Volunteer Management Platform

1KoDXg

מחלקת עבודה קהילתית שדרות

Problem

The organization manages approximately 50 volunteers (“רכזים”) each year. Most of them are in charge of specific campuses, and several are generalists reporting to the HQ. Each volunteer has a pre-defined life cycle within the organization, with around 15 touchpoints (seminars, trainings, reports that should be submitted, etc.). In addition, each volunteer is required to fill out a report for every event and activity they organized.

There’s a significant bureaucratic toll for the volunteers, who often forget to submit forms. In addition, the organization’s management is having a hard time keeping track of volunteers’ compliance and progress, which is currently being done manually. Another thing that is missing is an easy way for the organization to share useful resources with its volunteers (a volunteer toolkit).

Assumptions:

1. Keeping track of volunteers’ life cycle within the organization is challenging.

2. There is over-bureaucracy in the organization.

3. Volunteers need a convenient place to see if they are missing on any tasks, and to receive useful resources.

Solution

Forms about activities on campuses are submitted on Monday. Seminar/training attendance is managed outside of Monday. Important resources are spread between several places (emails, google drive). Tracking is done manually by the organization. Volunteers require constant reminders to submit forms.

Solution description:

A platform for managing volunteers’ life cycle, with all their information, activities, submitted forms, attended seminars and trainings. Ideally, some sort of dashboard that can alert both the organization and the volunteer if anything is missing, what are the next steps, etc. In addition, a telegram/whatsapp bot that’s connected to Monday will allow volunteers to report on their campus activities from their phones, without filling a form.

Out of scope:

creating a platform for sharing useful resources with volunteers.

Objectives:

Allowing the organization more oversight over volunteers, and proactively identifying issues. Lowering the bureaucratic toll for volunteers, increasing cooperation, and saving time for volunteers and personnel.

Quantitative:

• Increase volunteer engagement by 10%.

• Save 10 hours a month for managers.

• Lower instances of missing reports by 15%.

Potentials:

• Increase organizational efficiency.

• Save time for managers and volunteers.

• Lower the bureaucratic toll.

• Improve the volunteer management and oversight.

Risks:

• Too many information resources (excel sheets, Monday boards, emails).

• Low engagement by volunteers.

Feature prioritizing:

• Creating a database of volunteers.

• Identifying a list of collective touchpoints throughout the years, and individual touchpoints.

• Build a dashboard that identifies which touchpoints should have been completed in each month and indicate if anything is missing.

• Build a whatsapp/telegram bot that connects to Monday for volunteers to report ongoing activities.

3rd parities needed: monday, maybe wix, whatsapp

The team

Tech-stack: Other (soft skills and kickass soul), Data science, Data engineering

Idle team:

TBD

Non tech roles:

TBD

Ratings:

* Affective: 5

* Achievable: 4

* Simultaneously working is possible: 4

* Usable: 4

* Mailenable: 4

* Confidence: 4

* Doable: 4

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Question for us:What's the right technological platform for this goal