Managing New Volunteers & Recording Progress
Keeping track of applications
It can quickly become confusing when you have a number of applications for your role ads. Storing their contacts details securely and within GDPR regulations can be a challenge.
To help, we have a system on Mattermost using the built-in 'kanban-style' boards. Kanban boards are a way of seeing information linearly and laterally to minimise overwhelm.
Read the basic information on How to use Mattermost Boards. Once you've read the basic information on How to use Mattermost Boards and watched the video [link coming], let us know you're ready and we will then add you to the board.
To request access to this board, contact Recruitment Support either via our Mattermost Reception or email volunteer@extinctionrebellion.uk.
How to manage new volunteers
Recruitment Support have a process to help you. Once familiar with the process, it's easy to use and keeps all the information in one place, which means we can support each other with recruitment and onboarding. Recruitment Support can offer guidance and give ongoing support until you feel happy using this process. It involves using Mattermost and if you're not yet a Mattermost user, we can also support you with how to use it.
Steps to follow:
1. Use the Recruitment Support: Applications Mattermost board to manage your new applications and keep a record of progress.
If you decide not to use Mattermost, you can use a spreadsheet. However, this means Recruitment Support won't be able to support you in the same way as we won't have access to your spreadsheet.
2. After acknowledging the new application on the Volunteer Website (fill in the Contact History) or Reach (reply to the applicant's message), create a card on the Applications board.
3. Copy the applicant's name and contact details and paste onto the card.
4. Fill in all the relevant details on the card, e.g. the link to the role, date they applied, team applied to, etc.
5. If using the Volunteer Website, copy and paste the applicant's profile and message text or, if using Reach, copy the applicant's message and paste into the Comments section on the card.
6. If using Reach, download the applicant's CV and upload to the Applicants CVs Cloud folder. To request access to this folder, use the Recruitment Support contact details above.
7. Create a public view link to the CV and paste the link onto the card in the CV section.
8. Delete the CV off of your own device from your download. Don't store people's personal details on your own devices!
9. Record any progress, e.g. email, phone or text conversations, meetings arranged, outcomes of meetings, onboarding progress etc. into the Comments section on the card.
Benefits of using the board
By completing the steps above, you keep track of progress and if you need support, others who use the board can see this progress. If the applicant isn't suitable for your team and you want to pass them to another team, they can easily pick up where you left off.
We are here to help, please use us! If you need further support with Mattermost Boards, contact the Recruitment Support team.