TeamKinetic’s has always understood the importance of a positive volunteer experience. It is this understanding that has driven all of the development to be volunteer-centric, to ensure that both our clients and volunteers are happy.
We recently had the opportunity to discuss the experience of Dimitris Lampropoulos, a Football Coach who volunteers using Manchester Volunteer Inspire Programme (MCRVIP). MCRVIP is a programme which aims to recruit, train and deploy volunteers to support sport and physical activity within Manchester and uses the TeamKinetic system to do this. In the following case study, we share his experience using the system.
First experience with TeamKinetic software
“Having previously volunteered, the process of registration and joining opportunities could be tedious. Every time I wanted to participate in an opportunity, I had to make a call to the organisation, see if they had any opportunities available and then find out how to participate in. This process could often be timely and was restricted in the number of opportunities I could find and access information on.
Using TeamKinetic’s system through MCRVIP, I found it to be very straightforward to use. It was a very convenient and useful way to find opportunities, with a much easier process to select and apply to volunteering opportunities. The registration process is very straightforward and it only took a couple of minutes to create a profile. Once this has been completed you are able to find opportunities, which can be viewed on the homepage or searched for using the search bar.
The process to apply to each role is simple. Duties, qualifications, location and contact details are included in the opportunity description, as well as the sessions and dates. You can also share opportunities you have joined on social media, making it easier to involve my friends.
Once you have completed an opportunity you can leave feedback, through a simple thumbs up or down and add a comment. You can also see the number of hours you have logged and sessions you have attended in your profile. If you complete a specific number of hours, you will gain badges to acknowledge your participation and thus you will have the opportunity to turn your logged hours into vouchers. Depending on the opportunity provider, this could be traded for a free t-shirt to a discount on coaching courses”
Experience and benefits of volunteering
“I am delighted with my volunteering role of MCRVIP. Through this position, I have the chance to be involved in Manchester football and also to be registered on Manchester Football Association. My volunteering has now grown beyond the pitch, as the founder of the charity I work for offered the opportunity to get involved in the administrative and development of the charity. This will help to continue my professional development and provide me with the knowledge and experience in the business of football and will help to strengthen my CV.
Overall, being a volunteer can be a very beneficial experience, not only does it provide a sense of fulfilment it can improve employment opportunities. As a volunteer, you build your network, create new connections and can discover new opportunities. It also shows that you are eager to build your experience and do something to help others.
TeamKinetic provided the most straightforward system for joining opportunities I have come across. I really like how intuitive the system is and the motivation the hour trade vouchers provide. I could see this system working for sports organisation, charities or any organisation that requires volunteers.
They really provide a simple to use the system and I will be sure to find other opportunities using MCRVIP”.
For further information on TeamKinetic’s volunteer management software please email chris@teamkinetic.co.uk or call 0161 914 5757.
TeamKinetic recently visited our friends in Scotland, Volunteer Glasgow. With over 45 years’ experience of supporting charities and 3rd sector organisations to recruit and support volunteers, Volunteer Glasgow has managed to be one of the most successful third sector organisations in Scotland.
Over the years the many volunteer-dependent organisations Volunteer Glasgow supports have faced various challenges in the recruitment, retention and management of volunteers. Upon acknowledging the need for a new digital volunteering platform better able to meet the city’s volunteering needs, the search for a more efficient solution began.
For the last year, Volunteer Glasgow have been using TeamKinetic’s volunteer management software. Nick Brown, Volunteering Services Manager at Volunteer Glasgow shared his experience leading to and using TeamKinetic. He explains the importance of having an online presence for opportunities, the fundamental problems concerning the previous methods of opportunity advertising and how TeamKinetic has provided the solutions to overcome these issues.
The importance of advertising volunteer opportunities online:
“Many of the organisations we work, look to advertise roles with a relatively short turn around so speed is of the essence when it comes to getting opportunities online.
With previous methods of advertising opportunities online, it usually took between three to five days to appear online but it’s crucial that you get your opportunity out there quicker than that, with the right message to the appropriate people.
This is because organisations are unsure of the resources available to them far in advance or they may be overwhelmed with work and maybe a bit rushed. This means the process for advertising opportunities, at times, needs to be quick and easy.”
The problems with the previous systems:
Previously, Volunteer Glasgow used the Scottish Council for Voluntary Organisation’s (SCVO) MILO2, but this had several challenges, with a major issue around the processing time to advertise opportunities.
Commenting on the system: “One of our biggest issues was the long time period for an opportunity to be advertised online. For example, organisations had to fill out a form, then we input the form onto a system which then took around three days to be published online. This issue was further made challenging as opportunities were sometimes uploaded with the wrong details or none at all. This had a real impact on the ability of our partner organisations to recruit volunteers and obviously also carried a reputational risk for ourselves.
Exploring our options, we had a trial with another volunteer management software provider, but experienced issues in the reliability and functionality. The importance of effectively recruiting volunteers is crucial to the running of charities and 3rd sector organisations”.
The biggest struggle for Volunteer Glasgow was getting the systems to work and appear properly. As Nick explained “having a presence online with opportunities advertised is essential if you want to ensure high levels of recruitment of volunteers in an organisation.
Previously if you had an issue it could take quite a long time to resolve. TeamKinetic changed that. If we need support or help they were always responsive to our calls and queries.”
How TeamKinetic helped Volunteer Glasgow:
TeamKinetic was introduced to Volunteer Glasgow by Glasgow Life, who had already been using the software to manage volunteers for the needs of sport and leisure purposes. Having been impressed by the functionality and simplicity of the system, with the benefit of being able to interconnect platforms, TeamKinetic was deemed suitable for Volunteer Glasgow’s needs.
Introducing TeamKinetic to organisations we deal with:
“We told the 250 organisation we deal with that they should get started on using the TeamKinetic’s software and see how they get on. If they felt they were struggling or needed help they should get in touch. Out of them all, only eight got in touch to ask for some support and guidance using the more advanced functionality. Consequently, they have all given feedback on how simple to the software is to use”.
Controlling advertised opportunities:
“TeamKinetic’s software provided the ability to manage and control opportunities posted in real time. It enables us to have a level of authorisation and control which we had not had before.
Something we have to remember is that although we are advertising opportunities for other organisations, it is our website, with our branding and reputation on the line. TeamKinetic’s software notifies us immediately once an organisation has submitted an opportunity, allowing us to approve it; check to make sure it is appropriate and has sufficient detail. Once we have done this, we can approve the opportunity and straight away it goes live on our website.”
What Volunteers thought of TeamKinetic’s system:
“From the volunteers’ perspective there was a positive feedback; it is much easier for them to create their own profile which is something that has never done before. Volunteers can log hours, leave feedback on opportunities and are able to earn themselves HourTrade vouchers.”
Commenting on the ease of use of TeamKinetic’s software:
“If you have ever, for example, set up an online shopping account or uploaded your CV onto a recruitment website, then you will find TeamKinetic just as simple to use.
Using TeamKinetic’s volunteer management software has enabled us to reduce the amount of time we spend inputting and writing copy content.
This has directly resulted in staff having more time available to spend on the things that matter, such as directly approaching and offering our services to other charities in Glasgow.”
Summary of experience using TeamKinetic:
“It is the responsiveness, ease of use and functionality of TeamKinetic that makes it so great. Since as we started using TeamKinetic’s volunteer management software we have seen a positive impact. In the last six months, everything has been made easier for all those involved. TeamKinetic addresses the issue of limited time, by reducing the time it demands to create and advertise opportunities. This has alleviated much of the stress and difficulties previously experienced. Volunteer Glasgow is now able to spend time more effectively and we are able to achieve so much more.”
To learn more about TeamKinetic’s volunteer management software and how it could help your organisation or any other voluntary workforce needs please contact one of our team.
email on james@teamkinetic.co.uk | Call us on 0161 914 5757 | Book a free demo: teamkinetic.co.uk
Just before Christmas TeamKinetic announced we were hoping to do something that would raise awareness of Homelessness. Unfortunately, we were delayed due to an overly busy period and our plans were put on hold until a later opportunity.
Still eager to pursue an event that will raise awareness of homelessness and support the thousands of people affected, James, our youngest member of TeamKinetic will be taking on the YMCA Sleep Easy challenge.
Sleep Easy is a national fundraising event which aims to help prevent youth homelessness. By participating in the YMCA Sleep Easy Event at St. Catherine’s College Sports Ground, he will be experiencing one night of sleeping it rough.
Sharing his thoughts, James said:
“I have studied in Cambridge and Manchester and have become increasingly conscious of homelessness. It is hard to even comprehend the reasoning as to why people end up homeless. But the moment you take the time to speak with the, you realise these people are often a victim of unfortunate circumstances and lack a supportive network many of us fortunately have. Of course Sleep Easy does not replicate what it is really like to be homeless, but it is a good way to raise awareness and funds for a deserving cause.” TeamKinetic works to support third sectors organisations in all our operations, sharing a vision to encourage social good. This is just one part of the commitment we made to support more organisation through our time, energy and resources. Can you help TeamKinetic support this worthy cause?
Find out more about the event and the donations page here:
TeamKinetic is delighted to have been recognised as one of the 100 most innovative companies in Greater Manchester, in a report produced by BQ and the Business Growth Hub, part of The Growth Company.
This new initiative is designed to shine the spotlight on some of Greater Manchester’s most forward-thinking small and medium sized businesses.
Innovation is at the very heart of helping businesses to succeed and grow. It is key to building a sustainable and growing economy, and can be recognised not just in products and services but also across management processes and business operations.
Firms recognised from coming from right across the Greater Manchester region, and represent sectors as diverse as food & drink, manufacturing, healthcare and digital.
Across Greater Manchester alone, Innovate UK has provided funding for over 600 innovation projects since 2004 and the North West is home to a highly innovative business community that are contributing to new discoveries every day.
BQ’s Bryan Hoare said: “We’re delighted to give companies the chance to see some recognition for the hard work they put into innovation in their businesses.
“Innovation is the key to unlocking future growth, job creation and prosperity for the region, and what these businesses are already doing is incredibly impressive in lots of ways.”
Chris Greenhalgh, head of innovation at Business Growth Hub, said: “It’s our aim with Innovation100 to raise the profile of those businesses innovating in different ways, inspiring others to innovate and achieve growth.”
“What the Innovation100 companies underline is that while innovation can often be related to products, it can also apply to developing disruptive business models, applying new processes and delivering new services. Innovation is across many different facets of business, across different sectors and different sizes of companies.”
Chris Martin, Director at TeamKinetic:
“It has made us very proud to be recognised by the Innovation100. TeamKinetic has worked hard to provide leading software solutions for over eight years. We have always tried to incorporate upcoming and leading technologies into our software and provide the best solutions for our clients. To be recognised as one of Manchester leading innovative companies makes that hard work pay off.
We will continue developing our volunteer management software. Making it easier for volunteers to find, join and stay engaged in opportunities. For our clients in the third sector, we want to continue listening to their needs and understanding how we can develop our software to cater to new challenges that may arise. It all boils down to wanting to make TeamKinetic’s volunteer management software the best.”
Following on from one of our recent blog A Waterfall Begins From Only One Drop of Water TeamKinetic wanted to continue sharing inspirational stories. We recently spoke with Denise Larrad, BBC Get Inspired Unsung Hero Award Winner at the Sports Personality of the Year 2017 ceremony. TeamKinetic is excited to announce she will be joining us at our 5th annual conference, with more details to be confirmed. First, we wanted to share her inspirational story:
Who is Denise Larrad?
A mother of two, 56-year-old Denise Larrad was selected to be a torchbearer for the Olympic Torch Relay at the 2012 Games. She was selected for her outstanding contribution to fundraising work by Asda, her employer. After being chosen to carry the Torch for the Games Denise had one sole aim – to get the people of Hinckley, Leicestershire, active.
Despite working night shifts in a warehouse, she finds time to help lead walking, orienteering, running and general fitness classes for children, families and the elderly. With a host of different activities and exercises sessions, Denise motivates and nurtures participants to be more active.
She is a trained walk leader, putting on weekly sessions for the elderly on behalf of the charity Age UK and also organises orienteering courses across the borough in town parks, woodlands and schools.
Tell me a little bit about how you got started as a volunteer?
I can’t tell you how I felt when I got this little red box with a running man in it. It said ”you have been chosen as one of the Olympic torch bearers”. Can you imagine how that makes you feel, you know. It was such a huge honour. Following then, I really wanted to give something back to the people of Hinckley.
How did you end up carrying the Olympic torch?
I’ve always been a runner, I’ve run marathons and climbed up Kilimanjaro with Martina Navratilova and Gail Emms. But usually, it is just me, as there has been no need to involve anybody else. That’s why I got nominated to carry the torch.
I ran the relay with Sebastian Coe through Sheffield on the 25th June, it was brilliant. I thought to myself, I’m not going to miss this opportunity, so asked him for his autograph.
Once I had carried the flame, I came back feeling inspired and motivated by it all, to go do something within my community. I went to the Local Council and told someone there how I wanted to get the people of Hinckley moving. The person I spoke to put me on run leader, walk leader and orienteering explorer training, so she provided me with the training for it all. I have also become a cycle leader.
What do you think is behind your continuing motivation to volunteer within your community?
I think it is what I am passionate most about, the walking, the running and general act of getting people more active. Having achieved everything so far and to receive national recognition, it’s certainly something I want to continue pursuing and hopefully take a little bit field in the future.
Were you a member of a club before you started volunteering?
No, I used to just run by myself. I never went with anybody. Somebody on my Sport Personality video said “she’s like a dynamo, she never stops” that’s me.
What do you think society at large can do to improve people’s outcomes with these things?
This is the difficult one. I think having someone like me helps, you need someone who is passionate and really keen to get people moving, working in the community and willing to facilitate it all. Paid and volunteer working together, a combination of both.
All our groups are welcoming, friendly and bubbly. Once people come, they want to come back again. We have a Facebook page where people can join the 140 members, I get about 50 to 60 participants each week.
Did you/do you have support from any other organisations?
I have support from the council, mainly from the Cultural Services and the Sports Development Team. If I have any questions, concerns or need stuff printing then they provide support. But on a day to day basis it is just me, but thats okay as were pretty much self-promoted.
Did you/do you have support from any other volunteers?
No not really, I’m a one-woman crusade. Just me.
What do you think is the key to building stronger communities and clubs?
The thing for me is the passion. I absolutely love what I do, there is nothing I like better than getting people moving, nothing at all. It’s what gets me up every morning and keeps me going. I’m a very enthusiastic person and optimistic, glass half full. Unfortunately, not everyone feels the same. If they lack the passion, then they are less likely to continue participating or contributing.
Getting other people involved is key, but it bring its own challenges with it. You have to find the right people to share that passion with, nurture and train them, that’s what happened to me. Although the council trained me, it was not something they previously offered out, it was because I asked. We have had others in my group become leaders, but they are yet to do something with it.
What do you think puts people off volunteering?
This is something I recently discussed at another conference, I think it’s time. It is going to take so much of their week away and they haven’t got the time. We said if you can break the volunteering down into manageable chunks, so it is not all just one person doing everything and other people are sharing the load.
What do you think makes volunteers happy, how should you look after and reward them?
It’s sharing their passion. Its sharing and helping people. Getting comments on Facebook, “I could never have done that half marathon Denise, without your help.” Things like that where you know you’ve made a difference.
I don’t think volunteers do volunteering for rewards. I really don’t. Prior to this year, I had never received any awards or anything, and it hasn’t stopped me for wanting to do it. It is not about the rewards it’s just to get people more active, Knowing you have done that and making a difference is the reward that is the bottom line for me.
It doesn’t have to be a free t-shirt or whatever. Unfortunately, sometimes the simplest acts can be the most rewarding or damaging.
On one occasion, I unfortunately had an experienced that made me very close to stopping everything I did. I felt undervalued and hurt during a photo shoot for a local organisation I am a run leader for.
There was myself who has been leading runs for five years and another run leader who has been leading runs for six months, we had both been asked to bring along some people for the shoot. I arrived with nineteen others, whilst the other lady, who happened to be about twenty years younger than me had bought two.
Now the photographer pretty much completely ignored me. This lady was given a run leader vest for the shoot and I never received one. It felt so unfair, it made me feel horrible. I’m 56, no spring chicken and I’m not a super model but I was made to feel completely and utterly unwanted. It made me feel like I was completely worthless, you come away from that type of experience thinking I’m jacking this in. This sort of thing, a lack of recognition, can be more damaging and make volunteers feel worthless. In that 1 hour photo shoot, they could have ruined 5 years of run leading.
The reality is I’m facilitating people, they are the ones who come out doors on a cold wet night and actually do it. I just keep reminding myself about that. They make the decision that they are actually going to come and in return I will continue my commitment to them.
What are your future plans for your voluntary work?
I want to get this message out to as many people as possible, I want to share the joy of volunteering, what you can get out of it. I want to do as much as I can whilst I am the unsung hero this year to get this message across. I’m going to carry on doing what I’ve been doing in Hinckley, I’m not going to stop that.
I’ve got a meeting with the head of the council on Thursday to look how we can take some of this stuff a little bit further and I’m hoping to set up a charity in Hinckley to get some activity evenings in the summer for families and kids, so they can come 5 till 7 in a local park where we can do lots of fun things that involve moving about. If you can get them young as children and involve the family, it sets them up for life.”
This insightful interview with Dennise Larrad, demonstrates the willingness and potential volunteers have with the right spark to ignite their passion. As the unsung hero, Denise represents the positive influence that one person can have in their community. With little support she has helped hundreds of people to become more active, improving their wellbeing and health. She is eager to continue her work and TeamKientic is excited to hear more about her journey in our 5th annual conference.
If you would like to know more about TeamKinetic, volunteer management or anything discussed in this blog, feel free to get in touch.
“A waterfall begins from only one drop of water, sir. Look what comes from that…”
(The Power of One, 1992)
Can a single person change the world? It’s a thought that has been on my mind for some time and the recent success of the Space X heavy illustrates just how one person can make a difference. When people ask me why I do what I do, I keep coming back to this idea. When I say it aloud, it sounds conceited and ridiculous. I struggle to apply context to my wish to change the world, and that makes my ambition appear grandiose and self-righteous.
So I have decided to change my approach to this question, and rather than making “crazy” proclamations about what I do at TeamKinetic, I have started to look at what it is we are actually doing to change our world.
The first thing to note is I have changed the pronoun from “I” to “we”. Each of us can change our own behaviour but the real magic starts when you move from “lone nut” and look to bring others with you, to start a movement! That is our ambition here at TeamKinetic. To build a volunteer management system that allows people to change the world around them; their sports club, their community group or whatever their passion might be.
TeamKinetic intends to put our money where our mouth is, as we try and be the change we want to see in the world. We believe that business should be and can be a driver of positive change for equality, for the environment and people’s lives.
One of the first ideas we had was to share the wonderful work our customers are involved in. How can we promote your successes and shout about your achievements that through TeamKinetic we have played a small part in making possible?
We want to share your stories with our other customers, system administrators, volunteer managers and sector leaders. We want to share how you have actually achieved the change you wanted in the hope that some of the best practice can be replicated, that we can all learn from each other’s failures and successes.
So here is my first call to action. Each and every one of you, please look at your volunteers, your providers and if you have a great story to tell, something worth sharing. However small, we want to know. Volunteering is powered by stories, great stories of how people worked together to create the community they want.
We don’t need a lot, just a few paragraphs telling your story, and we will take it from there.
Submit your stories and ideas directly to me at chris@teamkinetic.co.uk and for each story, we use we will send out one of our TeamKinetic t-shirts to the people involved with a letter saying thank you for their wonderful work.
This will form the basis of our new resource area for volunteer managers, where eventually we will have a shared document repository for admin users to share and swap documents, a question and answer forum and all the updates and videos from our Kinetic Academy sessions.
The current world is obsessed about innovation, development and becoming the next thought leader. Yet, many of us are happy in the comfort of routine and familiarity, and rarely expose ourselves to new challenges or experiences. We simultaneously crave new technology whilst holding on to tradition and conformity, and have become experts at managing and maintaining such cognitive dissonances.
The organisations we work for often openly encourage innovation and creativity, whilst prioritising regular duties done in the regular way at the regular times. There is little time allocated to focus solely on collaborating with innovation as the desired outcome.
As volunteer managers operate mainly within the third sector, there are numerous barriers to encouraging creativity: lack of resource, inspiration, nurturing of talent, autonomy and responsibility. These barriers are often heightened with increasing legislation, regulation and concerns for safeguarding which restrains volunteer managers further.
So, how do you unshackle creativity and innovation?
You challenge, you invite and you drive a change in attitudes, moving from being failure adverse towards learning and growth through failure.
Easier said than done, right?
There is a strong consensus by successful thought leaders that it is the small changes that result in the larger positive outcomes we achieve, often referred to as the compound effect or butterfly effect. These are the micro-changes that are easy to make but harder to sustain, but if successful will lead to much grander achievements.
From conception, TeamKinetic has been striving to do just this, overcoming the issue of recruiting a large number of volunteers in a relatively disengaged community. TeamKinetic recognised the volunteer management process had become stagnant in moving with the new technological age.
By identifying the challenges of volunteering, identifying recruitment, recognition, rewarding and reporting, each aspect needed a reformed approach.
By challenging the status quo, exploring new avenues and including a different approach, TeamKinetic were able to redefine volunteer management.
Our software development is driven by an end user approach and before we start any new development we ask: “how will this improve the volunteer experience?”. This approach results in software with a humanistic touch, encouraging self selection and exploration, and promoting self-growth for volunteers. By altering the focus from what we do that can benefit you to what is it that would benefit you most TeamKinetic is able to understand the needs of its sector in an honest, open and insightful way. TeamKinetic continues the process by testing improvements and listening to the response of industry leaders, specialists and those operating in the Third Sector.
How can you drive innovation in your volunteer management?
As a volunteer manager, you have great opportunities to influence the experience of volunteers. This will impact directly on the productivity, retention and relationship between your organisation and your volunteers. To start to improve volunteer experience take a moment to consider what problems you are currently experiencing with your volunteer management and what aspects could be improved.
Once you have identified problems consider the barriers to resolving them. Listen to stakeholders and to those that problems impact most, as these are the people who understand the problems. Then consider alternative ways of solving the problem and how other sources of inspiration can be used to achieve a solution. Obvious small changes can be implemented immediately and solutions for larger issues can be implemented via a long term plan.
TeamKinetic wants to help and share our insights in volunteer management. We also love listening to your thoughts and ideas and contricutions to our blog are welcome and encouraged. Please feel free to get in touch with us:
Spending time to appreciate and recognise your volunteers plays a crucial role in volunteer management, helping you to retain or recruit volunteers. To achieve the systematic involvement of volunteers, they need to be recognised and appreciated on a regular basis. It is challenging to retain your valued volunteers for a long time. If you are feeling frustrated and you run out of ideas, TeamKinetic is here to help and provide you with some creative and smart ideas.
TeamKinetic’s volunteer management software provides various benefits for potential and existing volunteers, which they help you to show appreciation to your volunteers and also to keep them satisfied. First, you can send personalised emails or text messages to each of the volunteers to say ‘thank you’. Volunteers also have the opportunity to earn achievement badges when they complete a number of logged hours of work.
And most importantly, volunteers can have the opportunity to turn logged hours into vouchers defined by the organisation.
Additional Ideas:
Give appreciation certificates/awards: Certificates/Awards are the formalised form of appreciation for the volunteers. In this way, volunteers receive an official certificate of their effort and job for the company.
Handwritten note: A handwritten note is characterised as a greatly efficient way of appreciation. This form describes why you recognise your volunteers and it should be confidential to them. Through this process, you show that they are valuable members of the organisation.
Publish Volunteer Stories on Your Blog/Website: A personal conversation with the volunteers helps them to be adapted easier and feel closer to you. You can arrange 15’ minute’s interview to ask them about their experiences and get to meet them personally. Then from these interviews, you can create wonderful stories and blogs of your volunteers and also it would be a valuable way to emphasise the importance of their work.
Gift ideas: You could offer some special low-cost gifts including candles, chocolates or inspirational small cards in order to create a more friendly and comfortable environment for the volunteers.
Letter of reference: Offer a letter of reference is a greatly beneficial aspect for the volunteers. It is an advantageous form which helps them in their future jobs.
Volunteers are a fundamental aspect of an organisation because they demonstrate the sensitive part of companies. Moreover, when an organisation or charity works with various volunteers, it shows that they want to give more opportunities to people in order to work hard and be involved in a business environment.
Thus, TeamKinetic has developed contemporary software to show appreciation for the volunteers and award them in different ways, including opportunities to earn achievement badges, personalised texts to say ‘thank you’ to the volunteers are some of the benefits that TeamKinetic provides to the potential customers/volunteers. Through this way, TeamKinetic shows that volunteers are valuable assets of organisations and you need to find different ways to keep them satisfied.
And do not forget….
“The heart of a volunteer is not measured in size, but by the depth of the commitment to make a difference in the lives of others”
Make sure you follow TeamKinetic to access exclusive updates on our volunteer management software and access to more ideas that will benefit your volunteers make sure you follow our social channels:
On Friday 26th January 2018 our new EULA and Data Policy was enacted.
Since 2016, organisations have been preparing for the reformation of data protection in the form of GDPR (General Data Protection Regulation). For many organisations operating within the third sector, a certain apprehension has loomed, driven by concerns for their volunteer database.
TeamKinetic, as providers of volunteer management software, wanted to offer reassurance to our beloved customers and those interested that we are aligned with the new legislation in preparation for the 25th May 2018 deadline.
The Changes
As the biggest change to data legalisation since the Data Protection Act, GDPR is poised to revolutionise how individuals can manage organisations using their data. TeamKinetic have undertaken an extensive review of all our policies and procedures with the imminent launch of GDPR and have made some changes to some of our most important agreements.
Below is a concise summary of the major changes made. However, we strongly recommend you read the more detailed policies accessed in our Terms & Conditions which includes full details [click here]
If you have any concerns after reading this, please get in touch with me at chris@teamkinetic.co.uk.
Things that have not changed – TeamKinetic will still never sell your data to a third party.
We are still registered as a data controller with the Information Commissioners Office (ZSA036104)
Privacy by design, Privacy by default
We have always taken user privacy seriously at TeamKinetic, carefully balancing that with the desire by our users to access the opportunities they are most interested in seamless fashion.
The new policy is much more detailed. Significant changes include:
As a company, we have explored in much greater detail the role of data usage across our business. Our policy introduction, legislation, and scope reflect this. We felt it was important to establish what parts of the business this document will directly address.
A much greater level of detail on what user data is collected is now required by GDPR. We have tried to make it clear what data we are collecting and in what context we will be using that data.
Since our last policy review, we have added iPhone and Android applications which make use of additional phone features. As part of our GDPR policy review, we have added a stand-alone “Mobile” section. This section addresses the specific differences between mobile and traditional desktop usage.
Data sharing is essential for the operation of the TeamKinetic. We want our users to feel confident and safe with the data they share with us. Our new Data Protection and Privacy Policy identifies what data is shared with whom in much greater detail.
TeamKinetic collects a range of data including personal data. Some of this is of a more sensitive nature. We also collect a range of metadata which we use to improve the performance of the software. Our new Policy identifies the types of data that are collected and how we use, share and store that data.
Tracking and analytics systems such as Google and Nielsen are fundamental to the operation of the internet. These systems track user and site behaviour online and require TeamKinetic to provide a range of anonymous data. The new policy explains our approach to these systems.
Social media plays a significant role in TeamKinetic. As such, we have identified the role of social media specifically in the use of data on these platforms.
We explicitly define that all TeamKinetic data is stored in the UK.
As part of our policy review, we have established Information Governance best practice guidelines. These now form part of all company employee training and induction.
Finally, we have added sections to our policy that deals with “Subject Access Rights” and “Compelled”
These policy changes have been reflected in our whole business and our updated End User Licence Agreement.
Kind Regards,
Chris
If you have concerns about the new EULA and Data Policy or wish to discuss what it might mean for you and your application, do not hesitate to get in touch.
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It is no secret that the National Health Service is planning some big things to celebrate its 70th Birthday. Two leading projects are in the works: The Cultural History of the NHS and The NHS at 70. Collectively, these celebrations coincide with the bigger movement to increase volunteering within the NHS and David Cameron’s Big Society.
The excitement for such celebration and the increasing role of volunteers within hospital trusts made it fitting to share the experience of NHS Pennine Acute Trust developing its voluntary workforce through TeamKinetic’s volunteer management software.
How TeamKinetic Helped the Pennine Acute Trust
A few years ago, NHS Pennine Acute Trust acknowledged its current method of volunteer management, which used a basic version of Microsoft Access, was becoming outdated and limited in its capacity to manage and engage volunteers effectively.
Exploring the options available became the responsibility of Jo McCallister, Volunteer Service Manager at the Trust. Jo recognised that social health volunteering is different to other voluntary sectors. With a much more rigorous recruitment process, including the processing of DBS and additional documentation required due to the nature of work, a system that was capable of supporting this process was essential. Jo also understood to create a strong, reliable and motivated workforce the software needed to provide effective channels of communication.
“Creating strong lines of communication is essential to any engaged team, more so in the voluntary sector as you have to understand what the volunteer is seeking and if you are able to fulfil their desire through an opportunity.”
When searching the different volunteer management software systems available, TeamKinetic was “a standout product, with a fresh and easy to use interface” prompting Jo to explore it further. With key features that surpassed the capabilities of the previous management method, such as logging hours, personalised and group emails, links to social media and the ability to upload additional documentation, the TeamKinetic software was an ideal match for the Trust.
To date, the TeamKinetic volunteer management software has successfully assisted in the recruitment of 550 volunteers, of which 90% are actively volunteering. Jo relates the success of the volunteering programme to everyday improvement the software has made: “Day in, day out, we know what we are doing, what our volunteers are doing and what needs to be done”. Being able to have a structured system in place has made her job and those in her department much easier. It also provides a sense of security and continuity with new or alternative administrators able to pick up the system quickly and easily if required.
The multi-tier system, between volunteers, admins and opportunity providers, benefits all of those involved. By devolving the workload of information input, documentation upload, opportunity posting, the collection of feedback and generating reporting, it reduces the workload on volunteer managers. This saved time can then be used more effectively in building those interpersonal relationships with volunteers. Furthermore, volunteers are able to access and view opportunities online, which appeals to the growing amount of younger volunteers, with a quarter being under the age of 25, and for those older volunteers the system requires little to no training. Commenting on the experience of using TeamKinetic:
“We definitely advocate the benefits of TeamKinetic. As volunteering evolves, so must the system used to manage it. You need a system that is live and up-to-date, which TeamKinetic definitely does.
The team is very receptive to feedback. They listen to your thoughts and suggestions, putting them on your wish list. They then see if it is feasible and would benefit other volunteer managers, and then add it to the software’s RoadMap for future inclusion.
We highly recommend you get one of the team to speak to you about how TeamKinetic can improve your volunteer management, or get in touch with us at NHS Pennine to see how we are benefiting from the software each day.”
To learn more about TeamKinetic’s volunteer management software and how it could help your trust celebrate the NHS 70th Birthday or any other voluntary workforce needs please contact one of our team.
