Doing More with Less Volunteer Solutions Wingman Knowledge

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Doing More with Less: Volunteer Solutions Wingman® Knowledge Capture A better way to do

Doing More with Less: Volunteer Solutions Wingman® Knowledge Capture A better way to do things © 2007 First Wave Consulting, LLC

2 © 2007 First Wave Consulting, LLC

2 © 2007 First Wave Consulting, LLC

 • A simple example: ØThe Annual Christmas Pageant to illustrate • A powerful

• A simple example: ØThe Annual Christmas Pageant to illustrate • A powerful solution ØWingman® Knowledge Capture 3 © 2007 First Wave Consulting, LLC

 • It’s November again and time to find someone to direct the Christmas

• It’s November again and time to find someone to direct the Christmas pageant – Joan did a terrific job directing it last year but… • Joan’s mother just got out of the hospital… • and Joan is staying with her for now; 500 miles away • Time to break in an new volunteer – A typical situation at many small congregations • The good news about the Christmas pageant is… – How to pull it together is captured in Wingman – Solving problems the congregation can’t afford 4 © 2007 First Wave Consulting, LLC

Productivity leaks • TIME spent searching for – (1) things and (2) information to

Productivity leaks • TIME spent searching for – (1) things and (2) information to do the work • TIME spent asking others – “Where are things and information? ” • TIME of others responding – “Look there for it…” or – “Come along, I’ll show you where…” or – “Let me explain it to you…” 5 © 2007 First Wave Consulting, LLC

6 © 2007 First Wave Consulting, LLC

6 © 2007 First Wave Consulting, LLC

 • Process knowledge (how things got done) – Not documented – Exists only

• Process knowledge (how things got done) – Not documented – Exists only in heads of volunteers • Volunteers – Leave • Process knowledge – Leaves • You – Reinvent the wheel 7 © 2007 First Wave Consulting, LLC

Joan is very clever; Came up with ways to do things 8 © 2007

Joan is very clever; Came up with ways to do things 8 © 2007 First Wave Consulting, LLC

The knowledge of how to use it is captured in Wingman Joan’s clever rehearsal

The knowledge of how to use it is captured in Wingman Joan’s clever rehearsal schedule template was captured in Wingman Joan is not here but knowledge stays in the congregation. 9 © 2007 First Wave Consulting, LLC

Learning curve for Mary, this year’s director: How are things done? Who does what?

Learning curve for Mary, this year’s director: How are things done? Who does what? What things do I need? Where are things? If Mary’s learning curve is steep… her productivity is very low and it is frustrating The productivity of other volunteers… is lost to mentoring and picking up slack 10 © 2007 First Wave Consulting, LLC

Less time asking More time doing 11 © 2007 First Wave Consulting, LLC

Less time asking More time doing 11 © 2007 First Wave Consulting, LLC

Less time asking More time doing 12 © 2007 First Wave Consulting, LLC

Less time asking More time doing 12 © 2007 First Wave Consulting, LLC

Your volunteers are overwhelmed So many things to do around the holidays… Do we

Your volunteers are overwhelmed So many things to do around the holidays… Do we have the up to date pageant script? What did we do with that schedule? Where do we find the information? So little time to organize the pageant… Someone gets sick The script needs to be changed Make sure everyone has the latest version 13 © 2007 First Wave Consulting, LLC

The pageant Director has uploaded the latest changes to the script Castmembers member: and

The pageant Director has uploaded the latest changes to the script Castmembers member: and needparents latest version of script? Cast login from home 14 © 2007 First Wave Consulting, LLC

Everyone on the same page 15 © 2007 First Wave Consulting, LLC

Everyone on the same page 15 © 2007 First Wave Consulting, LLC

Volunteers identify process improvements BUT 1. No easy way to document the need and/or

Volunteers identify process improvements BUT 1. No easy way to document the need and/or 2. Changes take too long to process So your volunteers do one of these: OR 16 OR © 2007 First Wave Consulting, LLC

Mary comes up with something that will Pageant Schedule Template Change IMPROVE the Pageant

Mary comes up with something that will Pageant Schedule Template Change IMPROVE the Pageant All of the rehearsal schedule information the cast needs is supposed to be in one document Schedule Template that Joan created last year I am spending a lot of time explaining which individuals and small groups are scheduled for special rehearsals It is difficult to make that clear in the notes column of the schedule template Add a column to the template to list participants for a rehearsal sessions and put each session in a separate row 17 © 2007 First Wave Consulting, LLC

It takes too long to update processes Related documents are often overlooked Some volunteers

It takes too long to update processes Related documents are often overlooked Some volunteers don’t get the change On a different page than everyone else 18 © 2007 First Wave Consulting, LLC

Model: Congregation Events Phase: Christmas Pageant Activity: Script Task: Pageant Schedule Feedback Name: Pageant

Model: Congregation Events Phase: Christmas Pageant Activity: Script Task: Pageant Schedule Feedback Name: Pageant Schedule Template Change . . save time and improve communications with cast. 19 © 2007 First Wave Consulting, LLC

Mary edits a Pageant Schedule Template and creates a separate use instruction document to

Mary edits a Pageant Schedule Template and creates a separate use instruction document to explain how to use the template. Pageant Schedule Template Use Instruction 20 © 2007 First Wave Consulting, LLC

 21 © 2007 First Wave Consulting, LLC

21 © 2007 First Wave Consulting, LLC

© 2007 First Wave Consulting, LLC

© 2007 First Wave Consulting, LLC