Did you know that you can customise your TeamKinetic system’s volunteer registration emails? Changing the first email your volunteers receive can be a big step in improving your volunteer management.
How do I change the registration email?
Go to the Admin Settings Cog→ Customise Emails
Find the ‘volunteer registration’ email and click ‘Edit’.
You can now edit the default text and style it accordingly. When you click on the blue buttons on the right, a placeholder will be added to your text, and when sent, that placeholder will be replaced with the appropriate text; in this case you can use placeholders for your organisation name, organisation contact number, the volunteers email address, and a login link for the volunteer to follow.
What changes should I make?
That first email after registration should layout the next steps you want the volunteer to take. For example, this might be to upload a photo and a piece of ID. You could also direct them to the Resources & Help, where all the documents in your document hub are available, if your volunteers require extra information after registering.
You can alter options regarding volunteer photo/ID uploads via the Admin Settings Cog → TeamKinetic Options → Everything Else.
Volunteers can easily access these things through the left-hand-side menu on their dashboard.
They should go to the underlined tabs to upload a picture, ID, and view the document hub (in that order).
You can also add links to various areas of the system for easy access and attach files to the email. For example, you could share the link to take them straight to a search for COVID-19 related opportunities. This will help highlight ways volunteers can help their local communities. You can find your shareable link to all COVID-19 opportunities on your admin homepage:
If necessary, make sure to tell new volunteer about inductions, DBS and ID checks when they first join to allow them to get started with you as soon as possible. As an admin, you can keep track of DBS checks via Volunteer Management → Criminal Checks as well as visiting a volunteer’s profile directly via Volunteer Management → Search Volunteers.
You could also customise the ‘joined opp’ email that is sent when a volunteer joins their first opportunity to let them know what you want them to do next. Perhaps explaining the keywords used on the site, such as sessions, the different opportunity types, and how to log hours.
What else can I do to get volunteers started?
Switching on text messages is another great way to keep in contact with your volunteers. Text messaging can be switched on by going to the Admin Settings Cog → TeamKinetic Options → Notifications → Switch on Text Messaging.
Building your Document Hub can also be highly beneficial to your volunteers. You can add documents, links and text for your volunteers and providers, e.g. a code of conduct or training manual for new volunteers. To access the document hub, go to the Admin Settings Cog → Document Hub
Want more TeamKinetic tips?
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You can visit our YouTube channel to find further help navigating your system or call us on 0161 914 5757, we’re always happy to help you out!
During this pandemic our governments have told us to stay safe and stay inside, but what about staying safe online? It’s fair to say we’re probably spending a lot more time online recently. I mean, what else is there to do if you can’t leave the house? Whether you’re video chatting with friends, mindlessly scrolling through social media, or managing your volunteers from home, it’s important to stay vigilant online.
So what does this mean generally?
In short: be careful what new programmes/applications you use. Do a little bit of research before you download and give personal details to a new app. Ask friends and family if they use it, consult trusted online sources and decide whether it can be trusted.
Remember: even apps that seem to be trustworthy can fall victim to security breaches themselves. House Party seemed to be taking the online video chatting market by storm until rumours of data surfaced. Although these rumours turned out to be false, their reputation as a safe app was ruined. Furthermore, Zoom, an application used for video chatting/conferencing was actually subjected to a data breach. The CEO of Zoom held his hands up in apology but it doesn’t reverse the damage done.
If the phrase ‘too good to be true’ comes to mind, it probably is. A growing number of people are falling victims to social media scams. Fraudsters posing as good Samaritans hosting giveaways on Twitter are some of the the people most likely to trick you. A few examples can be seen in this article from Refinery.
The ultimate way to stay safe
Passwords. Passwords are key. Having a variety of passwords for everything you use may seem tough – who has the memory capacity for that?! – but it could save you a lot of trouble. Besides, there are ways to keep track of all your passwords, whether it be a password-protected note on your phone, an app that keeps track of all your passwords, or going old school and writing them down somewhere.
So what does it mean for volunteer management?
Here at TeamKinetic we work hard to make sure all data is secure and we adhere to GDPR regulations. You may have seen our new COVID-19 community task dashboard for volunteering. With this, a new set of challenges arose: how could we give the personal data (like contact details and addresses) of people in need of help to volunteers without breaching their privacy?
Measures were taken to ensure that personal data was only given to volunteers after they’d been assigned a volunteering role, such as shopping for someone else or a simple phone conversation. If someone is not assigned to a task, they do not see the data and therefore ensuring the security of all involved.
First of all, ‘Private Data’ can only be seen by site admins. This can be used to easily sort tasks in your own way.
‘Data Shown to Assigned Volunteers’ does exactly what it says in the title! However, it is important to note that this data is only shown to volunteers after they’ve been accepted on a task. This ensures that no private data is given to the public unnecessarily.
Finally, ‘Public Data’ is shown to all registered volunteers looking at the community task dashboard. It shows everything prospective volunteers will need to know, e.g. the time, date, and task. Furthermore, you can add boosted security measures here too, such as requiring criminal checks and approved ID.
How TeamKinetic Can Help
We will always try and provide you with relevant news through our social media channels, especially in situations like this. You can find us on Twitter, Facebook, LinkedIn, and YouTube.
If you want to help your community and require a safe, online method of volunteer management, you can use our system completely free of charge for the duration of the pandemic by going to our website and starting a free trial.
If you have any questions or concerns, don’t hesitate to contact us via phone: 0161 914 5757 or email: info@teamkinetic.co.uk
We also have a few other blogs about volunteer management during COVID-19, you can read them by clicking the titles below.
Hundreds of festivals across the UK cancel due to the current pandemic. But how can festival suppliers utilise their resources to benefit the many organisations battling against COVID-19?
Festival season is over
Festival season this year is more than likely to be completely off, with few festivals still scheduled for late August and September. However, the likelihood of these events going ahead still remains slim. Festivals such as Glastonbury, Parklife, Radio 1’s Big Weekend and many more have been faced cancellation.
These events as you can imagine take months of planning and preparation, with venues, equipment and people to be organised. However, all that seems to have gone to waste, or has it?
Resources are not to be wasted
There is more to a festival than stage lighting and huge stands, but what equipment can actually be utilised from festival suppliers to help charities and local authorities during these unprecedented times? I’m not quite sure we can fight off COVID-19 with strobe lighting alone – although it would be quite a sight.
So what equipment can the NHS and charities make good use of?
You will be pleasantly surprised to hear that there is quite an extensive list: generators, furniture, comms equipment, tents and marquees, outdoor and indoor audio equipment, vehicles, medical equipment, heating equipment and the list goes on. Many festival suppliers even have access to services including security, medical services, traffic management, project management and much more.
What’s happening now?
Organisations which supply such equipment are now re-focusing their efforts. Their efforts are now refocussed on providing available equipment to local councils, charities and helping government initiatives. This supply of equipment to these organisations is desperately required and any organisation that can help should. Not to profit from, which many organisations have fell victim into doing, but to be forthcoming in their ability to help and improve the UK’s current situation.
How TeamKinetic can help
Joining the many organisations aiming to provide a service in which that supports charities, councils and the goverment battling COVID-19. We have further developed our services, incorporating new features purposley build for COVID-19.
Introducing TeamKinetic Advanced – built for COVID-19 designed for you, all freeof charge for three months.
New Community Task Dashboard
Our new fast implementing Community Task Dashboard, allows users to create COVID-19 related tasks quicker and easier.
It couldn’t get any more simple.
CREATE: COVID-19 related tasks
ASSIGN: Volunteers to your created tasks or wait for your volunteers to assign themselves
APPROVE: Volunteer need approval before they have access to tasks details COMPLETE: Wait for the completion of the task
All New COVID-19 Volunteer Application
Volunteers simply sign in to your site on either desktop or smartphone, open the application and apply to the most recent COVID-19 related tasks. With lots of the same safety and safeguarding features that TeamKinetic has always had.
Volunteers can then keep track of their applied tasks in the ‘Tabs’ in the application.
NEW: These are new tasks available for volunteers to help with
APPLIED: Volunteer can see their applied tasks waiting for approval from Admin/Provider
ASSIGNED: Volunteer has been approved, the volunteer can now see more details on the COVID-19 related task. Such as more sensitive information i.e. exact address.
COMPLETED: Once completed tasks appear here for the volunteer’s personal record
These are all the questions asked during our webinar. To find something more easily, try pressing ‘ctrl’ and ‘f’ on your keyboard then typing a keyword.
Can I watch the Webinar again?
You can see the webinar we did on Friday 3rd April at 2:00pm below. If that doesn’t work click this link.
You can see the webinar we did on Friday 3rd April at 4:00pm below. If that doesn’t work click this link.
Where can I see/test these features out?
You can try out the task management on our demo site. Use the login details: Email = info@teamkinetic.co.uk Password = password You can view and download the volunteer app here. Use the login details: Email = kangarolf@yahoo.co.uk Password = password
Is this free to organisations/groups?
We are offering TeamKinetic Advanced for free to community groups for 3 months during this crisis. More formal organisations such as volunteer centres can access special pricing on our Enterprise addition if required. To get started, go to our website.
Do the mutual aid groups count as small community groups?
Yes, though if they require our enterprise edition there may be a small fee.
How do I switch these new features on?
Watch this short video that shows you how to set this up on your system.
Can we import existing volunteers via CSV or from another system?
There is no automatic way to import volunteer details, although it is possible, there would be a charge incurred for migrating the data. Alternatively, you can INVITE them via a CSV file and the system will track if they sign up.
This is often better as the information is up to date and you will know that you have captured all the relevant information. (When you migrate data there are often gaps in the information where we now require information that was not captured in the first instance.)
Is this all GDPR compliant?
Privacy by design is central to our development process. The new features comply with GDPR and you remain the data controller for your data.
On the front page, instead of using the words ‘volunteering operations’, why not ‘volunteer tasks’ since the app is called a task?
You will see in the latest version, once you switch on these features you have a box for ‘Tasks’.
Will existing volunteers have to register again as COVID-19 volunteers?
No, but you may have some new processes that they need to complete before you allow them to be a COVID-19 volunteer (e.g. upload their ID).
Do all existing volunteers get to see these opportunities?
All existing volunteers that have access granted to your current application (i.e. they have been cleared after registering) can access the new COVID application.
They will see opportunities whose criteria they meet (criminal check required, etc.) in distance order from either their current location (if given) or from the location entered in their profile.
They will only be able to see these new tasks via the COVID app, they are not visible on your main website.
Can we have custom fields?
You can not currently add custom fields to TASKS, but this may be something we explore in future development.
Can the text on the landing page be made clearer? People have ‘registered’ and assumed they are volunteering. But they have not joined/ applied for an opportunity.
We will look at the wording on the landing page.
We strongly encourage you to look at your current post-registration email and make sure you are being very explicit about what you want your new volunteer to do next.
We also know that some organisations have had some very good results by emailing all volunteers who have registered but not as yet gone on to join a volunteer opportunity. Hit those volunteers with some direct messages via email and SMS text explicitly telling them to sign up for a task or an opportunity. To do this watch the video below.
Is this standalone or can it be linked to an opportunity already in existence?
‘Tasks’ are standalone right now, this was done for speed of development and the unique situation this crisis presents. Looking to the future this will be something we will be looking to integrate into the normal TeamKinetic App.
Can you set age limits on tasks?
No.
Does it automatically add the volunteer hours and feedback?
Not currently, as these opportunities don’t necessarily convert very well to an hours metric. Though we will explore some other methods for tracking these Tasks.
In the ‘Search Volunteers’ filters, how do I filter volunteers I have already emailed?
You cannot directly search by volunteers you have never emailed. It is possible though to filter by those volunteers that have not joined an opportunity and/or that registered before or after a set date. So you can every month use the NUMBER OPPORTUNITIES JOINED in conjunction with the REGISTRATION DATE to select everyone in that month that has registered but not joined an opportunity and email them.
Does it use ‘Push Notifications’ via the app or are volunteers updated by email?
Not currently Push Notifications, but it is on our roadmap. Volunteers can be contacted by email and SMS text and via the chat function within Tasks. Push notifications are difficult to set up and are not consistent between iOS and Android. We will be looking at adding in-app notifications in the short to medium term.
Is there a safeguard in place in relation to the number of hours a task has been assigned before it’s completed?
The age of the Task is displayed in hours and days on the Task details. There are no reports or warnings yet around tasks that are beyond their target date by a given interval. They will, however, always appear at the bottom of the unassigned list.
Some of the referrals we’re getting through may be urgent in nature, is there a RAG rating on the tasks?
We don’t have a RAG (traffic light) rating on tasks. You could use words like urgent in the title for now.
When we have tried this in the past we find the system quickly becomes diluted as provider, given the choice, selects urgent!
Can you request certain volunteers do certain roles, i.e. if they are in Aldi already getting the volunteer to pick up multiple shops at the same time?
Volunteers can be assigned multiple Tasks by an Admin or a Provider user or they can also self-assign multiple tasks. So they could join multiple tasks which involve picking up food allowing them to complete multiple tasks in one shop.
Is there a place where people can record money changing hands?
As you can imagine, money is involved, there are significant risk factors to take into account, so it is not the type of feature we would want to rush, but it is something that we will look to tackle in the next few weeks.
Can we upload photos of shopping receipts?
This is a great idea for a feature and we will add it to the road map.
Is there a diary linked to this?
Not currently, though we have taken note of this and will be looking at different user interface options as we continue the development of the application.
Is there a word count on the notes area for example, where shopping lists are very long?
The word count will be sufficiently large to allow quite detailed notes. If you find it is insufficient please raise a support ticket and we will look at extending this.
Who will be putting the information on? Is it Volunteer Centre staff?
We envisage Tasks being added by both Admin users and Providers depending on the organisation, but mainly providers.
Who are the ‘Providers’?
A provider is someone/an organisation who advertises a volunteering opportunity.
Does it connect into local voluntary and community groups who are coordinating various volunteer activities?
Yes, this new TASK functionality will allow these community groups to register as a provider and manage their volunteers via your system.
Who can add tasks – any provider? Approved providers?
Admins can either allow ALL providers, only TRUSTED PROVIDERS, or SPECIFIC (handpicked) providers to add tasks.
Can we hide the ‘community tasks’ from some providers?
Yes.
How will it be coordinated with Local Authority contact centres?
We know the landscape varies across the country, so we are trying to build these features to be as flexible as possible. We have examples of the Task system linked to other systems within the council and examples of council staff being established as providers so they can add Tasks directly or via some sort of upload function.
Some centres are not managing volunteers directly, such as PAVS. But we see that this might work for our providers, it would be useful if a little “how-to?” could be produced for us to disseminate to the groups.
I think this would work for mutual aid groups, but it’s not our job at VC to do this – I think this is functionality for providers not for us. Mutual Aid groups in Gwynedd have already got systems set up – I don’t think they would move over onto a completely new system now.
We are not forcing anyone to use this system and appreciate you may have a solution that is working locally. As mentioned there may be the ability to link alternative systems together as we are doing in Greenwich, but this will involve a cost and some additional work.
The functionality is mainly aimed at providers, and specifically, community volunteer coordinators who don’t have access to tools to manage their volunteers.
Who actually checks the volunteers? Is it us Admins within the volunteer centres that approves the volunteer?
The on-boarding of the volunteers remains the same with regards to TeamKinetic. The volunteers still register the same way they did previously, you may decide locally that your process has to change to deal with the particular issues of this situation. But there are ‘flags’ against each volunteer to be ‘Cleared’, ‘Inducted’, ‘Criminal Check’, and ‘ID Verified’ which can all impact volunteers’ access to tasks. So if you specify that a task requires volunteers to have shown their ID, then it will only allow these volunteers to join the task.
What is being done around volunteer identification?
We have included the ability to mark a volunteer as having ID, and restrict tasks to ONLY volunteers who are marked as having submitted their ID.
If the volunteer isn’t assigned to a group/provider, who validates them and checks them?
Volunteers will appear to the Admin as they have previously, waiting to be cleared. You may wish to enforce additional checks or required documents such as picture ID or proof of a criminal record check. You may also wish for the volunteers to include a picture of themselves for example, which can be locked so they can’t change it after it’s been checked. These features can all be enforced via the Super Admin area.
Some customers are using text messages, requesting the volunteer upload the appropriate ID documents. They have set up a template text message that they send to the volunteer once they have agreed to do a task which has our organisation name and phone number on so that they can upload the appropriate documents.
Most of our existing volunteers don’t have ID on the system. Does the system stop them taking a task if they haven’t proved their ID on the system?
We have added a new flag for volunteers so admins can start to mark volunteers having provided ID. We will be adding this flag as a filter to the tasks presently. It will be a decision for each organisation if they want to go back and historically flag volunteers and use the ID restriction on tasks. We will be able to help with identifying volunteers with uploads, please get in touch via support ticket.
The lock feature you mentioned available on Downloadable Documents is not available on my system? I am a superuser and have been using Downloadable Documents all week.
Downloadable documents are different from the documents that are uploaded to a volunteers profile. Downloadable documents by their nature cannot be affected by a volunteer. It is possible however to upload a document to a VOLUNTEER’s profile and disable the volunteer from being able to remove it. Locking documents is covered in the ‘Adding Volunteer Documents’ video above.
How do you record who has DBS checks?
These checks are recorded in the same way as previously in TeamKinetic. Here is a short video on how you can do this.
DBS can only be added by an Admin user. These details are visible to providers via the volunteer profile.
How will Providers know if the volunteer needs to have had a DBS check? How will you be able to check that the volunteer has really had that?
Criminal records checks can be recorded in TeamKinetic by Admin users only. Tasks and Opportunities can be limited to those volunteers that have a valid check in the system.
This will depend on some extent to some support and training from the Admin users for the Providers.
I thought the DBS/criminal record check function was turned off for Volunteering-Wales.net?
The criminal check sections of a volunteer’s profile are always available. So you can always record a criminal check against a volunteer. There is also a super admin switch (which is currently switched off for Wales) that controls if the criminal check restriction is available when creating new opportunities.
It was switched off for PROVIDERS as many providers were saying that the opportunity required a Criminal Check, but the volunteer couldn’t join the opportunity as they didn’t have a criminal check against them in the system. But it is always available for administrators to add a criminal check to volunteers.
One of the issues is around managing these tasks. Many volunteers are doing these tasks on an ongoing basis and will agree with an individual as and when they’re required to go shopping. How will this work with the app?
We are already working on a solution to this issue, with tasks that are ongoing and require more than one volunteer and we expect to see those functions soon. We are looking into FOLLOWING A PROVIDER which could send an email to volunteers who are FOLLOWING, to inform them that they have recently added a task.
Is there an option to confirm ‘task completed’ and all satisfied?
Yes, see the short video below.
If new volunteers sign up for a task, how can providers provide them with code of practice/ safeguarding info appropriate to the task?
Can we build in Volunteer training/ guidelines as they sign up?
You can continue to use the Document Hub in the Super Admin area for both Volunteer and Providers, see the video below to see how you add documents.
Further Guidance from WCVA will be shared with our Welsh customers as it becomes available.
Can you assign tasks directly to someone who has not applied? I already have people on a waiting list?
Yes, below is a quick tutorial – how to assign a volunteer to a task.
How does the volunteer join their local support team (community group) on the site? Can our ‘Street Champion’ role only be open to volunteers accepted on that opportunity?
Right now that is not possible, but we are exploring the ability to be ‘linked’ to a provider for a future update. So a provider may have a group of local volunteers that they know and want only to engage with rather than other volunteers from the system, that they may not know.
Please can we as admins have the function to authorise these tasks? We don’t want volunteers taken advantage of and we don’t want the private data being passed into the wrong hands.
We are trying to add a pre-approval process by admins for all provider created tasks. We will endeavour to have this ready for release or soon after. You will always be able to DELETE unsuitable tasks until we can complete this change. It is a balancing act between not requiring administrators to get involved with every task transaction, but giving them enough control to be able to identify tasks that should be removed.
Can individuals register their requests for support (for example shopping requests)? Or the group admin has to record these individual requests of the system?
The admin or Provider can add tasks. At the moment if a person requires support they could either register as a Provider or contact an existing Provider or administrator so the task can be added to the system on their behalf.
This task app may work well if you add an ‘Ask’ session where the public can ask for support, then we can create a task from their ask… is this possible? we have people contacting to inform us about needs in the community for example.
It’s a great idea and one we will look at if people think there is an appetite for this.
How soon will the ID function be available?Can any individual that registers on the site print out a volunteer ID? Are we assuming that everyone will be a safe volunteer?
On the ID function and approval of it. WCVA is discussing at a Wales-wide level to get Police others buying in and support for the approach. We will update all hopefully next week on how those conversations have gone and how this feature may develop based on what the police state they require.
When we set up a task, can that task be saved as a template task so we can use it quickly to set up the next task? E.g. automatic upload of saved or previously typed words/data.
Not at the moment, there is only one field (Task Title) which may be a similar form task to task, and we have already added an auto-suggest functionality to this field. The other fields will be different from task to task (e.g. recipients address, or shopping list).
We will also explore CSV uploads and an API link where appropriate with clients to do so.
Can you download the documents uploaded by Volunteers in CPD & Documents area? We’re considering the most secure way to share images of say DBS checks with providers.
Yes, you can upload and download copies of documents. Though sharing Criminal Records Check information may have significant GDPR considerations as this is sensitive data. It would be our suggestion that you share the DBS number and direct your providers where necessary to check those numbers on the DBS website. Alternatively, you can check the number for them on the DBS site.
Is this new section of Volunteering Wales bilingual?
We will be working towards a bi-lingual interface, but initially, we will develop the English version as we know speed is paramount at this time, once we have an interface that is relatively stable we will look to add the Welsh language elements.
Are you going to have a limit on how far a volunteer can travel to apply for a volunteering role?
Opportunities are filtered initially by proximity and it is the assumption that people will be looking to help out near home. We have no intention of adding an arbitrary distance currently but if this becomes an issue we will be happy to revisit.
Is there a report built that shows things such as average time for completion, etc?
There is little reporting right now, but this is something we are aware of and will be thinking a little more about as we get more data.
The tasks need to clearly state who the provider is.
We are open to this type of feedback and we will see what we are able to do, to improve the user experience.
Does this mean that ‘Informal Groups’ COVID-19 Neighbourhood and Mutual Aid Groups are now able to register themselves as Providers, not just the usual formal (registered charities/Groups etc)?
Our usual minimum requirement to register a provider is a volunteering policy and insurance. Which may not be appropriate for those small groups, as we don’t know most of these groups how do we know they are legitimate?
If you know the people running these opportunities and Tasks then they are probably ok to be approved. Most are well-known people in communities and local councillors. It is open to local discretion.
Could the informal groups be registered as COVID-19 providers and keep them away from the main section of the site? Maybe only COVID-19 providers should be able to see COVID-19 tasks.
This is not currently available but is certainly something that could be considered in a future update. We will add it to our development road map.
Once a volunteer selects the task, is it no longer open to others, i.e. can more than one volunteer select one task giving the provider a choice of who’s best suited?
Not currently, but it has been talked about for a later version of the app.
If there is something already in use in a county can the function be turned off so volunteers aren’t trying to sign up to tasks that won’t exist?
Yes, this is an optional feature set that can be switched on and off as required by the Admin. You can see a short video on how to do that below. We are also allowing you to use these features on a provider by provider basis.
Do you have any publicity that would help us with promoting this new function, please? Coming from WCVA/WG seems to help us locally and is seen as more ‘official’.
We are working with the Welsh Government and other partners on this.
How are you going about promoting it to the community groups?
We need your help, please feel free to share TeamKinetic with other organisations or community groups you think might benefit.
What is the URL for the TeamKinetic blog?Will the comments be available on the blog as well?
Yes, and now you’ve reached the end of our FAQ section! Feel free to browse our other blogs by clicking here, or visit our website.
Still Have Questions?
Send us your questions via Facebook, Twitter, LinkedIn, or on the YouTube videos at the top of this blog post. We’ll try and respond ASAP and we’ll add them to this post or everyone else to see!
You can also call us on 0161 914 5757 or email us at info@teamkinetic.co.uk.
Volunteers are cementing their value in society. After the call for NHS volunteer responders was made by the government, five people per second enlisted to volunteer.
Volunteers from across local councils and community groups have not been shying away from COVID-19. In fact, they have more than risen to the occasion, by offering their support to those most vulnerable and keyworkers – despite the increased risk of being exposed to COVID-19 themselves.
The community at the heart
Communities and councils have been working together throughout COVID-19 in order to provide help to those most at risk. Since the start of the virus 2,700 grassroots groups have formed with a total of 2.5 million group members – these figures are increasing daily. Volunteers in the community have signed up to these groups to help deliver food and amenities. Figures like this really show the power of human resilience and determination to make the world a better place even in the darkest of times, which we find ourselves in now.
Find volunteering groups near you
For prospective volunteers who are seeking roles in their local community, it would be well worth your while looking at Covid-19 Mutual Aid UK. This organisation has been responsible for coordinating the many volunteering groups which have risen all across the UK. Their website displays a map which contains various known local volunteering groups. The site also allows you to add your own volunteering group by connecting your own group’s social media channels and website.
Clap for our NHS workers
#ClapForOurCarers was a brilliant community effort from all across the UK. With people showing they’re appreciation for those working non-stop during this pandemic, with masses of applause from balconies, gardens, front doors and windows.
Common uncertainties facing communities
Despite many communities having many enthusiastic volunteers, some uncertainties still lie when volunteering during this pandemic.
Firstly, you can leave your house to volunteer to provide help to those vulnerable, providing volunteering can not be done from home. But if you fall into the high-risk category, being over 70 or having health conditions please try to find volunteering opportunities from home via the computer or telephone.
You haven’t got to be a superhero to help out so don’t be afraid of not knowing what to do at first. But at the same time don’t feel pressured to volunteer, it is optional and you should only volunteer if you want to.
You don’t even have to sign up to anything to be a good person, you could easily keep an eye out in your neighbourhood. Perhaps you know of an elderly person who lives around the corner, it wouldn’t hurt for you to check if they’re ok. Or maybe an NHS worker lives nearby and doesn’t have time to get food in for themselves after work, perhaps you could grab something for them while your shopping yourself? These little things may not seem like traditional volunteering but you are making a difference and having a positive impact on someone else’s life with nothing in return, so maybe you can volunteer without even knowing.
Stay safe, stay positive we can overcome this together
TeamKinetic have added an entirely new set of roles and functions we call COMMUNITY TASKS to help our customers get volunteers to those people that need it most in the community. There is also an associated app for mobile!
Communities across the country are already starting to rally in support of each other during this pandemic.
We’ve put together a video and step-by-step instructions below showing how to promote your COVID-19 related opportunities.
1 – Add tags and descriptions to your COVID-19 related opportunities.
In order for volunteers to find COVID-19 related opportunities you will need to have a way of identifying those opportunities in the system. You can do this by either making sure the opportunity title includes a key words like; covid, virus, corona, or pandemic, or add the words as TAGS to the opportunity.
Either of these solutions will allow the system and volunteers to be able to search and find the related opportunities via the normal search bar.
When you login you’ll find your custom search link in the COVID-19 notification bar. You can distribute this link via email and on your social media posts and when clicked will go straight to the COVID-19 search results.
2 – Add An Event Called COVID-19
An event is just a group of opportunities which have something in common. By adding a specific event name, that event will show at the top of the volunteers search results.
To use this method you will need to create an event called ‘COVID-19’ and EDIT your opportunities and mark them as PART OF A LARGER EVENT
3 – Email all volunteers about COVID-19 related opportunities
We have added a button at the top the dashboard when you login as admin:
This button will automatically email your volunteers a list of all virus related opportunities (email shown below).
If you would like to only email specific volunteers then you can email the special link shown when you login as administrator.
When clicked this link will go to the COVID-19 search results.
Further help
If you have trouble setting any of this up, please open a support ticket and we’ll try to help.
Here at TeamKinetic, we are happy to support a range of clients, from NHS services to charities and volunteer centres. During the current coronavirus pandemic, volunteers may be needed more than ever, but it is also important for everyone to stay safe.
The recent coronavirus outbreak may mean that volunteers are needed for a different selection of tasks. Due to the potentially delicate states of some patients, exposure to the virus could be fatal and should be limited as much as possible. Furthermore, the virus could mean a much higher number of patients in hospitals across the country, increasing demand for NHS volunteers both during and after treatment.
Business as usual?
The newest government advice suggests not. With volunteering often involving activities that involve a lot of face-to-face contact, the risk of spreading the virus is increased. For example, our client the NHS Northern Care Alliance usually advertise opportunities such as:
Offering companionship during meal times.
Wayfinding for outpatients and visitors.
Taking outpatients to appointments using wheelchairs if needed.
These activities involve high levels of social contact, a lot of which will include contact with high risk groups. Moving to focus more on digital or non-contact forms of volunteering may be the best move for everyone right now.
Volunteers adapting to the outbreak
It could be said that one of our clients, Humanity Road, is already prepared for a situation like this. They advertise a lot of volunteering opportunities that can be completed from home. This looks to be the safest bet for anyone with volunteers in the at-risk groups who still want to help however they can.
However, if you have volunteers who are not at-risk and want to help in other ways, here are some examples of volunteers adapting to the coronavirus outbreak…
Creating and delivering ‘care packages’ to those in isolation. A pub in Liverpool started sending out packages containing toilet roll, food items and soap to pensioners in the community.
Offering general help for those in self-isolation. A 17 year-old boy from London called Josh St John James set up a group of young volunteersto offer support in any way.
Cleaning. Frequently cleaning and disinfecting objects and surfaces that are often touched by a variety of people in an environment can be an effective way to prevent the virus spreading. Although simple, it may be a task that a lot of hospital paid staff are too busy to do.
Preventing ‘bed-blocking’. Teams of volunteers can ensure that patients can be discharged when they are ready, rather than block beds due to a lack of support at home. Becoming a carer can help take strain off our NHS services, helping a greater number of people recover in the long-term. As long as there are carers available, more beds will be freed up to take new patients in. It is important to note that if a volunteer believes they could have the virus, that they do not offer to care for someone who is in the at-risk group.
The care packages put together by The Bootle Arms, a pub in Liverpool.
TeamKinetic is always here to help
We will always try and provide you with relevant news through our social media channels, especially in situations like this. You can find us on Twitter, Facebook, LinkedIn, and YouTube.
If you’re finding it hard to recruit volunteers or advertise opportunities without a digital system in place, you can use our system completely free of charge for the duration of the pandemic by going to our website and starting a free trial.
If you have any questions or concerns, don’t hesitate to contact us via phone: 0161 914 5757 or email: info@teamkinetic.co.uk
Even if you haven’t seen the lastest news or attempted to buy hand sanitiser recently, you may have noticed a decline in volunteer participation, and that pasta and toilet roll are now worth more than GOLD!
Keeping your volunteers volunteering and coming to sessions can often be challenging. During a virus pandemic, it’s sure to make that job even harder. In this blog Teaminetic aims to give some practical advice to keep your volunteers volunteering.
Reassure
Reassurance will be key. The message to volunteers should be to not panic, that volunteering should be proceeded as normal unless specific advice is received. During this time you may need a higher level of communication between yourself and your volunteers. Clear communication will help to remove the anxiety that volunteers may be feeling, and help you restore confidence through reassurance that you are doing everything possible to reduce risk.
Prepare
Preparation is key, and following a few simple rules will help.
Assuring hand sanitizing stations are filled and available
Surfaces that are regularly used have been cleaned, countertops, doorknobs etc.
Asking politely that anyone who isn’t feeling well to not attend sessions.
Provide disposable wipes so that commonly used surfaces like keyboards, remote controls, desks etc can be wiped down by volunteers before each use.
Enable micro-volunteering or volunteering from home.
Notifications
Keep volunteers up to date with the latest news from your organisation, via newsletters, emails, texts and social media channels. A lot can happen in 24 hours as we’ve previously seen. The fluid situation could mean that sessions or events might need to be cancelled at short notice, so try to keep your volunteers informed.
Volunteering from home
There is a high probability that people could be asked to work from home. If, or when, the government issues these measures, perhaps your organisation could adopt virtual or micro-volunteering in order to maintain volunteer involvement.
Micro volunteering involves low commitment action towards a cause. Micro-volunteers can choose how and when they volunteer, providing they have access to the internet via a laptop, tablet smartphone etc.
Micro-volunteering opportunities could involve.
Signing online petitions
Writing blogs
Re-tweeting and posting relevant content on Facebook and Twitter.
Providing feedback on marketing materials.
Creating Facebook Live meetings or Google Hangouts meetings.
Getting creative by generating material for upcoming events.
Micro-volunteering and virtual volunteering will not replace traditional volunteering. However, during COVID-19 it maybe your best option in order to maintain engagement and stay tuned with your volunteers.
In the meantime
What can we all do to help prevent the spread of COVID-19?
Cover your mouth and nose with a tissue or your sleeve (not your hands) when you cough or sneeze.
Put used tissues in the bin.
Wash your hands with soap and water often – use hand sanitiser gel if soap and water are not available. Remember to wash your hands for 20 seconds, whilst singing God save the Queen (Other songs are available).
Try to avoid close contact with people who are unwell.
Clean and disinfect frequently touched objects and surfaces.
Refrain from touching your eyes, nose or mouth if your hands are not clean.
Stay positive, remain calm and don’t worry, there’s enough toilet roll for everyone…
What positive changes should volunteer managers be anticipating throughout the upcoming year? TeamKinetic aims to explore the changing avenues in which you may find yourself turning down at any given point.
Embracing Technology
This year alone there are predicted to be 51 million smartphone users, who will have access to various apps on their phones. For the volunteer manager, this is brilliant as many volunteer management systems – including our own can operate through an app. Creating more ways in which you can manage and communicate with your volunteers. Which will help your volunteer management run a lot smoother, not just for you but your volunteers as well.
Training
Phone calls and face to face meeting could be starting to become a thing of the past. Many organisations including ourselves are now adopting the use of ‘virtual help’. This being online support which is readily available for all volunteers. Virtual help makes good use of platforms like YouTube, instant messaging and help forms. Which in short saves the volunteer manager time.
Ageing Population
People are living longer and healthier lives, which isn’t a surprise. People are starting to take a lot better care of themselves by feeling more inclined than ever to live healthier active lifestyles.
Therefore volunteer managers should expect a rise in the number of older volunteers with time and energy to volunteer. Perhaps its time volunteer managers shifted perceptions of the ‘old’ volunteer, and started removing aged based limits on volunteering opportunities. Although people aged 65 and over are 45% more likely to volunteer than any other age group, only 6% of those over 65 actually feel old. Meaning older volunteers are more than happy to take part in more physical volunteering opportunities – if given the opportunities to do so.
A common theme that our customer relations team has found here at TeamKinetic is that. The wording of opportunities can often make volunteers not want to join an opportunity. Volunteer managers should try to be mindful when writing volunteering opportunities, as certain words can make opportunities sound more physically tiring, boring or even more complex than they actually are.
Younger Volunteers
There are small indications that the younger generations are starting to volunteer a lot more than they used to. 70% of 18 – 24-year-olds have reported having volunteered at some point in the last year. Recent interviews held by TeamKinetic and student volunteers help support this statistic, as many students did volunteer in some shape or form. Either to improve their academic profile or just because they wanted to give back to their community and have fun. This increase in younger people volunteering only gives volunteer managers more options and opportunities to attract younger volunteers, who are enthusiastic to help and be apart of a volunteering programme.
Volunteer Led Opportunities
Volunteer-led opportunities involve listening and understanding what your volunteers want to do. It’s a growing trend that organisations are listening more to their staff and their customers. It would only be right to suggest that volunteer managers could do the same. A volunteers feedback could pose to be very useful as they are the ones taking part in the opportunities on a regular basis (on the front line as you may say). Suggesting it might be worth allowing volunteers to take lead on some opportunities, as this could be more impactful or at the very least, given the time to suggest new ideas.
A Question of Flexibility
How much flexibility volunteers have is always going to be a changing factor. Pictured above are some of the many reasons why the average person is soo busy. Considering these in modern volunteer management could mean thinking about running more “one-off opportunities”. which are opportunities that don’t happen on a regular basis (perhaps monthly), allowing time for volunteers to adjust their schedules, making it so they don’t have to commit to a specific time frame every week.
For more information on TeamKinetic volunteer management, visit our website or call us on 0161 914 5757.
Happy World Book Day, not just to the children but to all the volunteers across the UK helping to support our Libraries.
Across the last decade, over 500 libraries have been handed to volunteers. More and more libraries are still becoming staffed only by volunteers, instead of paid staff, provided by the council. This is due to the council making budget cuts. However, this is still better than the alternative of closing down local libraries, inhibiting children of what still is an exciting adventure out the house to somewhere new where their imagination can run wild!
Libraries create opportunities for children to:
Learn
Develop and grow
Interact with other children
Get help with homework
Give mum and dad a break
And generally, have fun through the power of imagination!
Libraries are being revived
Despite some towns being deprived of their local library services. Many libraries still continue to run each day through the commitment of local community volunteer groups. Where members of the groups will rotate working shifts allowing the library duties to be split equally amongst the volunteers. Many community-run libraries have been revived by volunteers. This is because the previously paid staff before weren’t local, therefore naturally they didn’t have the incentive to be as engaged with the community as current local volunteers are now.
Volunteers helping communities
Community volunteers are performing amazing tasks in order to keep libraries fresh and welcoming to all local communities. Our current client MCRVIP in Manchester have been advertising volunteering opportunities for libraries across the whole of Manchester, opportunities at Manchester libraries can include:
Lego Club volunteers
Once a month Film and craft volunteers
General Community library volunteers
IT volunteers
Homework club volunteers
Saturday club volunteers
More roles than you would have realised, it shows that it’s not all stacking and scanning books, but actually helping the community and interacting with the children and adults that go.
So thank you to all the volunteers for helping our community libraries.
