BUILD/TOP UP - Wickham Park SAT 0600-0800 (OSO)

The article is to be used by the HQ Operations Team when building and preparing a team for a new shift. Each section represents a task/subtask in Asana and the instructions for that component of the process. Use the table of contents to the right of the screen to navigate to the relevant section of the process.

Individual Volunteer Correspondence

1. Create a subtask for each volunteer you are inviting to track progress/follow up any information if needed - ensure you are adding their details to the description box of task
2. WOS - do you need to complete an initial phone screen?
3. WOS - add step to notify Nev of pink t-shirt

Weekly or Fortnightly message via WA group 

Activate Recruitment 

Ask RC/SL to confirm if WA message is necessary to other teams/flexi group (OSO)

MyOS Internal Communication (OSO) 

MyOS Communication - Training Checkpoint (OSO) 

MyOS Communication - On Waitlist Checkpoint (OSO) 

MyOS Communication - Not on Waitlist Checkpoint (OSO)  

Send email with volunteer collateral to existing SP's (RC)

Send email with volunteer collateral to local community orgs (OSO)

Share new shift info with VCC for CEC newsletters (OSO)

Post or edit existing ad on Seek (OSO)

Post on Community FB Groups (OSO)

Review Build

Review build (after 4 weeks) (OSO & RC)

Review build (after 8 weeks) (OSO & RC)

Prepare to Go Live

Full team of vols confirmed = Propose start date to RC (min 3 weeks in advance) (OSO)

Confirm trainer for 2-4 week block (RC)

Confirm SP is happy with proposed start date (RC)

Confirm preferred payment method & initial invoice payment (PUDO & LOTF) (RC)

Edit 'We Wash here' Flyer & 'Service Location' Flyer (OSO) 

Confirm all vols are in WA group (OSO)

MyOS Updates (OSO)

Confirm all vols have completed necessary training module (WOS only)

Add Volunteers to Groups in MyOS

Complete Shift Patterns & First 4 Shift Rosters in MyOS

Send 'Prepare Go Live' Message in WA group (start date, uniforms, unavailability) (OSO)

Send 'Confirmed Rosters' Message in WA group (OSO)

Purchase Consumables (PUDO, LOTF & IL) (OSO)

Send 'good luck' message to team in WA group day before 1st shift (OSO)

Admin Wrap Up - Scheduled (OSO)

MyOS

Airtable

Asana

Calendar

Confirm Go Live

Admin Wrap Up - Active (OSO)

Airtable

Asana

Confirm Priority Status of Shift (any more vols needed?) (OSO)

Take on TL role if no appropriate TL in place (RC)

Confirm shift structure eg. # vols stay back vs # vols washing (PUDO) (RC)

Feedback Gathered (WOS only) (RC)

Volunteer Feedback

Friend Feedback

Top Up

Confirm current team in MyOS & need for top up (SC)

Mark shift as 'priority' (OSO)

Contact any 'Applied' volunteers (OSO)

Email existing volunteer waitlist (track communication via MyOS) (OSO)

Email volunteers on other waitlists with similar availability (OSO)

If viable, contact 'Not on Waitlist' & 'Training' volunteers (OSO)

Confirm if existing Bulk GV Drive is in place or other Top Ups needed (OSO)

AIRTABLE

1. Head to Shifts table > MASTER Shifts view
2. Search for the shift record, once found, click the 2 small blue arrows on the left of the shift name to expand the record
3. Edit the tags in the record to reflect the shift is 'scheduled to go live'. Ensure the below are updated:
   • Start Date - Add start date of shift  
   • Shift Status - Active - Scheduled 
   • Recruit Status - Full
   • Primary Service Provider Partner - Open up record and change SP Status to 'Active Partner'

CALENDAR

• Remove 'BUILDING' from calendar event name

MAP

1. Find the shift in the 'Active Shifts' section (under the correct van)
2. Change the icon colour to Orange 

ASANA

1. Head to main shift task
2. Assignee - assign to the RC
3. Due date - Add start date of shift 
4. SP Status - Scheduled to Start
5. Assign the 'Email Confirmation to Service Provider - RC' subtask to whoever has been the main communicator with the SP (usually RC, unless there is a CIC in place)
6. Assign the 'Gone Live' subtask to building OSO with a due date of the first shift
7. Close off the 'Go Live' subtask

WHATSAPP

1. Message group confirming shift start date, roster & introduce trainer
2. Ensure all vols are happy with the roster that's been set out, if you need to make changes, please do 

CANVA

1. Remove 'Coming Soon' sticker on 'We Wash Here' poster
   • Download 'We Wash Here' poster and add attachment to 'Email Confirmation to Service Provider - RC' subtask
2. Edit existing service location flyer: PROCESS: How to create a 'Service' flyer 
   • Add shift info to service location flyer 
   • Download service location flyer and add attachment to 'Printing' task in the service location project
   • Ask either SL/VL/CIC if they are happy to accept flyers and put inside asset

SEEK

1. Remove shift information from Seek Ad: PROCESS: Seek Volunteering AU & NZ

AIRTABLE

1. Head to Shifts table > MASTER Shifts view
2. Search for the shift record, once found, click the 2 small blue arrows on the left of the shift name to expand the record
3. Edit the tag in the record to reflect the shift is now 'active':
   • Shift Status - Active - Started  

ASANA

1. Head to main shift task
2. Ensure the below tag is updated:
   • SP Status - Active Shift
3. Copy and paste the link to the shift report Asana task to the main shift task and advise shift is now up and running! 
4. Close off 'Gone Live' subtask 
5. Assign 'RC to identify appropriate SC & TL for shift - RC' subtask to the RC with a due date of 'tomorrow'
6. Assign '4th Shift - Handover to Active Team' subtask to building OSO with a due date of 4 weeks out
7. Assign 'Risk Assessment (Received by the 4th shift) - (RC)' subtask to RC with a due date of next shift

WHATSAPP

1. Message group thanking them for the first shift!