Difference between revisions of "Receiving Training Checklist"

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Your main responsibilities are to:
 
Your main responsibilities are to:
  
−
* Teach Adoption volunteers basic intake procedures using [[Hardware Donations Volunteer Training|this page]] as a guide.
+
* Helping Donors
−
* Teach Adoption volunteers about [[Safety Procedures in receiving|Safety Procedures]]. Learn about what to do with potentially [[Hazardous chemicals list|hazardous stuff]].
+
* Ensuring Data Security is properly in place.
−
* Manage flow of gizmos through the Receiving area:
+
* Manage flow of gizmos through the Receiving and Sorting areas:
−
**Learn about the [[Receiving Boxes]] and where things go when they leave Receiving
+
**Learn about the [[Receiving Boxes]] and where things go when they leave Receiving and Sorting
 
**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 and sorting
−
* Ensure that Receiving is well integrated with Free Geek's production, sales, and recycling areas:
+
* Ensure that Receiving and Sorting are 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 while being calm, positive, and fun.
−
* 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/sorting and with other areas.
−
* Strive to improve the organization, training, and communication within receiving and with other areas.
 
  
  
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|| Identifying tricky gizmos (e.g systems vs. servers, copiers vs. multi-function printers, etc.)  ||  ||  ||   
 
|| Identifying tricky gizmos (e.g systems vs. servers, copiers vs. multi-function printers, etc.)  ||  ||  ||   
 
|-
 
|-
−
|| Clearing the Carts ||  ||  ||
+
|| Working with runners to send carts to Sorting ||  ||  ||
 
|-
 
|-
 
|| Secure Data Area (SDA) Incoming ||  ||  ||
 
|| Secure Data Area (SDA) Incoming ||  ||  ||
−
|-
 
−
|| CRT Monitor Incoming ||  ||  ||
 
−
|-
 
−
|| CRT TV Incoming ||  ||  ||
 
−
|-
 
−
|| Printer Incoming ||  ||  ||
 
−
|-
 
−
|| LCD Incoming ||  ||  ||
 
−
|-
 
−
|| MacLand Incoming ||  ||  ||
 
−
|-
 
 
|}
 
|}
  
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| Receiving/Sorting Boxes (Including how to sort/empty each box)
+
!| Receiving (Including how to sort/empty each box)
 
!| Date
 
!| Date
 
!| New Hire Initials
 
!| New Hire Initials
−
!| Staff Initials
+
!| Staff Initials   
−
|-
 
−
|| Review [[Receiving Boxes]] wiki page ||  ||  ||  
 
 
|-
 
|-
−
|| Cords ||  ||  ||
+
|| Store, Bulk Sales, Online Sales ||  ||  ||
 
|-
 
|-
−
|| Re-use/Testing ||  ||  ||
+
|| Dead Cords ||  ||  ||
 
|-
 
|-
−
|| Recycling ||  ||  ||
+
|| Accessories||  ||  ||
−
|-
 
−
|| Tapes and Disks || || ||
 
−
|-
 
−
|| Styrofoam and Packaging Materials ||  ||  ||
 
 
|-
 
|-
 
|| Copper Bearing Materials || || ||
 
|| Copper Bearing Materials || || ||
−
|-
 
−
|| Dirty/Junk plastic,filmy plastic, E-plastic || || ||
 
 
|-
 
|-
 
|| Cardboard boxes and Recycling || || ||
 
|| Cardboard boxes and Recycling || || ||
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|-
 
|-
 
|| A/V Incoming Area  ||  ||  ||
 
|| A/V Incoming Area  ||  ||  ||
−
|-
 
−
|| Keyboard/Mice Testing Area  ||  ||  ||
 
 
|-
 
|-
 
|| Speaker Testing  ||  ||  ||
 
|| Speaker Testing  ||  ||  ||
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!| Staff Initials
 
!| Staff Initials
 
|-
 
|-
−
|| Explain why data security is important||  ||  ||   
+
|| Explain why data security is important||  ||  ||   
 
|-
 
|-
 
|| Laptops (to SDA --no power supplies) ||  ||  ||
 
|| Laptops (to SDA --no power supplies) ||  ||  ||
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|| Tidy and clean the area as needed ||  ||  ||
 
|| Tidy and clean the area as needed ||  ||  ||
 
|-
 
|-
−
|| Introduce yourself to all volunteers ||  ||  ||
+
|| Introduce yourself to Runners ||  ||  ||
 
|-
 
|-
−
|| Assess new volunteers' abilities (check schedule to verify) and train them accordingly || || ||
+
|| Assess Runners' abilities (check schedule to verify) and train them accordingly || || ||
 
|-
 
|-
 
|}
 
|}
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|| Communicate with appropriate staff/areas about unusual gizmos ||  ||  ||
 
|| Communicate with appropriate staff/areas about unusual gizmos ||  ||  ||
 
|-
 
|-
−
|| If it's slow, find tasks for all volunteers (if necessary, move them to another area) ||  ||  ||
+
|| If it's slow, test speakers, DVD players, and headphones ||  ||  ||
 
|-
 
|-
 
|| Tidy and clean the area as needed ||  ||  ||
 
|| 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 ||  ||  ||
+
|| Make sure any last-minute donations are tallied and send carts to Sorting ||  ||  ||
 
|-
 
|-
−
|| Turn off laptop and computers in basic testing area ||  ||  ||
+
|| Turn off laptop and Walkie Talkie ||  ||  ||
 
|-
 
|-
 
|| Turn off lights ||  ||  ||
 
|| Turn off lights ||  ||  ||
 +
|-
 +
|| Double check that doors are locked securely ||  ||  ||
 
|-
 
|-
 
|}
 
|}
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|| Large Donations - Tallying Covered and Uncovered items (see [[Handling Large Donations at Receiving]]) ||  ||  ||
 
|| Large Donations - Tallying Covered and Uncovered items (see [[Handling Large Donations at Receiving]]) ||  ||  ||
 
|-
 
|-
−
|| Organize and tally the carts, then have volunteers bring carts back to the warehouse || || ||
+
|| Organize and tally the carts, then have runners bring carts back to sorting || || ||
 
|-
 
|-
−
|| If single staffed, stay at the front. Have volunteers take carts/boxes to other areas ||  ||  ||
+
|| If single staffed, stay at the front. Have runners take carts/boxes to other areas ||  ||  ||
 
|-
 
|-
−
|| If alone (without volunteers), load up carts and consolidate items going to the same area ||  ||  ||
+
|| If alone (without runners), load up carts and consolidate items going to the same areas ||  ||  ||
 
|-
 
|-
 
|| Ask nearby staff members to cover/provide backup (or have the Front desk page for backup) when needed ||  ||  ||
 
|| 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 (see [[Receiving Boxes]]) ||  ||  ||
+
|| Go through boxes to ensure they have appropriate items in them ||  ||  ||
 
|-
 
|-
−
|| Basic testing (but leave enough work for seated tasks days) ||  ||  ||
+
|| Basic testing - Speakers, DVD Players, Headphones||  ||  ||
 
|-
 
|-
 
|| Clean receiving area (sweep, put away extra 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  || || ||
+
|| Ask sorting or recycling if there are any slow-time tasks  || || ||
−
|-
 
−
|| 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)  || || ||
+
|| Clean up A/V incoming area (cull ugly speakers, vcrs dvd players without remotes)  || || ||
 
|-
 
|-
 
|}
 
|}
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!| Staff Initials
 
!| Staff Initials
 
|-
 
|-
−
|| Keyboards (Testing, Sorting and Storage) ||  ||  ||  
+
|| Speakers and Headphones ||  ||  ||  
 
|-
 
|-
−
|| Mouse (Testing, Sorting and Storage)||  ||  ||   
+
|| DVD Players||  ||  ||   
 
|-
 
|-
 
|}
 
|}
  
−
 
−
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 
−
|- style="background:black; color:white"
 
−
!| Volunteers In Receiving
 
−
!| Date
 
−
!| New Hire Initials
 
−
!| Staff Initials
 
−
|-
 
−
|| White Board for Names ||  ||  ||
 
−
|-
 
−
|| [[Training Volunteers|Training Volunteers in Receiving]] ||  ||  ||
 
−
|-
 
−
|| '''''[[Passive Solicitation Policy]]''''': review, sign & file ||  ||  ||
 
−
|-
 
−
|| 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!) [[Preventing theft in receiving|wiki page]] ||  ||  ||
 
−
|-
 
−
|}
 
  
  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
|- style="background:black; color:white"
 
|- style="background:black; color:white"
−
!| The Warehouse
+
!| Sorting and Recycling
 
!| Date
 
!| Date
 
!| New Hire Initials
 
!| New Hire Initials
Line 404: Line 351:
 
!| New Hire Initials
 
!| New Hire Initials
 
!| Staff Initials
 
!| Staff Initials
 +
|-
 +
|| SDA ||  ||  ||
 
|-
 
|-
 
|| Hardware [Advanced] testing (incoming, what they test, etc.) ||  ||  ||
 
|| Hardware [Advanced] testing (incoming, what they test, etc.) ||  ||  ||
Line 438: Line 387:
  
 
Lastly, here are some valuable lessons we've learned and want to pass along:
 
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!
+
* 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.
 
* People LOVE to repackage their stuff, so don't always assume what's in the box is what's pictured on the outside
 
* 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.
 
* 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.

Revision as of 14:01, 16 May 2013

To find the Training Checklist for Sorting go to Sorting Training



New to Receiving? Have no fear! This guide will teach you what you need to know to keep things running smoothly.

Your main responsibilities are to:

  • Helping Donors
  • Ensuring Data Security is properly in place.
  • Manage flow of gizmos through the Receiving and Sorting areas:
  • Keep staff updated on changes in receiving and sorting
  • Ensure that Receiving and Sorting are well integrated with Free Geek's production, sales, and recycling areas:
  • Maintain sanity while being calm, positive, and fun.
  • Strive to improve the organization, training, and communication within receiving/sorting and with other areas.


Checklist

This is a training checklist for new Receiving staff members and interns. Print it out and keep it in the binder in Receiving until the new staff member/intern is fully trained.

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)
Identifying tricky gizmos (e.g systems vs. servers, copiers vs. multi-function printers, etc.)
Working with runners to send carts to Sorting
Secure Data Area (SDA) Incoming


Receiving (Including how to sort/empty each box) Date New Hire Initials Staff Initials
Store, Bulk Sales, Online Sales
Dead Cords
Accessories
Copper Bearing Materials
Cardboard boxes and Recycling
Garbage
A/V Incoming Area
Speaker Testing


Health and Safety in Receiving Date New Hire Initials Staff Initials
Review Safety Procedures in Receiving
Review Hazardous chemicals list
Safe Lifting
Carts
Avoiding tripping hazards in standing/walking areas
Safe Stacking Procedures in SDA and A/V incoming area
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 SDA --no power supplies)
Hard drives (to SDA)
External hard drives (to SDA--with cord)
Cell phones, PDAs, Digital Cameras, flash drives, etc. (to the Lock Box in Receiving)
Tivos, DVRs, and other misc. with potential hard drives (to SDA)
XBox 360, Playstation 3, other newer gaming systems (to SDA)
CDs/DVDs (shred/cut 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 Receiving calendar, notes, email on laptop
Check to make sure we have enough tally slips and request more from the Front Desk if necessary
Request 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 Runners
Assess Runners' 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, test speakers, DVD players, and headphones
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
Empty lock box and bring to SDA
Take paper recycling out on Thursday
Double check that no hard drives (or other data-bearing devices) are left out
Make sure any last-minute donations are tallied and send carts to Sorting
Turn off laptop and Walkie Talkie
Turn off lights
Double check that doors are locked securely


Large Donations and Staffing Receiving Alone Date New Hire Initials Staff Initials
Large Donations - Tallying Covered and Uncovered items (see Handling Large Donations at Receiving)
Organize and tally the carts, then have runners bring carts back to sorting
If single staffed, stay at the front. Have runners take carts/boxes to other areas
If alone (without runners), load up carts and consolidate items going to the same areas
Ask nearby staff members to cover/provide backup (or have the Front desk page for backup) when needed


When Things Are Slow Date New Hire Initials Staff Initials
Sort and bag batteries
Go through boxes to ensure they have appropriate items in them
Basic testing - Speakers, DVD Players, Headphones
Clean receiving area (sweep, put away extra cups, remove stuff from under the table and in corners)
Ask sorting or recycling if there are any slow-time tasks
Clean up A/V incoming area (cull ugly speakers, vcrs dvd players without remotes)


Basic Testing Date New Hire Initials Staff Initials
Speakers and Headphones
DVD Players


Sorting and Recycling Date New Hire Initials Staff Initials
Going to the warehouse (use carts)
Monitor Tetris
Steel bin
Cardboard bin
Paper Bins
Gaylords (where to set our boxes)
Advanced Recycling/Deconstruction shelves
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 sales 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 about
Items that Bulk Sales likes
What to communicate with Bulk Sales about


Other Areas Date New Hire Initials Staff Initials
SDA
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.
  • 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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