Category: News & Views Page 28 of 42

TeamKinetic v1.2.0 Release Notes

This December, TeamKinetic has an early Christmas present for our customers. We will be releasing one of our largest ever update with some significant improvements and extra functionality across the board.  Below are the biggest changes.

  • Session Names
  • Use of “Google places” to search and create opportunity locations
  • Complete re-write of the opportunity apply process
  • Custom Open-badge awards
  • Lots more customisation options
  • Our POD system for enterprise clients
  • Day schedule report available for everyone
  • Invite new volunteers via email (for providers and admins)
  • New search and download options for criminal checks
  • All transaction emails sent via Mandrill for improved deliverability

As well as the raft of 150 or so bug fixes, minor improvements and speed gains.

We will be sending a notification to all our customers pointing you to this blog and also to encourage you to login to the beta site (using your normal login details) and give some feedback on the new features.

LOGIN AND TEST THE BETA SITE HERE

Your feedback is essential. We take your feedback seriously and it helps us understand your needs and issues. You also help us spot potential bugs and operational considerations that we may not have considered for this update. We take every care to test the application before we update the code but we don’t always have a test that fully represents your exact usage, so we ask you to login to the beta site and try it out for yourself.  

If you do find any issues or would like to raise some concerns, you can send feedback using any of the following ways.

  1. Complete a support ticket in the HELP menu.
  2. Send us an email and put in the subject line “BETA SITE”
  3. Call us here at the office on 0161 914 5757 and press option 1 and talk to Support Team.
  4. If you have not done it yet, join our Facebook ADMIN group and send us a message.
  5. Send us a Tweet telling us what you think of the new features.

Named Sessions

When creating or editing opportunities you are now able to name sessions. This is great if you have an opportunity that might have sessions on at the same time, say water stations along a marathon route. Using this new feature you could have 5 sessions within the one opportunity, all at the same time but identify them as, Station 1 – at 5Km, Station 2 – at 15 Km and so on.

New and Improved Search

Many of you will have already tried out the new search at various points along its beta testing. We have been able to incorporate much of your suggestions and it should now be much easier for volunteers to find opportunities.

You can now enter a place name in the location field and not just a postcode, this lookup is powered by Google Places which have over 2 million defined areas and places. This is a great improvement as its now possible to perform a search like; show me opps within 2 miles of Liverpool, or Bristol University and so on.

There are extra filters like accessible and expenses paid and the sorting algorithm has been improved. If a search is entered the results are automatically ordered by relevance and those opportunities with the search terms appearing closest together will be at the top.

The new search also prevents empty searches resulting in hundreds of unfiltered opportunities being returned. For those of you lucky enough to have hundreds of available opportunities a user will be asked to enter at least a distance or a search string in order to limit the number of search results.

New Opportunity Applying Process

The applying process for opportunities has now been improved greatly. When an opportunity is marked as APPLYING, volunteers will be able to view the opportunity and its sessions but will not be able to join any sessions. Instead, they are asked to “apply”. At this point, any pre-requisites demanded by the opportunity are completed and then they are passed to an “New Applicant list”.

The applicants for the opportunity are visible on the opportunity management page for the admins/providers. From there you can view their details and pre-requisites and decide whether to approve or deny the application.

Approved volunteers are informed and are then able to join sessions as normal. Denied volunteers are also informed but are not able to join sessions or reapply as they remain in the applicant table as unsuccessful.

Open-badge Awards

You can now create your own badge awards to give to volunteers. These are designed around the OpenBadges system and volunteers will be able to store these badges in their own external badge backpack and use them anywhere where OpenBadges are accepted.

TeamKinetic, Volunteer management software

OpenBadges are a great way to reward volunteers in a way that enables them to build a recognisable portfolio of achievements that they can use to develop their skills everywhere.

Once a badge has been ‘baked’ into their backpack they can choose where and with whom to share that achievement.

In this first iteration, you can only award badges manually using the volunteer profile. We are looking at the possibility of creating automated awards based on a number of criteria; hours, opportunities, length of service etc.  We would love to hear your ideas about the kind of badges you might like to have?

You can get some help designing badges with the great online tool badge.design.

Extend The Customisation Of Your Site

We have opened up more of the system for much greater customisation by the super admins.

Using the super admin menu you are now able to customise all “registration form labels”, “help titles” and “help content” right from the SETTINGS menu.

Fancy a new front page look? Then check out the new LOOK & FEEL menu and enter your own HTML code for the front page and get a quick preview before saving and making live.

For power users, there is a CSS section where you can change the entire site style if you want. You can target home page elements, links, containers and change margins, colours and anything else you want. The custom CSS file is loaded after all defaults so you can override any existing settings.

If you would like your site to be updated but don’t have the skillset to do it, in-house, drop us a line and one of the team will get in touch to talk through your ideas and potential costs.

POD System

Enterprise clients can now choose a new type of application structure that we call PODs. This enables you to split up the administration of providers and opportunities into PODs and assign administrators to those PODs.

POD administrators only have access to the providers in their POD and the opportunities they have created.

Each POD also has an editable mini homepage that the POD admins can create to advertise their own opportunities.

It’s a great way to enable separate departments within a larger organisation some autonomy whilst keeping all your opportunities in one place for your volunteers.  If you think the POD might be something you and your organisation would like to know about then get in touch with our sales team on 0161 914 5757 and they can talk you through the options.

Day Schedule Report

The day schedule report is available from the REPORTS menu and offers a quick insight into the activity on any day across all opportunities and events.

Simply pick your time period and the report will return all sessions that are  happening within that period, including the volunteers on each session and stats about that session. You can also check in volunteers right from this screen which will log their hours for that session.

Its a super easy way to keep track of what’s going on over the days and weeks ahead.

Invite Volunteers via Email

Invite your existing volunteers via their email address. Just paste a list of comma separated emails or upload a CSV to send out an invite email with a link to reigster on your system. Maintains a list of all invited volunteers and lets you know if they have registered yet. Providers can also upload their own separate lists and if volunteers join via the Linking address in the email, they will automatically be linked to the provider sending the invite.

For administrators you can find it in the SETUP section of the settings menu. For providers it is in the VOLUNTEER menu.

Search and Download Expiring Criminal Checklists

Search for volunteers with expiring criminal checks and also for those criminal check applications that are overdue and download the results.

An enforced maximum validity for a criminal check has been added to your application options screen. Whenever a criminal check is added this date represents the maximum allowable time before the check expires. If an expiry date is entered which is beyond this date it will be reduced to the maximum allowable period.

This ensures that all criminal checks on the system have an expiry date and the new search page makes it easy to find expiring checks and get prepared.

All Transaction Emails Sent via Mandrill

All our transaction emails, that is emails that are sent automatically in response to an action like joining an opportunity, are now sent via Mandrill. Mandrill is one of the largest transactional email platforms, sending billions of messages a month.

This move will aid deliverability and reduce false spam alerts.

That’s the big stuff

This update contains a lot of improvements to TeamKinetic, we encourage you to try out the beta site for yourself. We welcome your thoughts and your feedback, so please don’t be a stranger and get in touch.

Facebook Live interactive sessions are coming soon on all these new features and more, join our ADMIN’S Group now and don’t miss out. 

 

How do you engage student volunteers?

For Universities across the UK, helping students develop an understanding of positive social action through volunteering is seen as a vital part of the student experience. Many universities are trying to find new ways to engage student volunteers and offer them an exciting variety of opportunities that appeal to an ever more diverse group.

Find out how TeamKinetic is fast becoming the fastest-growing volunteer software choice for universities in the UK and how it has helped manage large numbers of volunteers with simplicity and through technical innovation. 

Volunteer management software, Volunteers, Volunteer system, volunteer software
Volunteers walking

Students in numbers

When given the opportunity students can make a big difference and more importantly, want to make a difference to their university and the wider community. The benefits of volunteering for students are multi-faceted; opening doors to students via experience and improved networks, as well as being good for mental health and wellbeing.

Universities should be harnessing this potential and developing good volunteer programs. Higher education institutes are perfectly placed to take advantage of the thousands of new students that enrol each year.

There is still so much untapped potential for universities, students and the cities and towns they live in.

TeamKinetic’s volunteer software encourages volunteer managers to create high-quality opportunities that through social media and effective search technology, student volunteers can find, join, enjoy and get recognition for their efforts.

The figures above demonstrate the need for a volunteer management solution that is scalable. Managing a volunteer program IS achievable without volunteer software, however, using one can prove to be the difference between GOOD and GREAT.

Turning students into volunteers

Having a large number of students on campus does not equate to large numbers of engaged volunteers. Understanding your audience and developing a volunteer program that is suitable for them is key for engaging and retaining student volunteers.

So how do you turn students into volunteers?

  • You don’t have to reinvent the wheel.  Understand what is already happening around universities and its surrounding areas. This knowledge can be gained from talking to your students, the students union, the athletics union, the local authority or local volunteer centre’s or other 3rd sector partners.
  • Everyone needs some encouragement. Providing positive support and supervision makes your student volunteers feel appreciated. Sometimes people just need help to get started!
  • People who sense they are making a difference and that think they contributing to something important tend to be much more motivated. Supporting volunteers takes time and resource, so it is critical to never underestimate this and provide them with the correct resources (induction policy, expenses policy, risk management etc).
  • Create clear roles and descriptions of opportunities. This makes it easier for students volunteers to identify opportunities that are best suited for them.  Students often have secondary motivations as to why they volunteer, good role descriptions that take this into account help volunteers make informed decisions.
  • When recruiting student volunteers, it is essential to be fair and transparent.  They are not employees or lackies, they want to help but not taken advantage of. We all like a surprise, but the good kind! Avoid setting volunteers any tasks that you’re not willing to do.

For more information on how to effectively manage volunteers and provide them with the right resources read our blog on Volunteer Management – Making or breaking organisations.

Benefits of volunteering at University

For students and organisations, volunteering can

  • Increase confidence and develop interpersonal skills. Research has shown that volunteers felt that these skills were enhanced through volunteering.
  • Empowering students to make a positive impact on their community can change lives. Many students run regular events or campaigns, raising awareness of charities and causes. Learning through real experience is invaluable.
  • Volunteering doesn’t always mean litter picking or bag packing. Some universities provide opportunities that are in the same field of work as students studies, giving them practical experience and developing a professional network.
  • Student volunteers can provide a different perspective to a member of staff. Student volunteers can bring different ideas to providers organisations and often bring a great energy and enthusiasm as well.
  • University provides many young people with the first opportunity to get involved in the things that matter to them. University provides a level of free time people tend not have at other times of their lives. This means voluntary organisations can benefit from a really high-level of commitment to their cause.

How TeamKinetic is helping universities

Universities have the potential for thousands of volunteers, and that can make it difficult to track and manage them all at the same time.

Often, in any one university, there are multiple programs that encompass an element of volunteering. Getting a joined up picture of volunteering, However, can be difficult.

TeamKinetic’s volunteer software allows managers to carry out key tasks through its simple interface. Onboarding, brokering, quality assurance and safeguarding are all builtin. The volunteer system can be personalised to match every universities brand colours, including a tailored web address. This allows for the website to be easily identifiable to students who are looking for volunteering opportunities.

Our POD system allows individual university departments to have their own opportunities and processes, but in one combined system so you can get data and better insight into all their volunteers.

The system is designed to make the experience easy for the volunteer, opportunity provider and admin user.

Volunteers can :

  • Create their own volunteer profiles
  • Join opportunities they are interested in
  • Join opportunity group chats to keep up-to-date on any news
  • Log their own volunteer hours upon completing an opportunity
  • Leave feedback, but also receive feedback from the opportunity provider
  • Work towards rewards and incentives which can aid in personal development

Volunteer providers can :

  • Monitor applicants
  • Leave and receive feedback to volunteers
  • Send out texts and emails to volunteers by a simple click of a button
  • Map volunteer locations to create opportunities in the most populated student volunteer areas
  • Review reports on progress in order to keep improving the opportunities on offer to students
  • Reward and set incentives for volunteers to help them achieve goals. (We have some exceptional examples of TeamKinetic customers that use the reward and incentives really well, which will be discussed later on in this article.)

What these features allow, is for the volunteer manager to focus their time on developing the volunteer program and generating more opportunities for students to take part in. Less time is spent on micromanaging and completing tedious tasks.

If this wasn’t enough, TeamKinetic volunteer system allows universities to link with external TeamKinetic applications, to provide opportunities. This allows charities, sports clubs and local authorities to become opportunity providers on the university system, further increasing students ability to take part in volunteering.

Students using the TeamKinetic volunteer software

TeamKinetic got the chance to speak to Daniel Roberts one of Manchester Metropolitan University students. We got to find out about his experience of being a volunteer on the universities volunteer software and how it has impacted him. Here is what he had to say.

” The university using a volunteer management system really encourages more students to get into volunteering. I wouldn’t have found opportunities or been able to receive feedback without the system. I think the volunteer software is the main reason I completed so many hours, and it makes it so much easier to continue volunteering.

Having a volunteer profile has been key to letting me track my progress and it has given me a chance to evaluate my experiences by looking at the hours I’ve logged and the opportunities that I’ve done. This has been good for CV writing and reflecting on in interviews.

The best thing about the Teamkinetic system for me is that you create your own profile and search for opportunities through the search bar. I could pick out events here and there, and plan my time around it.”

Hear from some of our customers that provide outstanding opportunities for their students

TeamKinetic work with a number of universities across the UK to provide them with their own bespoke and customised website for volunteers. Here are some of the universities that have been using the volunteer software to its potential and creating outstanding opportunities for students.

Manchester Metropolitan University

Manchester Metropolitan University has accumulated over 50,000 hours and counting since using the TeamKineitc volunteer software. This just goes to show the amount of hard work and giving back to the community that goes on within the institute. Additionally, there are 1592 registered volunteers and counting volunteering across the city in a number of diverse roles. MMU offers students a fantastic reward and recognition scheme using the system; 25 hours (Bronze) gains a volunteer T-shirt all the way up to 200 hours (platinum) Access to £100 training bursary, Linkedin and CV endorsements

University of East London

The University of East London provides students with a variety of opportunities across the city, with 702 registered students on the system and 139 opportunities. Notably, UEL provides many opportunities outside of the university such as Dementia Advisor volunteer roles and Community Centre receptionists. Which is fantastic for getting students out into the community and making an impact through social action. The university also recognises volunteers for their hard work by offering a rewards and recognition scheme.  Understanding the motivations of your volunteers is an essential part of incentivising the volunteer experience and making each individual feel valued within the university.

What the research says…

If you still don’t believe us on how student volunteering can change lives, here’s some research conducted by the Institute of Volunteering Research.

The IVR results showed that developing skills (88%) and gaining work experience (83%) were motivating factors for students that engaged in volunteering.  The results also highlighted that 51% of recent graduates under the age of 30 in paid work found that volunteering helped them secure employment.

Additional research found that volunteering developed community awareness and allowed them to integrate into the local community outside the university. 39% of non-volunteers said they would be more determined to get involved in volunteering if it was linked to their academic subject. Creating more one-off opportunities is a good way of getting people into volunteering and allowing them to experience the benefits of it. The impact of volunteering on students is significant and can change an individuals perception of things they normally wouldn’t consider on a day-to-day

TeamKinetic helps to build better volunteer communities by providing great tools for volunteer managers that save time, increase impact and improve insight. Our goal is to make volunteering easy for everyone no matter what. But don’t take our word for it, why not check out our customer reviews.

For more information please don’t hesitate to get in touch and find out how we can help you achieve your goals.


You can find TeamKinetic on social media and listen to our podcast:

Twitter       Facebook       LinkedIn       YouTube       Instagram       Podcast

 

Have you enjoyed using TeamKinetic? If you could leave us a review on Capterra, we’d really appreciate it! We’ll even send you a little thank you.

5 Reasons why we think volunteers are great people!

Looking for inspiration? For many of us, it’s a big part of modern life and everyone searches for that feeling in different ways. There’s a special group of people who are often described as inspirational! People that give up their time to do better by the world, to try and make a difference where they can: volunteers.

We call these people “volunteers”. Their motivations are varied, but often selfless or at least for a goal greater than their own satisfaction and here we will discuss the 5 reasons why we think volunteers are great.

“Volunteers don’t get paid not because their acts are worthless but because they are priceless.”

As crazy as this sounds volunteers are not paid! This in itself makes them special, but it’s not because they do it for free it’s what they actually do that sets them apart. They change the lives of people because they want to and not because they are employed to.  Here at TeamKinetic, we have been able to witness hundreds of thousands of logged hours from thousands of volunteers, it’s simply wonderful to see and we hope for many many more wonderful people engaging with fantastic causes.

“One of the greatest gifts you can give is your time.”

How do you value people’s time? Is it a cost replacement?  Or is it more subtle than that, is it their very presence and the joy or comfort they can bring? This is not even considering the value the volunteer places on their own time. Valuing your volunteers is very difficult and fraught with pitfalls, but one thing we can all agree on without those people who give their time many services and people would be worse off.

“Don’t live for what you get, live for what you give.”

It is often quoted that real happiness comes from a sense of fulfilment. We would suggest that aspiring to freely give your time may be a way to achieve that fulfilment, to feel part of something greater than yourself is a particular human trait. Not to focus on what you get, or what you have but on what you can do for others. Volunteers epitomise this way of life, this is the reason many volunteers give so much.  Don’t believe us about this? Read this and see what the research says about volunteers being happier and healthier.

“Wherever there is a human being there is an opportunity for kindness.”

We all have choices when it comes to how we choose to live our lives.  We can choose to be kind, and fulfil the potential every single one of us has. I’m not suggesting every volunteer is a saint – far from it. But those who volunteer are choosing to try and be kind, to try and improve their community or cause. We salute those who make that choice.

“You may not have saved a lot of money in your life, but if you have saved a lot of heartaches for other folks, you are a pretty rich person.”

The value a volunteer provides and also extracts from their experience is difficult to quantify. The idea that saving the hearts of others is worth way more to people that any amount of money sounds crazy.  But if a volunteer can help change a person outlook, improve their quality of life, share their time, wisdom and experience for the good of others, develop friendships, reduce loneliness, create opportunities for those that otherwise might not have them.  These are potentially life-changing events for the person the volunteer might help.

So we say volunteers are special, and we at TeamKinetic take this time to say thank you, volunteers, for your time, your commitment and for believing that you can make a difference.  We think you’re great.

Find out how TeamKinetic can work with you to recruit, manage, and retain your student volunteers.


You can find TeamKinetic on social media and listen to our podcast:

Twitter       Facebook       LinkedIn       YouTube       Instagram       Podcast

 

Have you enjoyed using TeamKinetic? If you could leave us a review on Capterra, we’d really appreciate it! We’ll even send you a little thank you.

Recruiting – Are volunteer managers doing it right?

Volunteer numbers are stagnating while the number of opportunities rises each year. It is easy for volunteer managers to want to “recruit”, without assessing and placing volunteers in the most suitable opportunities.

TeamKinetic contend that it’s important for all volunteer managers to understand how to recruit volunteers. Equally, it is important to understand how to effectively manage them. Perhaps more important still – how do you retain them?

Volunteer management, recruiting volunteers, volunteer management software, volunteer managers

Recruiting volunteers

Let’s start with some figures that are important to know from a volunteer managers point of view. As this always helps to understand the context we are working with.

In giving, how much do we receive? The social value of volunteering (Andrew G Haldane, Chief Economist, Bank of England, 2014).

Clearly, there is an appetite by people to help shape their communities and give their time freely to achieve their goals.  How do you and your organisations make the best use of this amazing resource?

Advertising

How technology is redefining volunteer management…

Technology has been a powerful tool in allowing people to achieve things that once were not possible in the past. The developments have allowed billions of people to communicate, share stories and ideas from different locations and times. TeamKinetic uses technology to allow volunteer managers to complete tasks in a simple and quick manner. Technology is a tool that can create a number of benefits to organisations that is focused on providing volunteers with the best possible opportunities.

TeamKinetic work with a number of organisations such as; Do-it.org, volunteering-wales.net and VolunteerScotland to offer volunteers options across the UK. We believe that audience size matters and individuals looking for things they are interested in is made simple.

We believe it is possible to create an audience ecosystem for opportunities. every volunteer manager in the sector plays an important role in providing volunteers with access to a wide range of opportunities that will bring about benefits to the organisation and volunteer. TeamKinetic is assisting volunteer managers to carry out these tasks by providing a platform that allows them to create and advertise opportunities according to the organisation’s audience. The system also inputs all volunteers into one area after registering. This allows the selecting process of volunteers to be effective and time-saving.

Opportunities

Volunteer managers should always strive to create opportunities that are appealing and beneficial to the volunteer. Opportunities should allow the volunteer to gain positive and worthwhile experiences because at the end of the day they’re giving up their time to help you!

When advertising an opportunity it is important to consider the following:

  • Provide the volunteer with all the information regarding the opportunity.
  • Include some of the benefits of the volunteering opportunity
  • Highlight some of the key requirements of your opportunity

Here are some amazing opportunities that have been provided to volunteers by organisations using the TeamKinetic volunteer management software. When opportunities are well thought out and advertised they can have a big impact on the volunteer and their experience.

Liverpool FC Foundation – Respect 4 All 

Respect 4 All is a great example of a simple and easy to sign up volunteer opportunity created by the foundation. The opportunity is a regular ongoing event that is held every week that brings in a variety of volunteers. The Respect 4 All event is well advertised through the website and the mission of the event is clearly outlined. The Respect 4 All event is for girls and boys with complex and additional needs ages 5+.

This opportunity is perfect for an individual that has no experience and wants to get involved, as they are not required to have specific skills or experience. Once signed up the volunteer is provided with a full induction that allows them to get to know the volunteer managers and highlights what is expected of them.

The volunteer is provided with their own LFC Foundation Kit which is a good way of making them feel part of the team. Respect 4 All is a successful event and volunteers always leave happy, which is reflected in some of the reviews that are left.

“Lovely to meet the staff who made me feel very welcome as a newcomer. Really well organised, and would love to help again”

England Hockey – #IndoorHockeyUK

England hockey is another organisation that has used the volunteer management software to its potential by creating some fantastic opportunities. A good example of one of England Hockey’s opportunities is their spectator service role for the #IndoorHockeyUK event that is being held on the 28th of December.

The volunteer role is well defined with a clear outline of what is required (16+ and a criminal check). Additionally, the role expectations are outlined for the volunteer applying so they are fully aware of the tasks at hand.

England hockey has also used the volunteer system features to include what would be provided to the volunteer e.g a volunteer pack (including a t-shirt and water bottle), refreshments and meals. As well as the map feature which gives the volunteer and exact location of the event.

volunteer management software, volunteering, free volunteer management, volunteer managers
A diverse group of volunteers

Selecting

Matching the right volunteer in the role best suited to them is the best way to ensure success for your voluntary programme. Finding volunteers who commit to opportunities over a longer period of time is vital for organisational and volunteer development. All organisations are different and will have different expectations of what they require from the volunteer.

When selecting volunteers it is necessary to consider how difficult you wish to make it for them to have a positive experience. The type of role volunteers apply for will impact their onboarding process. it is important to consider whether they can apply and turn up to their opportunities or if you require a face-to-face meeting with them.

For example, tasters may require little to no onboarding and are ideal for the volunteer to try out opportunities. Supporting the volunteer to see what skills they have and how they may fit into an organisation. Whereas roles with greater responsibility may require references, DBS, and relevant experience.

TeamKinetic allows managers to set these guidelines for each opportunity they provide. Volunteers are never expected to provide more than is asked of them in the application process.

Dawn Georgeson -Volunteer Lead at the Liverpool FC Foundation had this to say about some of the issues volunteer managers face when recruiting volunteers.

“Reliability is one of the key things! Not that volunteers are not reliable but its more about what is a ‘regular’ volunteer for me. For one person every week could be a regular volunteering opportunity that they will continue to do. However, for some people, it could be once a month or even once a year and that regular to them, and it’s managing that. Discussing with volunteers on what their expectations are and what ours are, and making sure they marry up. That is one of the biggest issues in making sure people are fulfilling their opportunities.”

TeamKinetic allows volunteer managers like Dawn to set the type of opportunity on offer. Allowing them to better understand and manage how regular the volunteer will be. On the volunteer management software, TeamKinetic gives 3 opportunity options, which are:

  1. Repeating – (An opportunity that is regularly ongoing e.g coaching football every Tuesday)
  2. Non-repeating – (A one-off opportunity or event e.g Commonwealth parade)
  3. Flexible – (An opportunity that is irregular e.g befriending old people when you have free time)

These options help categories the opportunities and allow managers to have a greater understanding of what they would consider as a regular volunteer for their organisation. The TeamKinetic volunteer software makes selecting volunteers simple and easy for the managers. This allows more time to be spent on organisation goals and developments and less time spent on administrative tasks and micromanaging the whole recruitment process.

Find out how TeamKinetic has helped organisations simplify their management process and reduced time spent on micromanaging volunteers.


You can find TeamKinetic on social media and listen to our podcast:

Twitter       Facebook       LinkedIn       YouTube       Instagram       Podcast

 

Have you enjoyed using TeamKinetic? If you could leave us a review on Capterra, we’d really appreciate it! We’ll even send you a little thank you.

Volunteer management – Making or breaking organisations!

Before volunteers even start to offer their time and energy, it’s important to understand how the law applies to volunteers. In this piece, we will look at the legal and managerial considerations you will need to think about in order to manage your volunteers effectively. It is vital to have a policy and good practice in place for effective volunteer management. Some examples of this will be discussed throughout the article.

Expenses policy

Good organisations have an expenses policy to cover volunteers for any additional costs or travel. Expecting a volunteer to cover their costs can be difficult for people who have a low income as it hinders their ability to regularly volunteer. Expenses that are reasonable, and within the organisation’s budget, should be reimbursed. Some of these include:

  • Travel costs – whether it be in your own vehicle or public transport
  • Meals and refreshments during volunteering
  • Additional equipment e.g protective clothing

This is just a brief example of some of the most common expenses volunteers claim. All organisations are different and have different policies in place. However, these expenses must be incurred during the time of volunteering and volunteers should avoid additional costs.

There are guidelines and help out there on how organisations should have an expenses policy. The NCVO provide support and guidance to help you understand your legal rights and obligations when managing volunteers.

Induction policy

A good induction can be the make or break of a volunteer programme. Volunteers come with a great amount of enthusiasm and motivation but without a structured induction process, the enthusiasm can soon fade away.

Volunteers need the right training for the jobs that are required of them. Some volunteering opportunities require a great demand for skill and knowledge and volunteers need the right training and induction process in order to understand what is expected of them.

For example, volunteering roles, such as a marketing lead on a big organisation event, involve a great understanding of the organisation’s brand and goals. As qualified as the volunteer may be, without an induction, they will not be as effective in their role. Even if opportunities don’t require a high demand for skill and understanding, it is still important to induct the volunteer. Some things to include in an induction process are…

  • Your organisation’s policies and procedures.
  • Background to the organisation’s ethos and structure
  • Voicing concerns and how to deal with complaints
  • The role and responsibilities of the opportunity

TeamKinetic helps volunteer managers simplify this process by providing them with an organisation specific website. This gives the manager the freedom to provide as much information as they want for the volunteer. Such as a full description of their job roles and background to the organisation and organisation policies. However, it is important to try and always organise a one-to-one with a volunteer so they feel well-inducted and welcomed to the organisation.

Support

Empathy is key when working with volunteers, to manage and retain your helpers, volunteer managers must always ask themselves ‘how would I feel about this if I was the volunteer?’

Many times volunteers are thrown into tasks with little or no support and understanding of their role’s outcomes or objectives. Volunteer managers should aim to :

  • Provide the volunteer with a well-defined induction process.
  • Send out regular newsletters and information that is necessary to the volunteer.
  • Deal with concerns or problems volunteers have early on.
  • Assess training needs and facilitate personal development

TeamKinetic supports this by allowing organisations to have their own bespoke website that provides these features. Volunteer managers are able to communicate with volunteers easily through the site and have regular one-to-one contact with them.

How TeamKinetic can help?

The volunteer management system allows managers to upload documents such as the induction process, so volunteers have a greater understanding of what is expected of them. additionally, the system allows managers to group the volunteers on experience from the application process. This allows the manager to identify opportunities that are ideal for the volunteer when they first start.

Volunteers can receive regular email updates and newsletters on what is going on in the organisation, this could include upcoming events or volunteering opportunities. Managers can also provide additional information to volunteers regarding opportunities that have been changed on the system.

Finally, support can be given to volunteers on the system by giving the volunteer access to voice their concerns through a private opportunity chat room. After opportunity volunteers are able to leave feedback which allows managers to review any concerns the volunteer may have and arrange a phone call or meeting. Volunteer managers can facilitate personal development by notifying volunteers on upcoming training events that can be created as opportunities for the volunteer to book onto.

Volunteer management

Risk management

The voluntary sector is now working at a higher standard and organisations are expected to have regular risk management in place for the benefit of the volunteer and organisation. Evaluating and managing the risks in your organisation ensures that there is a reduced chance of incidents occurring while volunteers are working.
The National Council for Voluntary Organisations has provided a 7 step guide on how to manage the risks of your voluntary organisation.

  1. Identify the risks – evaluate what the risks to your organisation’s strategies and goals.
  2. Analyse risk – once analysing risks it is important to consider the possibility of it happening and the impact it could have on your organisation.
  3. Prioritise – determine which risks bring the biggest threat to your organisation because managing the most serious risks is important.
  4. Determine the appetite for risks – managers should determine the risk they are willing to accept in pursuing their objectives. Each objective will bring about a different risk appetite.
  5. Reduce and control risks – Charities should control risks to a stand and that they are happy with.
  6. Give assurance – Once the key risks have been identified, assessed and are subject to controls, it’s important to make that these controls are being performed as expected.
  7.  Monitor and review risks – Recording risks is important as it allows you to revisit and evaluate at different dates.

These guidelines have been tested and tried and are a great tool for reducing risks for your volunteers. Managing risks can save your organisation time and money and keep everyone safer and overall contribute to good volunteer management.

Supervising

Understanding what goes on within your organisation is key for developing both volunteers and the organisation. That is why it is a key responsibility for volunteer managers to supervise their volunteers and keep a record of their development and the risks that may occur.

TeamKinetic helps organisations keep up-to-date with their volunteers and monitor progression. The system gives the volunteer freedom to create their own profile and join opportunities individually. Permitting the volunteer manager to spend more time developing the organisation’s objectives and less time inputting data manually.

When supervising volunteers, what should you cover?

  • Ensure the volunteer’s relationship with staff, volunteers, and anyone they work with is going well. This can be done through regular communication and providing feedback when possible.
  • Inform the volunteer of any training that would benefit their development, when opportunities arise. TeamKinetics volunteer management software allows you to create upcoming training events as opportunities that volunteers can join.
  •  Allow volunteers the ability to provide personal feedback after they have completed an opportunity. TeamKinetic assists by giving volunteers the privilege to leave feedback on the opportunity they have signed up to on the portal.
  •  Provide volunteers with feedback, this goes a long way into making them feel valued and aiding their development. Similarly, managers can also leave feedback on the opportunity provided.

Meridian Swift author of “Is Making Volunteers Likable Our Objective?” writing in volunteerplaintalk, explores the importance of managing and addressing volunteer behaviour for the benefit of the volunteer, organisation and the volunteer manager. Meridian addresses the need to communicate the mission focus in order to get the best out of everyone.

One important point that Meridian made was “Ditch the idea that volunteers will stay because you’re nice to them”. Volunteers put their time and effort into helping, so they want their work to be meaningful and impactful. Therefore, when managing volunteers it is important to always provide the volunteer with opportunities that will benefit them and the organisation.

How to simply manage volunteers?

TeamKinetic provides volunteer management software for organisations that allow them to carry out these tasks without investing all their time into supervising volunteers and focusing more on their development. The simplicity of the system enables volunteers to get volunteering with little or no intervention required by the managers and coordinators.

Volunteers have the ability to add information, feedback, and check their progress on their own volunteer profiles. This is made visible to the volunteer manager, who can keep track of each volunteers progression. The TeamKinetic volunteer management software is designed to make volunteering simple and easy for everyone.

Find out how TeamKinetic has helped organisations simplify their management process and reduced time spent on micromanaging volunteers.

For more information on the Volunteer Management Software visit our website or contact one of our team members on – 01619145747

You can find TeamKinetic on social media and listen to our podcast:

Twitter       Facebook       LinkedIn       YouTube       Instagram       Podcast

 

Have you enjoyed using TeamKinetic? If you could leave us a review on Capterra, we’d really appreciate it! We’ll even send you a little thank you.

Building a volunteer management website that is more inclusive for all volunteers

TeamKinetic believe that everyone should be provided with equal opportunities when signing up for volunteering roles and that opportunities are made equally accessible to individuals with and without a disability by volunteer managers. 

volunteers in a circle

Why is it important for volunteer managers to provide individuals with a disability the opportunity to have access to a variety of volunteering roles?

  • People with a disability, want role models who understand their issues.  Looking up to significant others, that also have a disability, inspires the next generation to want to get involved.
  • Volunteering with or without a disability offers a real opportunity to enhance skills, build confidence, develop as a leader and gain work experience.
  • Some of the finest friendships are made through volunteering, it provides a fantastic way to build relationships, reduce social isolation and create community.

Here at TeamKinetic, we think people with a disability or long-term illness should have access to as many choices and opportunities as non-disabled people.  The TeamKinetic volunteer system allows volunteers to make informed decisions about the opportunities they wish to take advantage of.

But for individuals with a disability to be able to make these choices, first, we must have a website that they can use.  Here are some of the considerations TeamKinetic has taken into account, to make sure it offers an accessible service that is useful to people with disabilities.

“The power of the Web is in its universality.
Access by everyone regardless of disability is an essential aspect.”

Tim Berners-Lee, W3C Director and inventor of the World Wide Web

Website accessibility is important. The number of people accessing the internet is now over 4 billion, more than half of the world population!

Everyone wants quick and simple navigation around the websites they visit. Therefore volunteer managers that recruit individuals with a disability, should provide the individual with ways they can access the organisation’s website and what opportunities the organisation provides.

TeamKinetic has worked hard to provide a simple to use navigation for volunteers, with fast search and useful filters.  Our Focus design principals ensure we build with consistency and simplicity always in mind.

Across the sector, there is still a lack of awareness from volunteer managers in providing people with a disability full access to organisations websites. The reason we think for this is that many people have a limited understanding of how persons with disabilities use technology and therefore mistakenly consider it difficult and costly, or just don’t consider it at all.

W3C has some standards that all website developers should adhere to, these are…

Alternative text for images

Images should include equivalent alternative text (alt text) in the markup/code.

If alt text isn’t provided for images, the image information is inaccessible. For example, to people who cannot see and use a screen reader that reads aloud the information on a page, including the alt text for the visual image.

When equivalent alt text is provided, the information is available to people who are blind, as well as to people who turn off images. (for example, in areas with expensive or low bandwidth). It’s also available to technologies that cannot see images, such as search engines

Symantec Layout

We use ARIA tagging and symantic elements such as the NAV element to enclose our navigation menus so that text browsers can let the user know, and most importantly, give them the opportunity to skip areas they are not interested in. Can you imagine having to listen to every entry in an entire navigation menu everytime you opened a page!

Keyboard input

Some people cannot use a mouse, including many older users with limited fine motor control. An accessible website does not rely on the mouse; it makes all functionality available from a keyboard. Then people with disabilities can use assistive technologies that mimic the keyboard, such as speech input.

TeamKinetic can be fully navigated without the need for a mouse.

Most of the basics of accessibility are fairly easy to implement. However, if you are new to accessibility, it takes some time and effort to learn the common issues and solutions. Here are places to start:

If you’re interested in finding out more about why volunteer managers should provide more accessibility and how it can be done then follow Neil Milliken Head of Accessibility & Digital Inclusion for Atos a Global IT company on Twitter. Or visit the AXSCHAT website to become part of the AXSCHAT community discussions.

TeamKinetic believe that everyone should be given equal opportunities and access to a variety of volunteering opportunities to choose from. We at TeamKinetic strive to provide volunteer management software that is fully inclusive and easy to use. If you have personal experience of using our sites with assistive technology we would love to hear how we can improve. For more information about us and what we do visit our website. 

TeamKinetic’s 4th annual volunteer conference Day 2 – A success!

#TKvol

On the 12th September 2018, TeamKinetic hosted their 4th annual sports volunteering conference at the Manchester metropolitan university. The aim of the second day of the conference was to make people aware of what TeamKinetic offered as a brand and what the world of volunteering has in store for the future, as well as what issues we are facing today. To give an overall better experience for the volunteer.

The attendees on the day were from a wide range of sectors which we feel helped when debating. We had the likes of the Liverpool football club foundation and Sport England from the sports industry as well as MMU and the University of Manchester from the education sector. Finally, we as also had many charities/Volunteer centres in attendance such as the Youth hostel association and The volunteers association Wales.

The day had a clear structure in terms of what was going to be to be involved. This included: Breakout sessions, Panel talks with both volunteers and industry leaders and also a lunch break which gave TeamKinetic a great chance to interview attendees and get some personal feedback on their experiences.

OPENING TALKS

After being welcomed by the TeamKinetic receptionist’s all guests were given an introduction speech and welcomed by our sales director Chris Martin who explained who was talking and what was going to happen over the course of the conference in order for the day to run smoothly.

The first speaker of the day was BBC unsung hero Denise Larrad who gave her talk on what volunteering meant to her and her good and bad volunteering experiences. Denise also very kindly brought along her award which many guests had the privilege of getting their pictures taken with. 

Another ‘Big name’ for the day was Kirsten Stephenson who is head of volunteering at Sport England a national organisation with a good reputation for governing sports all over the country. She gave a very insightful talk about how cross-sector collaboration can unlock the potential of volunteering in sport and physical activity. You could sense within the audience that everything she said was getting high levels of engagement. We saw this through how much interaction we were getting through twitter whilst her session was on.

BREAKOUT SESSIONS

We then led all attendees to different breakout sessions in which they got the option of which ones they wanted to attend. The three sessions available were hosted by Chantel Scherer who spoke about using behavioural sciences to retain volunteers more effectively. This particular talk proved to be very successful as it drew the biggest crowds on the day. Claire Jones, Head of volunteering at St.Helens volunteering centre also spoke during this breakout session regarding the benefits of good support to volunteers. Again this was another one of the sessions that made for good social media traffic as many people were interested in what she had to say.

A further speaker was Mike Howlett who touched on the importance of diversifying volunteers in order to engage the wider community. I attended this session myself and all in the room were very impressed with both Mike’s industry knowledge and the points he was raising. People from the industry said after his talk: “I am definitely now more well informed about the voluntary sector than I was before”. This was very promising to hear from a TeamKinetic point of view as it is exactly what we wanted to get out of the conference.

LUNCH AND NETWORKING

Lunch followed the first breakout session of the day. It was provided by the catering staff of MMU and everyone seemed to enjoy it. During this interval, it gave people the chance to network with each other which also proved to be a good part of the day as many people from the different sectors were able to merge their ideas together and discuss the issues they faced every day to see if others could possibly have the solution.

TeamKinetic also used the break to optimise what we got out of the day. Marketing coordinator Ash interviewed many of the guests to get their thoughts on the volunteer management service that we provide and also volunteering in general. This will be good for us from a marketing perspective so we can get a greater understanding of our customers.

Speaker on the day Nick Lowden from Greater Sport said that “One thing I liked was the networking at lunch, it was good to have time to speak to other people in the industry”. Comments such as this are very positive as it also gives us things to build on for the next conference.

Potentially the most insightful part of the day was the Panel session which was led by Chris Martin with panellists; Fiona Liddell, Kristen Stephenson, Nick Lowden and Denise Larrad.

During this particular session, we allowed the floor of industry members to ask about the current pressing issues of the day and what the future holds for the volunteering. Once again the social media engagement for this part of the day was brilliant with many people using the #TKvol. Despite this perhaps the best part of the panel session was the number of questions that were being asked by the floor, it was very promising to see so many people taking a genuine interest in the answers of the panellists.

CLOSING SESSIONS

The day ended with one final breakout session, again split between three speakers; Fiona Liddell, Laura Hamilton and Chris Martin. The attendees got the choice of what session they wanted to go to and it was nice to see a good number spread out evenly across all of the sessions which just highlighted the calibre of speakers on the day. We hope that at least one of the speakers

Overall the 4th annual volunteering conference by TeamKinetic will go down as a success. We would like to thank everyone that contributed to the day as everyone played a role and we look for to seeing more people next year!

If you would like to know more about volunteer management software please do not hesitate to visit the TeamKinetic website https://teamkinetic.co.uk/

 

 

 

 

The importance of providing volunteers with a disability equal opportunities and access to volunteering

TeamKinetic got to sit down and interview Steve and Dylan, two amazingly enthusiastic volunteers from Liverpool FC Foundation. We discussed their experiences as volunteers with a disability and the impact volunteering has had on them. It was amazing to see all the work they put into the local community as well as the Foundation.  Both men volunteer regularly, at least three times, throughout the week.

Dylan, Steve, Ash and Jerome at Respect 4 All inclusive session at LFC Academy

Heres what they had to say…

How long have you volunteered for and what do you enjoy the most about volunteering?

Steve: “It was in 2008 in September with Mark. He was the disability officer who invited me to join the Respect 4 All program, which allowed me to get into volunteering. I enjoy getting the disabled children involved in sports, especially football. I am very passionate about getting boys, girls, women, everyone into playing football.”

Dylan: “I have volunteered for 2 months now. I like to get involved with the kids and help them with playing different sports.”

Do you feel that younger children look up to you for help and inspiration?

Steve: “Very much so, it’s hard for disabled people to break into sports. I’ve really enjoyed helping the children become better players and better individuals. Before the LFC Foundation, I volunteered for the Liverpool council and I used to go to a special school in Liverpool, so I have always felt passionate about sport for disabled people.”

What does the LFC Foundation mean to you?

Steve: “It means everything to me! I’ve been a supporter for the Liverpool Football club since I was 3 years old. The work that they do, not just in disability but all kinds of projects through the city. They’re a leading light. They impact so many peoples lives. Out of sports, I am generally a quiet person. The Foundation has developed my confidence in coaching. Being around the more experienced coaches and learning from them really helps with my volunteering.”

Dylan: “Everything! I play for the team and I’ve been there for ten years. I’ve improved my people skills and working with others. I want the foundation to keep growing.”

It was clear to see how much being involved with Liverpool FC Foundation meant to Steve and Dylan, Volunteering in football clearly meant a lot to them and their engagement with the young people in the sessions was fantastic.

One of the sessions regular attendee’s was Reiss, He has been inspired not just to keep coming to the sessions by these two great coaches, but also to go one step further, and to register as a volunteer on the LFC Foundation portal powered by TeamKinetic.

Reiss is a 16-year-old Liverpool FC fan and who’s enthusiastic for his club is limitless.  He regularly attends the Respect 4 All sessions and we to know what had made Reiss so keen to do more?

Reiss playing Football at the Respect 4 All session at Liverpool Academy

Do you enjoy the activities at the LFC Foundation?

Reiss: “Yes, I do! It’s really good to get kids with disabilities together and getting them involved in football and learning new skills.”

What would it mean to you to become a volunteer for the LFC Foundation?

Reiss: “It would mean a lot to me to volunteer. I want to help younger children like I have in the past. I hope to be volunteering for the future with the LFC Foundation. Volunteering will allow me to gain more experience and work with others, to better my CV.”

It was a fantastic day at the Respect 4 All event, and all the young people getting involved. The impact the staff and volunteers had on these young peoples lives can be difficult sometimes to effectively explain, but it should never be underestimated. The Liverpool FC Foundation put in tremendous amounts of effort to create a strong community. TeamKinetic is proud to play its role in supporting this work.

 

 

3 Reasons why you must have volunteer management software

Expensive, confusing and unnecessary. These are all words that can come to mind when thinking about volunteer management software. However, what people don’t think about is the benefits that volunteer management software can bring them. Here are 3 reasons as to why these systems will actually improve your work as opposed to hinder it.

1. It makes opportunities viral

By purchasing volunteer management software it enables you to make your opportunities viral for your volunteers. The reason this is so important is that your opportunities will get far more traffic the more people you share it with. By sharing it with multiple groups of people you are also able to give yourself a wider scope of volunteers. This is one of the major benefits to volunteer management software. The more people you can get to on your opportunities, the better reputation you will have as a provider.

2. Your time will become more productive

If you are using volunteer management software within your job of managing people you will not have to worry about anyone because of the software. This will now give you more time to think about and do the other jobs that are associated with your occupation rather than worrying about what people are where and if they’re doing the correct thing. Good volunteer management software will allow you to see what everyone has done and how long they have done it for, it will also allow both volunteers and providers to leave reviews on opportunities. This will help ensure that you do not send good volunteers to bad places but also that you don’t send bad volunteers to good places as they will no longer want volunteers from you.

3. Build relationships

By using volunteer management software you could essentially turn it into or even replace a CRM system. If you are able to keep track of what opportunities people are interested in then you will be able who is best suited to what opportunities, by doing this you’ll get more enthusiastic employees because they will be passionate about what they’re doing meaning they are more likely to put in maximum effort into the opportunity. This will give you as a volunteer manager/organisation a good reputation as your volunteers will become more desirable than others.

Overall volunteer management software will make your job more efficient and manageable as well as allowing you to gain a good reputation within the industry.

If you are looking to get volunteer management software then look no further than TeamKinetic. We offer volunteer management software that works. Give us a call on 0161 914 5757, or drop us an email at info@teamkinetic.co.uk.

Understanding the Good, the Bad and the Ugly of the internet for volunteer managers

TeamKinetic believes that the internet has the potential for transformation in our world comparable to the Gutenberg’s printing press , but if the last few years have taught us anything, it’s that the internet reflects both the very best and very worst of human nature. What do volunteer managers need to know about the internet to keep their volunteers safe?

I’ll provide some useful resources to give some context and understanding of the darker side of the internet and how we have used this to try and inform our policies and procedures as an organisation and what we think you should consider as an organisation as you become more reliant on digital platforms.

The internet provides almost limitless opportunity for grassroots social action, citizen journalism, voluntary engagement and so many other potentially positive outcomes, but we are naive if we do not recognise and consider the risks.

Jon Ronson, journalist and author recently wrote “So you’ve been publicly shamed” on how the networked effect of the internet can lead to individuals being ostracised.  His entertaining and occasionally dark work examined some of the difficult issues around user-generated content and how people’s mistakes are amplified and stored for eternity in the memory of cyber-space. Ronson’s storytelling introduces the reader to the inherent risk for normal people to get caught up in exceptional events and how little control they have over these events once a post goes viral.

Sarah Jeong, now of the New York Times Editorial Board, Vice and The Verge has written extensively on the internet’s inherent problems and her book, “The Internet of Garbage” gives informed insights on the risks and unintended consequences of poor policy and practice and how that can impact organisations and their users.   Jeong discusses at length some of the nuanced problems the modern internet has created for itself and how copyright law is being misused as a method of content suppression and removal, due in part to lack of other recourse to individuals who find themselves at the centre of a viral internet storm.

I mention these two texts as they are accessible and informed, and for those who are looking to understand the internet, they will help non-technology people appreciate the inherent risks of a highly networked world, the very real risks that can affect everyday users and voluntry organisations alike.

TeamKinetic is aware that our volunteer management platform has the potential to recruit volunteers in almost any situation. It is effective and easy to use and can be administered remotely with high efficiency to deploy individuals or teams of volunteers at short notice.  These characteristics are great if you run a charity, an event or a university internship program, but they are equally great if you are recruiting individuals to partake in less positive endeavours.   The creators of any platform which allows users to create content and communicate with each other must be aware of the risks as well as the benefits.

Recent legislation such as GDPR, goes some way to help individuals protect their privacy and increase their control over websites and platforms they engage with. It also gives businesses and organisations the chance to audit exactly what information they collect, why they collect it, and what they are going to do with it. This was a revealing process for us and was very worthwhile. All legislation, however well intentioned, runs the risk of “unintended consequence“. As responsible curators of TeamKinetic we have to embrace some basic values by which to manage our site.

What are our ideals and values?

As an organisation, we have put honesty at the centre of our company values. This is a type of statement that is easy to say, but much harder to live by. We aspire to offer honesty in our pricing, in our customer service and our product.

Our role in supporting the organisations that use TeamKinetic to manage their volunteers goes beyond the provision of software. We want to build a community of volunteers and volunteer managers that can share practice and policy, develop professional connections and work to strengthen the sector as a whole through the development of consistent standards in the wider information technology infrastructure of volunteering.

We want to be able to share expert knowledge and insight based on our user data and experience to help the sector become better at recruiting, deploying and recognising their volunteer’s hard work. We commit to making our data available to researchers, and the resulting insights and findings will be freely available to all who have a valid interest in the voluntary sector.

Finally, we want to create an amazing experience for all our users, that means the best technology, built in a way that is easy to use and importantly every user is protected by good policies and excellent support. Our volunteer-centric approach to development will remain the centre of our business operation.

We hope you will join us on our continued mission to be part of the ‘good’ internet and we look forward to your thoughts on how we can do this.

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