Difference between revisions of "Volunteer Desk Checklist"

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(New page: Checklist of Tasks :Date: _________________ {| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100% |- style="background:black; color:white" !| Volunteer Desk Pre-Opening ...)
 
 
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Checklist of Tasks
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:Date: _________________
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[https://docs.google.com/document/d/1yyYTBB_ud1LDVVn8UwTsiTUlA9Hl3060AXXI68AvNiA/edit?usp=sharing Link]
  
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:Area Opener: _________________              Date: _________________
 
{| 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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|| Print out daily checklist ||
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|| Turn on and log on to both computers, opening the appropriate tabs needed. ||
 
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|-
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|| Put out current volunteer schedule sheets for build and adoption. ||  
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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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|| '''Review all emails to "frontdesk@..." for cancellations, group volunteering, etc.  Make calls & edit schedule accordingly.''' ||
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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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|| 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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|| Make reminder calls for tomorrow's HARDWARE ID sessions. ||
 
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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 SYSTEM EVALUATION sessions. ||
 
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|| Check hardware donation forms supply and print new forms as needed. ||
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|}
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<br><br>
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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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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
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|-
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|-  
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|| On Tuesdays put [[Group volunteering | pre-assigned groups]] from our Group volunteering page onto the adoption schedule weekly.||
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!| Things to Print - Check Cabinet First
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|-
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!| Initials
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|| Also on Tuesday check the [[Summer_Break_Groups | Summer break groups]] and block out their shifts on the adoption schedule. (Read [[Group Volunteering Policy | here]] for more info or talk to Darryl.) ||  
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|-  
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|| Volunteer Applications, Orientation Packets, and Group Volunteering forms as needed. ||
 
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|-
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|| Notify MK if '''close''' to out of: white volunteer cards, yellow class cards, or Jason's tech support cards ||  
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|| Community Service info sheets and Volunteering for School Credit info sheets as needed. ||
 
|-
 
|-
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|| Notify MK or Liane when '''close''' to out of coffee supplies or office supplies. Do not wait until you are out.  There is a lag time. ||
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|| Adoption and Build info sheets as needed. ||
 
|-
 
|-
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|| Check and add printer paper if needed. ||
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|| Info brochures ('''in English and Spanish''') and monthly class schedule brochures (on colored paper) as needed. ||
 
|-
 
|-
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|| Put previous day's staff schedule (3-hole punch, 1st) into notebook ||
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|| Reminder Cards and Equipment Passes as needed. ||
 
|-
 
|-
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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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|}
 
|}
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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 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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|-
 
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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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|-
 
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||  Schedule volunteers. (See [[Scheduling Exceptions]].) ||
 
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|-
 
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|| Log volunteer hours. ||
 
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|-
 
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|| Enter volunteer information during/after tour. ||
 
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|-
 
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|| Interact with volunteers who speak a [[Useful Foreign Language Expressions | foreign language]] ||
 
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|-
 
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|| Put [[Group volunteering | pre-assigned groups]] from our Group volunteering page onto the adoption schedule weekly. (Read [[Group Volunteering Policy | here]] for more info or talk to Darryl.) ||
 
−
|-
 
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|| Also check the [[Summer_Break_Groups | Summer break groups]] and block out their shifts on the adoption schedule. ||
 
−
|-
 
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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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|| Check messages throughout the day ||
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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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|| Print Build and Adoption Packets and Group Volunteering forms ||
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|| Make the afternoon batch of coffee as needed. ||
 
|-
 
|-
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|| Ensure tour guide is available. Regularly Scheduled Tour Guides ||
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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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|| Follow tech support intake and outgoing procedures ||
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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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|| Put pens, pencils, scissors, etc. back where they belong. ||  
 
 
|-
 
|-
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|| Bus cups and plates that may be at the front desk area. ||
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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 left items in lost & found. ||  
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|| Sharpen the pencils and put pens, pencils, scissors, etc. back where they belong. ||  
 
|-
 
|-
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|| Return cards neatly to card box. ||
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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: ________________
  
 
[[Category: Front Desk]]
 
[[Category: Front 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"