Front Desk

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:

• Printing stuff.
• Taking donations and making a Donation Receipt and Processing Monetary Donations
• Answering the phone
• Checking phone messages: see Phone System Howto.
• Making reminder calls for FreekBox Adoption Classes and Command Line classes.
• Make sure there are build and adopter packets for the noon and 6pm tours
• Sign volunteers up for shifts and classes (be sure to get volunteer number and phone number on signups for classes)
• Teach Data Entry
• Supplies
• Cleaning
• Regularly Scheduled Tour Guides
• Occasional community service volunteer processing. Please go to this link.

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

• We should schedule someone to organize the office supply room at least once a monthElizabeth 16:50, 21 March 2007 (PDT)

Printing

Tours

• 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)

• 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
• Jessica Jones
• Ben Rollock
• 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

• Template:Training Guide for Front Desk Internship
• Training Guide for Jessica