as pre-build and build workshop, self scheduling for build workshop volunteers, ect.)
  • Adoption (group scheduling, one person per line, ect.)
  • Receiving calendar.

Recording things in the database

  • Dispersement
  • Hours
  • Recycling Systems-eval tally sheets
  • Donations
  • Contacts

Printing

-Printing from Deadtrees.

Cashing out and counting till and other tillish stuff

  • Pre-opening till count and paperwork.
  • Closing till count.
  • Searching for mistakes.
  • Credit Card machine.
  • IOUs and Reimbursements.

Email-Lists public and private

Website Applications

website extensions for applications such as www.freegeek.org

  • /grants.
  • /internships.
  • /wishlist.
  • /roomuse.

Documentation

  • Build Status Sheets.
  • Borrow Book.

Signing up Volunteers after tour

  • Builders.
  • Adopters.
    • Processing community service volunteers (Mult Co Court and others)

Other

It is also important to orient people with the organization and culture of Free Geek. A few ways of doing this are:

  • Introduce the new intern or volunteer to everyone and explain what it is that each staff member or core volunteer does.
  • Explain the unique structure of Free Geek including the role of council, the board, staff and committees.
  • Communication-what is the particular norm for different groups relaying information
  • Making reminder calls
  • Room use calendar,
  • Training Guide for Jessica
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