Difference between revisions of "Front Desk"

Revision as of 17:06, 10 May 2008

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.

This page provides information on what to do when working at the front desk.

Pre-Opening Tasks

Review and record phone messages
- Return calls.
- Send e-mail messages to staff or committees as needed.
- Check schedule sheet and record cancellations as needed.
Prepare Staff Schedule sheet. Color code prebuild (pink), recycling (green) and hardware donations (yellow) staffers and shifts.
Put out current volunteer schedule sheets for build and adoption.
Reminder calls for classes
Set up cash drawer
Check supplies (Tuesday afternoon) and prepare supply run list e-mail.
Check hardware donation forms supply and print new forms as needed.
Check and add printer paper if needed.
Make copies of FG brochure found on Dead trees, if needed.
Put previous day's staff into filing cabinet

Tasks Done During Work Hours

Take donations and print donation receipts.
- See Processing Monetary Donations.
- See Invoicing Donors.
Check in volunteers.
Schedule volunteers.
Log volunteer hours.
Schedule groups for recycling
Schedule volunteers for classes.
- Write their name & phone number in the classbook.
- Fill out a yellow reminder card for them.
Answer the phone and check messages.
Make reminder calls for FreekBox Adoption Classes and Command Line classes.
Print necessary items through Dead trees.
- Build packets.
- Adoption packets.
- Brochures.
- Schedule sheets.
Ensure tour guide is available. Regularly Scheduled Tour Guides
Enter Volunteer information after tour.
Schedule and teach people Cleaning.
Occasional community service volunteer processing. Please go to this link.
Enact the Bag Check Policy.
PayPal and/or on-line Donations
Check build status book for missing information and alphabetize pages if needed
Remove Free Geek's fax number from unwanted solicitation faxes
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

Organize Build Books
Fold Free Geek Flyers
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

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

@@ Line 1: / Line 1: @@
 {{NoPersonalInfo}}
-Many skilled people ([[Volunteer Cashiers Policy|volunteers]] and [[Staff Collective|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.
+This page provides information on what to do when working at the front desk.
-[[FD Task Divvy]]
+==Pre-Opening Tasks==
+* Review and record phone [[Phone System Howto | messages]]
+** Return calls.
+** Send [http://web.freegeek.org/mail/src/login.php e-mail] messages to staff or committees as needed.
+** Check schedule sheet and record cancellations as needed.
+* Prepare Staff Schedule sheet.  Color code prebuild (pink), recycling (green) and hardware donations (yellow) staffers and shifts.
+* Put out current volunteer schedule sheets for build and adoption.
+* Reminder calls for classes
+* Set up cash drawer
+* Check supplies (Tuesday afternoon) and prepare supply run list e-mail.
+* Check hardware donation forms supply and print new forms as needed.
+* Check and add printer paper if needed.
+* Make copies of FG brochure found on [[Dead trees]], if needed.
+* Put previous day's staff into filing cabinet
-==Must Do Tasks==
+=='''Tasks Done During Work Hours'''==
-If you're working at the front desk, you have to be sure these get done:
+* Take donations and print [[Donation Receipt | donation receipts]].
-* [[Printing from the Front Desk | Printing]] stuff.
+** See [[Processing Monetary Donations]].
-* Taking donations and making a [[Donation Receipt]] and [[Processing Monetary Donations]]
+** See [[Invoicing Donors]].
-* [[Answering the phone]]
+* Check in volunteers.
-* Checking phone messages: see [[Phone System Howto]].
+* Schedule volunteers.
-* Making reminder calls for [[FreekBox Adoption Class]]es and [[Basic Linux Command Line for Builders|Command Line classes]].
+* Log volunteer hours.
-* 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)
-* Check [[Supplies]]
-* Schedule and teach people [[Cleaning]]
-* Recruit tour guides [[Regularly Scheduled Tour Guides]]
-* Occasional [[Community Service Procedure |community service]] volunteer processing.  '''Please go to [[Community Service Procedure |this link]].'''
-* Enact the [[Bag Check Policy]]
-==Other Tasks==
-===Pre-Opening Tasks===
-*Review and record phone messages.
-*Answer messages as needed.
-**Return calls.
-**Send [http://web.freegeek.org/mail/src/login.php 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
-*Check supplies (Tuesday afternoon) and prepare supply run list e-mail.
-*Check hardware donation forms supply and print new forms as needed.
-*check and add printer paper if needed.
-*Make copies of FG brochure found on [[Dead trees]], 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
-* Prepare for noon/6pm tour (get packets ready to hand out)
-* Prepare build, adoption, and class schedule sheets - 3 weeks in advance
-* Enter [http://data/volunteer_tasks/by_volunteer volunteers hours]
-* Enter [[Volunteer Intake Howto | Volunteer]] information
-* Schedule volunteer shifts
 * Schedule [[Group Volunteering Policy | groups for recycling]]
-*Print out schedules for classes, build and adoption for a month in advance
+* Schedule volunteers for classes.
-* [[Invoicing Donors]]
+** Write their name & phone number in the classbook.
+** Fill out a yellow reminder card for them.
+* [[Answering the phone | Answer the phone]] and check [[Phone System Howto | messages]].
+* Make reminder calls for [[FreekBox Adoption Class]]es and [[Basic Linux Command Line for Builders|Command Line classes]].
+* Print necessary items through [[Dead trees]].
+** Build packets.
+** Adoption packets.
+** Brochures.
+** Schedule sheets.
+* Ensure tour guide is available. [[Regularly Scheduled Tour Guides]]
+* Enter [[Volunteer Intake Howto | Volunteer]] information after tour.
+* Schedule and teach people [[Cleaning]].
+* Occasional [[Community Service Procedure |community service]] volunteer processing. '''Please go to [[Community Service Procedure |this link]].'''
+* Enact the [[Bag Check Policy]].
 * [[PayPal and/or on-line Donations]]
 * Check build status book for missing information and alphabetize pages if needed
-* Review and update [http://todo.freegeek.org/index.html RT] tickets as needed (done by staff only)
-* Process [[Community Service Procedure | community service volunteers]]
 * Remove Free Geek's fax number from unwanted solicitation faxes
 * 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===
+==Miscellaneous Jobs==
 * [[Organize Build Books]]
@@ Line 68: / Line 57: @@
 <div style="border: 1px solid #9F9FFF; padding: .5em 1em; color: #000; margin: 3px 3px 0;">
-===Money Takers===
+==Money Takers==
 Go to [[Volunteer Cashiers Policy#Current List of Volunteers Authorized to Cashier | 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===
+==Training Check Lists for Front Desk Folks==
 *[[Template:Training Guide for Front Desk Internship]]
 *[[Training Guide for Jessica]]