Volunteer Today is looking for one or more authors
to write about technical issues, computer or otherwise, in the volunteer
management world. If you are interested in contributing or know someone
who is, please contact our managing editor Nancy Macduff at: editor@volunteertoday.com.
We look forward to hearing from you!
This month's articles are provided by Nancy Macduff,
the Managing Editor of Volunteer Today.
If the "desktop" on your computer looks like
most, it is crammed with a mass of documents, with titles of cryptic origin
and in no order. Here are some tips to get and stay organized.
Whatever programs you use create a
"cabinet" (folder) to hold all your files. In Microsoft
Office it is called My documents.
What is your back-up system? Where
are you storing those crucial files? Have a plan and back up your
important documents once a month.
Find a consistent system for creating
files in your "cabinet." Say you have a documents folder
for everything. In it always make folders for specific things. A manager
of volunteer's folders in the document file might include such things
as: Databases, Correspondence (by year), Applications (if you receive
online applications), etc.
Get a consistent system for naming
files and train yourself to stick to it. And keep those names short.
Brief and clear is the watchword. Abbreviations work well. Write it
down so you keep consistent.
Separate ongoing and current work.
Create separate "history" folders when a project is done
and then move everything into it. History folders should be moved
out of your "cabinet" with current projects and moved to
a CD or to an organizational server.
In each folder create sub-folders.
For example, the Database folder might have sub-folders titled "2006
Volunteer Database," "2006 Art Auction Database," etc.
If you have more than five sub-folders
in anyone main folder, you need to subdivide. Folders can get too
big and unwieldy and finding information becomes impossible.
If one document needs to be in several
places create short cuts, rather than having it in several locations.
Many programs allow this. MS Office and Mac OSX even have a "right-click"
option to create short cuts (alias). You can drag and drop documents
when you need them.
Be selective about what you save.
Do you really need it in its electronic format?
Use dates in folders and in documents.
Color code folders or change their
icon. Makes it easier to find them in a hurry.
Managing
volunteers means communicating with them. Most volunteer applications
ask for work and home phone numbers. That is a limited view of how to
communicate with volunteers. The technically savvy may prefer email. Others
might want a printed newsletter. Here is a way to determine how to communicate
personally and to groups.
A revision to the volunteer application is in order.
This table below is a sample of what information could be collected. It
provides an array of methods to communicate with volunteers. Give clear
directions or adapt the form to get the information you need.
For example:
Ask them to indicate the address for email messages that is preferred.
Have them list the best way to be reached if there is an emergency
(snow or storm days and the work site is closed.
If you use telephone trees to communicate information, have them indicate
which number should be used.
May We Contact or Send Information
To You This Way?
May We Contact or Send Information
To You This Way?
Managing
volunteers means communicating with them. Most volunteer applications
ask for work and home phone numbers. That is a limited view of how to
communicate with volunteers. The technically savvy may prefer email. Others
might want a printed newsletter. Here is a way to determine how to communicate
personally and to groups.