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It's Easy To Set Up A Web-Based Volunteer Schedule!

So far in my rich and rewarding career as a volunteer I've planned, coordinated the volunteer schedule  and directed a 2-day garage sale, worked a weekly shift as a parent teacher, cajoled and arm-twisted people to take exciting positions on our board (Oh, the treasurer position really doesn't take any time at all!), co-chaired a fundraising popcorn team, and tried to automate the volunteer schedule, shopped for supplies, worked a monthly popping shift -- oh, it's a long list. I'm leaving a lot out. It doesn't exhaust me, rather it surprises me. I think it takes a lot of people by surprise how much they do. Mostly, I'd say I really enjoy volunteering -- I meet lots of people and I know I'm making an impact.

But the dark, dark side of volunteering is the one that frustrates anyone who's ever tried to corral a bunch of willing parents but find the communication and volunteer scheduling is really impossibly time consuming. If you're one of those people sitting at home holding a sign up clipboard in your hand from the basketball parent volunteers, the church carnival, the halloween party, the park cleanup, the workplace home building project - you know you're starting straight at something that's about to suck up 6 hours of your time.

But you have a spare six hours, right?

Right. Which is why volunteer scheduling ranks as the number one headache to volunteer coordination But there is a glimmer of hope. One of VolunteerSpot's recent test groups gave it a shot to improve on the 6 hour problem. They took a complicated, 2 month schedule with multiple location and 40 volunteers. It took 20 minutes to set up the schedule (I said it was kind of complicated, right?) and then sent out emails to 40 people, asking each to pick up 2 shifts. In 2 days, the volunteers had claimed all their own shifts, the activity was 100 percent staffed, and the team's fearless leader had 6 hours of his life back. And over the course of the next 2 months, the reminders of where and when to be and what to bring sent themselves, making the project completely self propelled.

So take a deep breath. Converting the names on that clipboard into a working, staffed up volunteer schedule is way easily than it used to be -- just visit VolunteerSpot to start getting your time back and power your volunteering to the next level -- more easily than you could have ever imagined.

Gardens for Prosperity and Health -- and Fundraising!

For those of us who try to pursue a greener lifestyle and *try* not to over consume, supporting sale based fundraisers presents a catch 22. Of course I want to support the troop, congregation, school, neighborhood, and local charity, but I just don't always have room for a few more rolls of wrapping paper, cans of chocolate nuts, cute little tchotkes to offer as hostess gifts, stationery, magazine subscriptions, popcorn tins -- AHH!

There does come a point when we all get a little up to here with the fundraisers (go ahead, nod your head, no one's looking.) Which is why, when I found about this new fundraiser, I got really really excited. I even offered to RUN it. (Anyone who knows me will attest, that's not normal behavior). It's even something we can consume without feeling guilty, AND it makes the world a better place. It's even EDUCATIONAL!! No kidding!!

What is it? Organic garden seeds from Botanical Interests.

First, let me allay your skepticism. I have no financial relationship with these guys, other than as their long time consumer.  I have always enjoyed the depth of information and beautiful drawings I get on evey packet I buy. They have all the traditional vegetables, plus some cool funky stuff like purple cauliflower and heirloom tomatoes like Black Krim. They also have a wide array of flower seeds even for special purposes like butterfly gardening.

So I like these guys -- and you know what I like about their fundraiser -- it's something you need to buy every year anyway, the fundraiser price is the same as the store price, and it can all be done with internet orders. All that, and your organization keeps 40% of the proceeds.

So if you're thinking of growing more of your own vegetables or spend your cold winters figuring out all the beautiful flowers you want in your summer garden, think of adding a new fundraiser to the mix, and try selling some seed packets.

HOW TO Get Started: 5 Tips for Planning your Volunteer Sign Up

We know, for many of us, using a new online tool can bring a moment of pause. Breathe easy, we've designed our 'Plan Now' wizard with this goal: If you can shop online, you can use VolunteerSpot! Here are a few tips in getting started.

1. Thinking ahead, what kind of help do you need for your activity? Do you need volunteers TO DO something or TO BRING something, or just to show up? (please see HOW To Structure your Sign up: To Do and To Bring Examples)

2. You may stop at any time; your work will be saved. Click 'My Activities' to start again.

3. Include YOURSELF in the email invitation list so you may view your activity from a Volunteer perspective. Complex signup? Send yourself an invitation FIRST so you can see how your signup looks from a volunteer perspective. Come back later and invite more volunteers by clicking 'My Activities'.

4. When inviting volunteers from an email group list (like Yahoo!Groups or a distribution list), create a link and paste the URL in your own message using your personal email program. Only use VolunteerSpot's email entry field for individual email addresses.
   

5. Already have a list of volunteers signed up (e.g. on a clipboard sheet)? Enter volunteer emails next to their assignment in the detail screen of Step 4 and we’ll send them confirmation & reminder notices automatically.

Have fun and enjoy the fact that once your activity is set up, VolunteerSpot will keep your scheudle updated in real-time.  We'll aslo send volunteers a reminder message two days before each commitment. We do your busy work so you can focus on more meaningful work!

HOW TO Structure your Sign up: TO DO and TO BRING Examples

At VolunteerSpot, we make it easy for volunteers to choose how they want to help by arranging all volunteer assignments into two general categories: "What Can I Do?" and "What Can I Bring?". 

The activity you organize may have things for volunteers 'To Do' (e.g., Recess Monitor Schedule), things for them 'To Bring' (e.g. Soccer Snack Schedule), or both (e.g. Fall Carnival Sign up).  As you plan your activity using our simple Organize Now Wizard, you will be asked to specify the kind of help you need.  If you like, you may also add shifts (start and end times), details, and/or assign spots to individuals.

        To Do:  Jobs, Roles, Tasks, or general - 'just show up'

        To Bring: Food, Materials, Supplies, Furniture, etc.

    

HOW TO Schedule Multiple Locations

Do you need volunteers to sign up to cover multiple locations? Easy! 
Whether you are organizing the soccer snack schedule, Get Out the Vote, race team support, Girl Scout Cookie Booths, or a care team for elderly neighbors, multiple location volunteer scheduling is simple with VolunteerSpot.

Here's how to customize your sign up in VolunteerSpot's 'Organize Now' Wizard:

1. Step 1:  when asked for Location - enter 'various'.


2. Step 4: on the 'Plan a Day' screen, enter each item for the volunteer To Do or To Bring, and click 'Enter Details'.  Enter your location details here.


3. When volunteers choose how to help, location details will be clearly listed for each sign up item.

HOW TO Increase your Volunteer Commitment Rate

VolunteerSpot makes it easy for volunteer coordinators to schedule and sign up volunteers for  activities such as PTA, Scouts, Sunday School, Swim Team, Workplace Volunteering, and Community Service Projects.  Although we make signing up point-and-click simple, some volunteers may be slow to try a new tool - even one as easy as VolunteerSpot. Below are a few helpful tips for increasing your Volunteer Commitment Rate.

• Let volunteers know ahead of time that a request for help is coming via VolunteerSpot and why their help is important.

Whether you do this in person, or via email, alerting volunteers you will be using a new service to help streamline volunteer communication and signups for your activity will help them know what to expect. Share simple background information about why their help is important. (please see sample message below)

• Clearly identify yourself and your title when planning your activity.

Although email is sent from VolunteerSpot, email subject lines identify the Organizer and Organizer Title so volunteers know who the invitation is from. Even if you don't have a formal title, adding information that lets volunteers know what group you represent is helpful.  Some examples: 
     Mary Jonas, 3rd Grade Parent
     Alex Meyers, Sharks Swim Team
     Chris Linn, Food Drive Leader
   

• Remind Volunteers to check their spam/junk mail folders.

Although VolunteerSpot follows best practices for email deliverability, occasionally, individual emails are captured by spam/junk filters.

• Use a welcoming tone in your Actiivty Description.

The Activity Description is the first thing a volunteer sees when they click the link to sign up to volunteer.  Be sure to formally ASK for help and thank volunteers for thier commitments.  E.g.  Our Fall Carnival Fundraiser is next week - PLEASE HELP us make it a HUGE success by volunteering now. Thanks!!

• If all else fails, call or email the volunteer and agree on an assignment.  We'll send automated confirmation and reminder messages for you!
  

Once the volunteer agrees to help, enter their email address to make an assigment of a job, shift, or item to bring.  This can be done either in the Organzie Now wizard, or by clicking the Status tab in My Activities.

    Sample email message - Pre-VolunteerSpot Invitation:

Thank you in advance for your willingness to help Central Elementary by volunteering at the Book Fair! Funds raised from the Book Fair go directly to purchase materials for our library.

So, you are no doubt wondering, "how do I sign up to be part of the fun?"  Thanks to VolunteerSpot.com, it's easy! Soon, I'll be sending you an email with a link to our online VolunteerSpot signup page.  Please click the link and volunteer for the day and shift that's best for you. Thanks for giving generously of your time so our kids can keep on reading!

Exam Proctor Scheduling Made Easy

VolunteerSpot Made Midterm and Final Exams Proctor Scheduling A Piece of Cake at McCombs School of Business

Keeping students on the straight and narrow – or maybe even just making sure they have a pencil – is the important job of exam proctors. Each year thousands of teaching assistants (TAs) volunteer to proctor exams across college campuses, but setting up the entire enterprise takes considerable effort.

Setting up the proctor calendar and scheduling TAs at the prestigious McCombs School of Business at the University of Texas is typical of most schools. First get the test calendar and locations from all the professors, plus the numbers of volunteers needed. Build an excel spreadsheet, send it out to 40 TAs, ask for 2 preferred and 2 alternate assignment dates, wait for the flood of triple bookings on the most desirable dates and the lack of signups closer to the holidays, try to untangle the conflicts and snafus, keep emailing, and eventually, hours of work later, finally set the schedule.

Professor Greg Hallman explains that the process hadn’t changed in the last 17 years since he’d been a teaching assistant himself. So when he heard about VolunteerSpot, he jumped on the chance to see if it could relieve a major source of frustration that has plagued college campuses for years, and passed it on to lead TA Andy Koch who was planning the proctor calendar this fall.

The end result – once the professors had submitted their volunteer needs, Andy was able to quickly build the volunteer calendar for the entire exam season, input TA email address, click send, and within 20 minutes the entire proctor calendar was done. He waited for a couple days as TAs just pointed and clicked their way onto the calendar from the emails he’d sent them. The entire test calendar had volunteers assigned, VolunteerSpot automatically sent the reminders, and a time-consuming source of frustration has been eliminated.

It was the easiest scheduling system they’d ever used, and with just one test run, they know they’ll never go back to their old ways.

So if you have test calendars and proctors staring you in the face, you might want to consider automating the schedule with VolunteerSpot.

 

Parent Teacher Conference Signups

Here's a Way to Simplify Parent-Teacher Conferences -- Let the Parents Schedule Themselves!

Scheduling parents into conference slots can be one of the hardest parts of the Parent/Teacher Conference season. With so many parents juggling work and home obligations, finding conference times that work for all parents sometimes feels impossible.

There are automation tools out there, but these are often expensive (or complicated) and budget-stretched districts may not be willing to fund them.  Parents tell the teacher when they are available, and it falls on the teachers shoulders to fit every parent into a slot.

Instead, wouldn't be easier to just set up the conference schedule with available slots, send out an email to all the parents, and let them choose their own time slots that are updated in real time so there's no double-booking? Yes, it would be, and now VolunteerSpot is offering this free tool to teachers in order to reduce the time strain and hassle in setting up these important meetings.

Teachers simply visit the VolunteerSpot web site and use the free organizing tool to set up the conference schedule, listing available days and times. Click the button and VolunteerSpot sends out an email invitation to each parent. With just 2 mouse clicks, parents can claim the conference time that works for them from the available times. The entire schedule updates itself in real time and leaves finding open slots up to the parents who choose from what's available. If you have a parent or two without email, no worries, schedule them the old fashioned way and enter their assigned slot on line.  Voila! Parent Teacher Conferences have now been automated!! Now if only tests would grade themselves!!

So, next time you need to schedule Parent Teacher Conferences, try using VolunteerSpot. It's literally point and click simple to get parents to claim their own time slot, and from then on VolunteerSpot will handle the reminders for you.

We've put together a quick video to show you how it works including tips for successful parent-teacher conferences.  Please take a look and share it with your teachers and school parent organization.

Automate Your Volunteer Sign Up Sheet

It's Time to Automate your Volunteer Sign Up Sheet!!

With today’s busy schedules, it's hard to squeeze in making a home-cooked meal let alone another volunteer task, but a lot of us do it – it's fun and rewarding. The part that always drags me down the most is trying to figure out 20 different people's scheduling requirements off the volunteer sign up sheet, then setting the schedule, then resetting the schedule and finally reminding everyone of their commitments before the volunteer activity.

Often coordinating the people off the volunteer sign up sheet alone can require more man hours than the actual activity. That's why automating the volunteer sign up sheet has been a fantasy of mine from about the day I first raised by hand as a preschool mom and said "I'll run the Halloween Party." I've been searching the web forever trying to find a sign up automation tool but they've either been too confusing, too expensive or too cumbersome for me and my volunteers to bother using them.

That's how VolunteerSpot came into being – I needed a way to automate the volunteer sign up sheet just to be able to squeeze all the hours I needed to out of the day. I've used it to coordinate volunteer sign ups for playground supervision and lunch duty at our school, as well as Scout activities and the Fall carnival. I'd say for each activity I've used it on, a 10 minute investment of time setting up the volunteer sign up on VolunteerSpot has resulted in a 2 hour time saving – more than enough to make time to call a few more clients, and provide a little more homework help to my daughter. I haven't gotten to the homemade dinner in a while, but at least I have time to get to the store!!

So if you're looking at passing around a clipboard with a volunteer signup sheet, please give our free signup tool a try. Using VolunteerSpot makes it easy to set up multi-day schedules, repeating activities, classroom parties, church carnivals, Family volunteer day activities, service learning schedules and much more. It's literally point and click simple to get your volunteers to claim their own shift and from then on VolunteerSpot will handle the reminders for you.

If you'd like to see how VolunteerSpot can simplify your life as a volunteer coordinator, committee chair, or community leader, just click see how it works; if you're ready to take the plunge and start scheduling an activity, please join our beta program  and organize your activity now.