Difference between revisions of "Volunteer Desk Checklist"

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[https://docs.google.com/document/d/1yyYTBB_ud1LDVVn8UwTsiTUlA9Hl3060AXXI68AvNiA/edit?usp=sharing Link]
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:Area Opener: _________________              Date: _________________
 
:Area Opener: _________________              Date: _________________
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
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|- style="background:black; color:white"
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|-
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!| Volunteer Desk Pre-Opening Tasks
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!| Start of Day Tasks
 
!| Initials
 
!| Initials
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|-
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|| If you're the first one here, '''make coffee.''' Refill and turn on the hot water. ||
 
|-
 
|-
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|| Stock bathrooms with paper towels and toilet paper ||
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|| Turn on and log on to both computers, opening the appropriate tabs needed. ||
 
|-
 
|-
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|| Make coffee ||
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|| Print one copy of the daily staff schedule. Highlight various shifts- BETA & SDA (pink), recycling (green), receiving (yellow), & front desk (orange). ||
 
|-
 
|-
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|| Put previous day's staff schedule (3-hole punch, 1st) into notebook ||
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|}
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|-
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<br><br>
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|| Put previous day's volunteer schedules (3-hole punch, 1st) into notebook ||
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
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|-
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|-  
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|| Put out current volunteer schedule sheets for build and adoption. ||
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!| Reminder Calls
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!| Initials
 
|-  
 
|-  
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|| '''Review all emails to "frontdesk@..." for cancellations, group volunteering, etc.  Make calls & edit schedule accordingly.''' ||
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|| Make reminder calls for tomorrow's CLASSES. ||
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|-
 
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|| Review 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. ||
 
 
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|-
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|| Make reminder calls for all classes, including [[FreekBox Adoption Class]]es, [[Basic Linux Command Line for Builders|Command Line classes]], and monthly classes. ||
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|| Make reminder calls for tomorrow's HARDWARE ID sessions. ||
 
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|-
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|| Prepare [http://data/staffsched Staff Schedule] sheet. Color code prebuild (pink), recycling (green) and hardware donations (yellow) staffers and shifts. (Wait until just before we open to print the daily staff schedule.) ||
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|| Make reminder calls for tomorrow's SYSTEM EVALUATION sessions. ||
 
|-
 
|-
 
|}
 
|}
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<br><br>
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
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|- style="background:black; color:white"
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|-  
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!| Volunteer Desk During the Day Tasks
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!| Things to Print - Check Cabinet First
 
!| Initials
 
!| Initials
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|-
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|| Volunteer Applications, Orientation Packets, and Group Volunteering forms as needed. ||
 
|-
 
|-
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|| Check all bags that come in the door. ||
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|| Community Service info sheets and Volunteering for School Credit info sheets as needed. ||
 
|-
 
|-
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|| Check in volunteers by putting a check mark next to their name on the sign-up sheet. If they walk in to fill an empty slot, make sure their names are written on the sign-up sheets with a check mark at the time of walk in. ||  
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|| Adoption and Build info sheets as needed. ||
 
|-
 
|-
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|| Schedule volunteers. (See [[Scheduling Exceptions]].) ||  
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|| Info brochures ('''in English and Spanish''') and monthly class schedule brochures (on colored paper) as needed. ||
 
|-
 
|-
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|| Log volunteer hours. ||
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|| Reminder Cards and Equipment Passes as needed. ||
 
|-
 
|-
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|| Enter volunteer information during/after tour. ||
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|}
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|-
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<br><br>
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|| Put '''[[Group volunteering | pre-assigned groups]]''' from our Group volunteering page onto the adoption schedule weekly. (See wiki: Group_Volunteering_Policy for more info or talk to Darryl.) ||
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
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|-
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|-  
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|| Check the [[Summer_Break_Groups | Summer break groups]] and block out their shifts on the adoption schedule. ||
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!| Throughout the Day
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|-
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!| Initials
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|| Schedule volunteers for classes.  Write their name & phone number in the classbook. Fill out a reminder card for them. ||
 
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|-
 
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|| Schedule and teach people [[Cleaning]]. ||
 
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|-
 
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|| Schedule [[large tours]] ||
 
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|-
 
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|| Check messages throughout the day ||
 
−
|-
 
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|| Ensure the scheduled tour guide is available. ||
 
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|-
 
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|| Follow tech support intake and outgoing procedures ||
 
 
|-
 
|-
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|| Print Build and Adoption Packets and Group Volunteering forms ||
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|| Review phone messages. Record cancellations, forward messages, and return calls. ||
 
|-
 
|-
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|| Every Tuesday Print new schedule pages (Don't forget the class schedules), adoption & build packets, volunteer brochures(Do this on Tuesday and Thursday), build status sheets, new volunteer forms, tech support forms - all as needed ||  
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|| Check your email for "frontdesk@..." messages. Please respond to the list when you have addressed the issue. ||
 
|-
 
|-
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|| Notify Valerie if '''almost''' out of: white volunteer cards ||  
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|| Make the afternoon batch of coffee as needed. ||
 
|-
 
|-
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|| Notify Valerie or Liane when low on coffee supplies or office supplies. Do not wait until you are out. There is a lag time. ||
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|| Were there any "no call/no shows" for Hardware ID? If so, please update their attendance type as a no call/no show and cancel any shifts in System Evaluation they may have scheduled. ||
 
|-
 
|-
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|| Check and add printer paper if needed. ||
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|| 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. ||
 
|-
 
|-
 
|}
 
|}
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<br><br>
−
 
 
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
 
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%  
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|- style="background:black; color:white"
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|-  
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!| Volunteer Desk Closing Tasks
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!| End Of Day Tasks
 
!| Initials
 
!| Initials
 
|-
 
|-
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|| Recycle notes. ||  
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|| 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. ||
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|-
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|| 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. ||
 
|-
 
|-
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|| Put pens, pencils, scissors, etc. back where they belong. ||  
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|| Sharpen the pencils and put pens, pencils, scissors, etc. back where they belong. ||  
 
|-
 
|-
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|| Take cups and plates from front desk area to kitchen. ||
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|| Take cups, plates, and food from front desk area to kitchen. ||
 
|-
 
|-
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|| Put all binders back where they belong. ||  
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|| '''Rinse out the coffee pot''', unplug the hot water, and wipe down the coffee area. ||
 
|-
 
|-
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|| Turn off all computers ||
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|| Fill the dishwasher ||
 
|-
 
|-
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|| Clean up food & dishes ||
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|| Turn off both computers. ||
 
|-
 
|-
 
|}
 
|}
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:Area Closer: ________________
  
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:Area Closer: ________________
 
 
[[Category: Front Desk]]
 
[[Category: Front Desk]]
 
[[Category: Volunteer Desk]]
 
[[Category: Volunteer Desk]]

Latest revision as of 12:18, 5 September 2014

deletion

This page has been migrated to a document on Free Geek's Google Drive.

Information remaining behind may no longer be relevant.

MIGRATOR:

When you have tagged this page as migrated,
please add a link to the new document on Google Drive.

(Link to new page immediately below.)


Link

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 one copy of the daily staff schedule. Highlight various shifts- BETA & SDA (pink), recycling (green), receiving (yellow), & front desk (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 - Check Cabinet First Initials
Volunteer Applications, Orientation Packets, and Group Volunteering forms as needed.
Community Service info sheets and Volunteering for School Credit info sheets as needed.
Adoption and Build info sheets as needed.
Info brochures (in English and Spanish) and monthly class schedule brochures (on colored paper) as needed.
Reminder Cards and Equipment Passes as needed.



Throughout the Day Initials
Review phone messages. Record cancellations, forward messages, and return calls.
Check your email for "frontdesk@..." messages. Please respond to the list when you have addressed the issue.
Make the afternoon batch of coffee as needed.
Were there any "no call/no shows" for Hardware ID? If so, please update their attendance type as a no call/no show and 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.
Rinse out the coffee pot, unplug the hot water, and wipe down the coffee area.
Fill the dishwasher
Turn off both computers.
Area Closer: ________________
Retrieved from "http://wiki.freegeek.org/index.php?title=Volunteer_Desk_Checklist&oldid=70819"