Difference between revisions of "Volunteer Desk Checklist"

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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"
−
!| Volunteer Desk Pre-Opening Tasks
+
!| Start of Day Tasks
 
!| Initials
 
!| Initials
 
|-  
 
|-  
−
|| If you're the first one here, '''make coffee.'''||
+
|| If you're the first one here, '''make coffee.''' Refill and turn on the hot water. ||
−
|-  
+
|-
−
|| Fill up hot water and turn on.||
+
|| Turn on and log on to both computers, opening the appropriate tabs needed. ||
 
|-
 
|-
−
|| Review phone messages. Return calls or forward messages to staff as needed, check volunteer schedules and record cancellations as needed. ||
+
|| Print two copies of the daily staff schedule. Highlight prebuild shifts in pink, recycling shifts in green, receiving shifts in yellow, and front desk shifts in orange. ||
 
|-
 
|-
−
|| Make reminder calls for: tomorrow's CLASSES and HARDWARE ID sessions. ||
+
|}
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| Reminder Calls
 +
!| Initials
 +
|-
 +
|| Make reminder calls for tomorrow's CLASSES. ||
 
|-
 
|-
−
|| Check your email for "frontdesk@..." messages. Make calls & edit the volunteer schedules accordingly. Please respond to the list when you have addressed the issue. ||
+
|| Make reminder calls for tomorrow's HARDWARE ID sessions. ||
 
|-
 
|-
−
|| Wait until just before we open (~9:50 am) to print the daily staff schedule. Color code: prebuild (pink), recycling (green), receiving (yellow) and front desk (orange).  ||
+
|| Make reminder calls for tomorrow's SYSTEM EVALUATION sessions. ||
 
|-
 
|-
 
|}
 
|}
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''Turn this checklist over so the rest of the team can work on the afternoon tasks that need to be done.''
 
−
 
  
 
{| 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"
−
!| Volunteer Desk Closing Tasks
+
!| Things to Print
 
!| Initials
 
!| Initials
 +
|-
 +
|| Check filing cabinet: print Volunteer Applications, Orientation Packets, and Group Volunteering forms as needed. ||
 
|-
 
|-
−
|| Put previous day's staff schedule (3-hole punch, 1st) into notebook ||
+
|| Check filing cabinet: print Community Service info sheets and Volunteering for School Credit info sheets as needed. ||
 
|-
 
|-
−
|| Check Class Schedule for the next day.  If nobody is signed up for Getting Started Classes, Monthly Classes, or Command Line classes then please call the instructor and let them know that we are canceling the class.  Please close all of the empty class slots.
+
|| Check filing cabinet: print Adoption and Build info sheets as needed. ||
 
|-
 
|-
−
|| At '''5:30 pm''', use the telephone pager to announce that volunteers have '''15 minutes''' to come log their hours, schedule their next shifts and that most Free Geek shifts will be ending at 5:45. (Receiving shift stays open until 6:00) ||
+
|| Check filing cabinet: print info brochures ('''in English and Spanish''') and monthly class schedule brochures (on colored paper) as needed. ||
 
|-
 
|-
−
|| Sharpen the pencils and put pens, pencils, scissors, etc. back where they belong. ||  
+
|| Print Reminder Cards and Equipment Passes as needed. ||
 +
|-
 +
|}
 +
 
 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 +
|- style="background:black; color:white"
 +
!| Throughout the Day
 +
!| Initials
 
|-
 
|-
−
|| Take cups, plates, and food from front desk area to kitchen. ||
+
|| Review phone messages. Record cancellations, forward messages, and return calls as needed. ||
 
|-
 
|-
−
|| Put all binders back where they belong. ||  
+
|| Check your email for "frontdesk@..." messages. Please respond to the list when you have addressed the issue. ||
 
|-
 
|-
−
|| Wipe coffee table; '''rinse coffee pot''' ||
+
|| Make the afternoon batch of coffee. ||
 
|-
 
|-
−
|| Unplug hot water ||
+
|| Were there any "no call/no shows" for Hardware ID?  If so, please update their attendance type as a no call/no show and check to see if that volunteer is scheduled for System Evaluation.  Please cancel any shifts in System Evaluation they may have scheduled. ||
 +
|-
 +
|| Check coffee supplies. Send a message to '''''http://todo/supplies''''' when our supplies are low - do not wait until we are out.  There is a lag time.
 +
||
 
|-
 
|-
−
|| Turn off both computers. ||
 
−
 
 
|}
 
|}
−
:Area Closer: ________________
 
−
 
−
 
−
 
  
 
{| 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"
−
!| Volunteer Desk Afternoon Tasks
+
!| End Of Day Tasks
 
!| Initials
 
!| Initials
 
|-
 
|-
−
|| Make reminder calls for System Evaluation. ||
+
|| Check tomorrow's class schedule; if there is no one signed up, call the instructor and let them know that we are canceling that class. Please '''close''' the empty class slots.
 
|-
 
|-
−
|| Check to see if there are any new phone messages; return (or forward) phone calls as necessary. ||
+
|| At '''5:30 pm''', use the telephone pager to announce that volunteers have '''15 minutes''' to come log their hours and schedule their next shifts. ||
 
|-
 
|-
−
|| Check your email for "frontdesk@" messages; please respond to the list when you have addressed the issue. ||
+
|| Sharpen the pencils and put pens, pencils, scissors, etc. back where they belong. ||  
 
|-
 
|-
−
|| Make the afternoon batch of coffee. ||
+
|| Take cups, plates, and food from front desk area to kitchen. ||
 
|-
 
|-
−
|| Check filing cabinet: print Volunteer Applications, Orientation Packets, and Group Volunteering forms as needed. ||
+
|| Put all binders back where they belong. ||  
−
|-
 
−
|| Check filing cabinet: print Community Service info sheets and Volunteering for School Credit info sheets as needed. ||
 
 
|-
 
|-
−
|| Check filing cabinet: print Adoption and Build Info Sheets as needed. ||
+
|| '''Rinse out the coffee pot''', unplug the hot water, and wipe down the coffee area. ||
 
|-
 
|-
−
|| Check filing cabinet: print info brochures (in English and Spanish) and monthly class schedule brochures (on colored paper) as needed. ||
+
|| Hole punch the previous day's staff schedule and file it in its binder. ||
 
|-
 
|-
−
|| Were there any "no call/no shows" for Hardware ID?  If so, please update their attendance type as a no call/no show and check to see if that volunteer is scheduled for System Evaluation. Please cancel any shifts in System Evaluation they may have scheduled.||
+
|| Turn off both computers. ||
−
|-
 
−
|| Check coffee supplies. Send a message to '''''http://todo/supplies''''' when our supplies are low - do not wait until we are out.  There is a lag time.
 
−
||
 
 
|-
 
|-
 
|}
 
|}
−
''Once you're done with the afternoon tasks, turn this checklist over so the Closer(s) can check off their closing tasks.''
+
:Area Closer: ________________
−
 
 
−
 
 
  
 
[[Category: Front Desk]]
 
[[Category: Front Desk]]
 
[[Category: Volunteer Desk]]
 
[[Category: Volunteer Desk]]

Revision as of 17:13, 10 May 2012

Area Opener: _________________ Date: _________________
Start of Day Tasks Initials
If you're the first one here, make coffee. Refill and turn on the hot water.
Turn on and log on to both computers, opening the appropriate tabs needed.
Print two copies of the daily staff schedule. Highlight prebuild shifts in pink, recycling shifts in green, receiving shifts in yellow, and front desk shifts in orange.
Reminder Calls Initials
Make reminder calls for tomorrow's CLASSES.
Make reminder calls for tomorrow's HARDWARE ID sessions.
Make reminder calls for tomorrow's SYSTEM EVALUATION sessions.
Things to Print Initials
Check filing cabinet: print Volunteer Applications, Orientation Packets, and Group Volunteering forms as needed.
Check filing cabinet: print Community Service info sheets and Volunteering for School Credit info sheets as needed.
Check filing cabinet: print Adoption and Build info sheets as needed.
Check filing cabinet: print info brochures (in English and Spanish) and monthly class schedule brochures (on colored paper) as needed.
Print Reminder Cards and Equipment Passes as needed.
Throughout the Day Initials
Review phone messages. Record cancellations, forward messages, and return calls as needed.
Check your email for "frontdesk@..." messages. Please respond to the list when you have addressed the issue.
Make the afternoon batch of coffee.
Were there any "no call/no shows" for Hardware ID? If so, please update their attendance type as a no call/no show and check to see if that volunteer is scheduled for System Evaluation. Please cancel any shifts in System Evaluation they may have scheduled.
Check coffee supplies. Send a message to http://todo/supplies when our supplies are low - do not wait until we are out. There is a lag time.
End Of Day Tasks Initials
Check tomorrow's class schedule; if there is no one signed up, call the instructor and let them know that we are canceling that class. Please close the empty class slots.
At 5:30 pm, use the telephone pager to announce that volunteers have 15 minutes to come log their hours and schedule their next shifts.
Sharpen the pencils and put pens, pencils, scissors, etc. back where they belong.
Take cups, plates, and food from front desk area to kitchen.
Put all binders back where they belong.
Rinse out the coffee pot, unplug the hot water, and wipe down the coffee area.
Hole punch the previous day's staff schedule and file it in its binder.
Turn off both computers.
Area Closer: ________________
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