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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|| If you're the first one here, '''make coffee.''' ||
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|| If you're the first one here, '''make coffee.''' Refill and turn on the hot water. ||
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|-
 
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|| Review phone messages, return calls, send messages to staff as needed, check schedule sheet and record cancellations as needed. ||
 
 
|-
 
|-
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|| Make reminder calls for Adoption Classes. ||
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|| Turn on and log on to both computers, opening the appropriate tabs needed. ||
 
|-
 
|-
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|| Make reminder calls for monthly classes. ||
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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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|| Make reminder calls for Hardware ID sessions. ||
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|}
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<br><br>
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
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|-
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!| Reminder Calls
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!| Initials
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|-
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|| Make reminder calls for tomorrow's CLASSES. ||
 
|-
 
|-
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|| Make reminder calls for Command Line classes. ||
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|| Make reminder calls for tomorrow's HARDWARE ID sessions. ||
 
|-
 
|-
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|| '''Check your email for "frontdesk@..." messages about cancellations, group volunteering, etc.  Make calls & edit schedule accordingly.''' ||
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|| Make reminder calls for tomorrow's SYSTEM EVALUATION sessions. ||
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|| Prepare Staff Schedule sheet.  Color code: prebuild (pink), recycling (green) and hardware donations (yellow). Wait until just before we open (~10:50 am) to print the daily staff schedule. ||
 
 
|-
 
|-
 
|}
 
|}
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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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!| 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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|| Put previous day's staff schedule (3-hole punch, 1st) into notebook ||
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|| Community Service info sheets and Volunteering for School Credit info sheets as needed. ||
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|-
 
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|| Put previous day's volunteer schedules (3-hole punch, 1st) into notebook ||
 
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|-
 
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|| 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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|| Put all binders back where they belong. ||  
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|| Adoption and Build info sheets as needed. ||
 
|-
 
|-
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|| Turn off all computers ||
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|| Info brochures ('''in English and Spanish''') and monthly class schedule brochures (on colored paper) as needed. ||
 
|-
 
|-
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|| Clean up food & dishes ||
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|| Reminder Cards and Equipment Passes as needed. ||
 
|-
 
|-
 
|}
 
|}
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<br><br>
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:Area Closer: ________________
 
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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"
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|-  
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!| Volunteer Desk During the Day Tasks
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!| Throughout the Day
 
!| Initials
 
!| Initials
 
|-
 
|-
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|| Check all bags that come in the door. ||
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|| Review phone messages. Record cancellations, forward messages, and return calls. ||
 
|-
 
|-
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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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|| Check your email for "frontdesk@..." messages. Please respond to the list when you have addressed the issue. ||
 
|-
 
|-
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|| Schedule volunteers. (See [[Scheduling Exceptions]].) ||  
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|| Make the afternoon batch of coffee as needed. ||
 
|-
 
|-
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|| Log volunteer hours. ||
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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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|| Enter volunteer information during/after tour. ||  
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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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|| Check the [[Summer_Break_Groups | Summer break groups]] and block out their shifts on the adoption schedule. ||
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|}
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|-
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<br><br>
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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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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
−
|-
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|-  
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|| Check messages throughout the day ||
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!| End Of Day Tasks
−
|-
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!| Initials
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|| Check bathrooms: make sure each bathroom has sufficient toilet paper and paper towels ||
 
−
|-
 
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|| Make the afternoon batch of coffee ||
 
−
|-
 
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|| Ensure the scheduled tour guide is available. ||
 
 
|-
 
|-
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|| Follow tech support intake and outgoing procedures ||
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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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|| Print Build and Adoption Packets and Group Volunteering forms ||
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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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|| '''Tuesdays''' print new schedule pages. 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. Print class schedules pages, too.
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|| Sharpen the pencils and put pens, pencils, scissors, etc. back where they belong. ||
 
|-
 
|-
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|| Tuesdays and Thursdays, print adoption & build packets, volunteer brochures, build status sheets, new volunteer forms, tech support forms - all as needed || || . ||  
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|| Take cups, plates, and food from front desk area to kitchen. ||
 
|-
 
|-
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|| Notify Valerie if we are almost out of white volunteer cards ||  
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|| '''Rinse out the coffee pot''', unplug the hot water, and wipe down the coffee area. ||
 
|-
 
|-
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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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|| Fill the dishwasher ||
 
|-
 
|-
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|| Check and add printer paper if needed. ||
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|| Turn off both computers. ||
 
|-
 
|-
 
|}
 
|}
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:Area Closer: ________________
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[[Category: Front Desk]]
 
[[Category: Front Desk]]
 
[[Category: Volunteer Desk]]
 
[[Category: Volunteer Desk]]

Latest revision as of 12:18, 5 September 2014

deletion

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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: ________________
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