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by Joey Wilkinson 29 Aug '17

29 Aug '17

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Volunteer Management Software - help guide and summary
by A Westphal 21 Aug '17

21 Aug '17

Hello everyone, Earlier in the summer, I inquired in this list about volunteer management systems. Since then, I researched your suggestions, as well as programs suggested by a previous post in the ThinkTank archives, and general best-of lists online. Below, you may see my notes about some of the top systems for my organization’s needs. Please remember that because these programs will continue to evolve, these recommendations should be reevaluated if you are revisiting this post in the archives. STEP 1: evaluate your organization Before we dive into the systems themselves, it’s important to think about what your organization really needs, and perhaps more importantly, if your organization has enough volunteer power to start up a system AND keep it running smoothly. You may have enough knowledge for the setup, but unless you have buy-in from your coordinators and your volunteers, the system probably won’t work the way you intended. STEP 2: evaluate your goals Do you want to track exact hours worked, or just count number of events worked by your volunteers? Do you want on-site sign-ins and sign-outs, or will your coordinator check back later to credit the volunteers for their participation? Do you need to track special info, such as ZIP codes, training course completion, etc etc, which might not be included in a software’s standard sign-up profile? Do you want to host the data on a single computer, or keep everything on the cloud? How many coordinator logins do you need? How many volunteer do you want to manage in the system? What decisions does your organization need to make, and how will better data and/or reporting be able to improve the quality of those decisions? STEP 3: review the top programs My list from June/July 2017 can be found below. STEP 4: do product demos Contact the sales reps from several companies, and spend 30-60min speaking to them about the product. Make sure to ask about all the qualifications you identified in Step #2; you could ask if you can send in your list of needs in advance, so they have more time to review what you’re looking for. Don’t be shy about asking very specific and lots of questions. STEP 5: make your selection No single system will do everything you want perfectly -- particularly if you have a limited (or no) budget. Create a scoring sheet to weigh your options, including around items like cost (don’t assume that you’ll stay at the free or cheap option for long), various features, and potential for scalability. STEP 6: pilot one solution Once you’ve decided on your best option, test it out for at least a month. (Most companies offer a free month of their premium product.) To keep things manageable, and avoid major disruption, test the new product with just your core volunteers (who will be willing to deal with some bumps, and give you honest feedback), or just a couple of events. STEP 7: embrace and evaluate After you’ve confirmed the program which will work best for you, move as much data and processes as possible over to the new system. This will take at least twice as long as you expect. As mentioned above, entering and maintaining data requires consistent effort and buy-in across your organization. My list of top programs (the list order is not an exact ranking) 1. Get Connected *aka* Community Connect by Galaxy Digital 1. This program is a very strong contender in this space, and seems to have a highly capable set of analytic tools. 2. We did a phone call with a sales rep, and used a sandbox site. We were interested, but the product does not fit our miniscule budget at this time (they charge $1,000/year for organizations with an operating budget of less than $50,000). 3. https://www.galaxydigital.com/volunteer-management/ 2. Timecounts 1. TimeCounts is comparable to Get Connected (above), but does not seem to include the same analytic tools. 2. We tested the free version for a few weeks and decided to pursue this option further. 3. https://timecounts.org/ 3. Volgistics Volunteer Management 1. The program seems simple, but may be powerful if you can invest time into it. Be careful to note if you’ll need any of their add-ons. 2. We tested their free trial and decided not to pursue it further. 3. https://www.volgistics.com/volunteer-management.htm 4. VolunteerHub 1. This is a highly capable program, but we did not pursue the product further than their informational video, due to lack of fit with our organization. 2. http://www.volunteerhub.com/ 5. Sumac 1. This program is more of a Customer Relationship Management (CRM) tool than a volunteer management system. For that reason, we decided not to pursue it after doing a phone call with a sales rep. 2. http://sumac.com/ 6. SalesForce 1. This software is one of the market leaders for all CRM tools (nonprofit and normal business operations). We did not consider using it because it is far too intense for our small-scale needs, but it may be a good fit for your organization, particularly if you have paid staff. There are also good pricing options available to nonprofits: 10 free licenses, plus ample community support. 2. BikeWalkWitcheta uses this system -- thanks for your feedback. 3. https://www.salesforce.com/ 7. CiviCRM 1. This program requires a fair bit of technical know-how for the setup, but it is also free and open-source, so you could mould it to your organization. 2. I’ve heard that Bikes Not Bombs in Boston uses this system. 3. https://civicrm.org/ 8. PowerBase 1. If you like CiviCRM, but you don’t have the know-how to set it up, try PowerBase! Their product is based on CiviCRM. 2. https://www.progressivetech.org/powerbase/ 9. FreeHub 1. A database of members and the services to which they have access, a sign-in system for use at the front desk of the shop, and a reporting tool for looking at shop use, membership status, etc. 2. This tool was developed by the bike collective community. Information on this and other programs can be located on the bike collectives wiki. 3. http://freehub.bikekitchen.org/ 10. SignUp.com 1. We tested this system, and it is fine as a free program, but we wanted more rigorous analytical capabilities which are only included in the expensive premium package. 2. Thanks to LocalMotion in Burlington, Vermont, for the suggestion. 11. eCoordinator by Samaritan Technologies 1. We did not investigate the specifics features offered with this program because the price point was far too high for us. 2. https://samaritan.com/ 12. Volunteer Impact by Better Impact 1. http://www.betterimpact.com/volunteer-software/ 13. VolunteerLocal 1. www.volunteerlocal.com 14. VolunteerMark 1. https://www.volunteermark.com/ Please note that this list focuses mainly on volunteer management systems. You may also consider looking in other categories to more closely align with your needs, including advocacy/action, fundraising, contact management (CRM), etc. Also note that different systems exist for point-of-sale consoles and inventory processing, so you may also consider investigating those programs if you have a large shop with lots of sales. Thank you for being such a great group. I hope this information is useful to you. Best wishes from Ann Arbor, MI Andrew Westphal Common Cycle board member commoncycle.org

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Fwd: Roll out what you learned in training to your team!
by Angel York 21 Aug '17

21 Aug '17

I recently went to a workshop on non-profit management, "managing to change the world". If anyone is interested, I can set this email series to auto-forward to your email address for the next few months. ---------- Forwarded message ---------- From: The Management Center <admin(a)managementcenter.org> Date: Mon, Aug 21, 2017 at 6:05 AM Subject: Roll out what you learned in training to your team! To: aniola(a)gmail.com Email not displaying correctly? View it in your browser. <http://us1.campaign-archive2.com/?u=d14f6e75581b6d76530f3d084&id=264a780730…> Dear Friend, Now that you’re back at work after our Managing to Change The World training course, you might be wondering how you’re ever going to translate everything you learned to your team. We want to make that easy for you, so we’ve put together an email (it's below!) that you can tweak and send out to your team to explain the most important concepts from the course, and let them know how they can help you implement some new practices – like MOCHA, goals, check-ins, and debriefing meetings. The best part is you just have to send the email, and your staff will do all the rest! Well, some of it. (Don’t forget to customize the areas below that we’ve marked in all caps!) Also, for the next 12 weeks, we’re going to send you additional prompts and concrete “next steps.” (However, if you don’t want to receive these 12 emails, you can opt out here <http://managementcenter.us1.list-manage.com/track/click?u=d14f6e75581b6d765…> .) SUBJECT: Big changes afoot… Dear Team: Yesterday I attended the “Managing to Change the World” training, and I came out with a lot of great new tools and ideas, but I’ll need your help to implement everything. This email outlines some of the new approaches I’d like to implement, and explains what that means for you, in terms of new ways to approach, manage, and evaluate your work. I want to give you each big goals, and let each of you have ownership on how you’ll achieve those goals. At the end, there’s a list of ACTION ITEMS for everyone. I know this is a lot of information, but I promise that these tools will help you manage your own work better, and will help you get what you need from me (and others) to get things done. *CHECK-INS* I’d like you each to schedule a one-hour meeting with me (to occur before DATE). Please send me an agenda for this the day before our meeting so I have time to reflect on it as well. Here’s a sample agenda <http://managementcenter.us1.list-manage.com/track/click?u=d14f6e75581b6d765…> to use as a template. We’ll have these check-ins weekly (please be in charge of ensuring that that happens!). This week, we’ll review the other action items listed in this email, as well as cover the other topics listed in the template. *MOCHA* MOCHA may sound like a delicious but pointless acronym, but it’s a way for everyone to be totally clear on his or her role within projects. The idea is that when there are a bunch of people involved in a project but a lack of clear roles, things can languish. But when roles are really clear, it’s easier to determine who’s responsible for driving things forward, what the next steps should be, who you need to get approvals from, and who you can turn to for help. And it’s super quick: *M: Manager*. This is the person managing the project. She guides the work and assigns responsibility. (This will often be me, but not always.) *O: Owner.* This is the person who truly owns the project, and is responsible for its success. *C: Consulted*. These are people who should be asked for input or need to be bought into the project. *H: Helper.* Helpers can help you out with some of the work. They may even be mini-owners of a small segment of the project. *A: Approver.* Approvers need to sign off on the work (or decisions about the work) before it’s final. So, as an example: [INSERT THE MOCHA YOU CREATED DURING TRAINING, AND EXPLAIN IT A BIT.] To help us get used to using this terminology, would you write a (very short) MOCHA describing a project that you are currently the owner of, including the roles you and others play in this project? We’ll discuss this MOCHA during our first check-in meeting and use it as a way to get us all familiar with this framework so that we can use it going forward. *REPEAT-BACKS* Possibly the weirdest thing I’ll ask you all to do (often) is called the Repeat-Back. It’s exactly what it sounds like it is: after we discuss what success looks like for a project, and we’ve agreed on the next steps, I’ll ask you to just repeat everything back to me to make sure we’re on the same page. This may be awkward at first, but I promise that if we try it for a few weeks, it will help us spot areas where I haven’t been clear or we’re on different pages or we just need to clarify something. (Feel free to ask me for a repeat-back too! If you need something from me to advance your work, this will help us make sure we’re on the same page about what I’m getting it you and when.) *THE DEBRIEF* When a big project or event is finally done, I know as well as anyone that it’s tempting to immediately move on to the next one and leave the past in a metaphorical dust cloud. But I’d love us to do a better job of talking about recently completed work and reflect on what went well, what could have gone better, and what lessons we can take away for the future. So, please schedule a 15-minute meeting with me to debrief on a recently completed project – or add it in the agenda for our next check-in. I’m really excited about having more structured reflection on how our work is going – and especially on things that have gone really well that I might not know about from the outside. *GOALS* I’d like to us to have more clarity around our goals for this year, individually and as a team – in order to get aligned about where we will (and won’t) put our energy and what concrete markers we’ll use to measure success. Specifically, I’d like us to all to create *SMART goals *that we’ll use to drive our work*. *Here’s a quick rundown of what “SMART” stands for: *S: Strategic*. Does the goal reflect an important dimension of what we seek to accomplish? *M: Measurable*. How will you know when you’ve accomplished the goal? This doesn’t need to be a bunch of numbers, but should be a standard by which reasonable people can agree on whether the goals has been met. *A: Ambitious*. Is the goal challenging enough that achieving it would mean significant progress? *R: Realistic*. Is this something we really can do? Do we have a plan to achieve it and know what it will take in terms of resources and time? *T: Time-Bound.* Is there a clear deadline? OPTIONAL ADDITION: For instance, one goal I wrote for myself during the training is [INSERT EXAMPLE GOAL]. To get the ball rolling on this, I’d like you to select one of your goals for this year and evaluate it using the SMART model. Does the goal, as you understand it, meet all of those specifications? If not, can you reframe it so it does (and, in doing so, do you feel like it’s a stronger goal)? By [DATE], please send me your musings on the goal you’ve examined or raise it with me one-on-one. This need not be formal; something in the body of an email is fine. If you get stuck … well, then, raise that with me that too! *ACTION ITEMS FOR EVERYONE* To sum up, here’s what I’d like you to do: 1. Schedule a check-in meeting with me by DATE and send me an agenda for check-in the day before the meeting. 2. Use MOCHA to assign roles to a project YOU own (we’ll review at the check-in meeting). 3. Schedule a debriefing meeting for a current project or include it on your agenda for our next check-in. 4. SMART-ify at least one goal and email to me by DATE. Thank you in advance for spending some time on these new ideas with me, and absolutely feel free to ask me any questions you have about any of this! [SIGNED] Best, The Management Center You are receiving this email because you signed up for our newsletter list through our website (www.managementcenter.org), a Management Center training, or a book order. <http://managementcenter.us1.list-manage.com/unsubscribe?u=d14f6e75581b6d765…> Forward <http://us1.forward-to-friend.com/forward?u=d14f6e75581b6d76530f3d084&id=264…> this email to a friend | Update your profile <http://managementcenter.us1.list-manage1.com/profile?u=d14f6e75581b6d76530f…> Unsubscribe <http://managementcenter.us1.list-manage.com/unsubscribe?u=d14f6e75581b6d765…> aniola(a)gmail.com from this list. Our mailing address is: The Management Center 1710 Rhode Island Ave. NW Suite 1100 Washington, DC 20036 Add us to your address book <http://managementcenter.us1.list-manage.com/vcard?u=d14f6e75581b6d76530f3d0…> Copyright (C) 2017 The Management Center All rights reserved.

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Bike!Bike! workshop on local coalition building
by Aida Mas Baghaie 16 Aug '17

16 Aug '17

Hello Think Tank! On behalf of the AMS Bike Co-op / Bike Kitchen in Vancouver I’m wondering if anyone planning on attending Bike!Bike! this year has interest in co-facilitating a workshop on coalition building. This workshop may be of interest to folks from cities or regions with multiple community bike shops looking to form coalitions (or already have) to help manage resources between shops. We will be showing off our shiny new Vancouver Community Bike Shop Network and brainstorming ways to create similar groups where needed and appropriate, and troubleshooting some of the finer details. Please e-mail me if you are interested in co-facilitating and if it’s a good fit we can make this workshop even more sweet! Looking forward to seeing y'all at Bike!Bike! <3 aida

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Bike station tool kits
by Luis Fernandez 14 Aug '17

14 Aug '17

Hi all, Been lurking the list for a while - stoked that I have a reason to post. It's a great list, and I appreciate all I've learned from it in lurking silence so far... I'm a member of the Somerville Bike Kitchen in (currently) sunny Massachusetts (www.somervillebikekitchen.org). We have a full set of bike tools for most possible repairs and all of them, including basic tools are hanging on a peg board for people to grab as needed. We are considering building up tool kits that have basic tools that can be attached to a particular stand or handed off to someone working on their bike outside that will cover most of the basic tasks. If someone needs a more obscure/expensive tool, or a tool that might require more guidance to use (cone wrenches, freewheel tools, chainwhips, etc) they can still come grab it as needed I have 2 basic questions: 1) What is the set of tools that you would hand someone to get started on a basic repair of their bike. (Keeping in mind that more specialized tools are readily available a few steps away.)? Basically, which are the tools we should have kitted to avoid lots of foot traffic and reduce wasted time as people walk back into the shop for a basic tool that someone else may be using at the time. here's the kind of kit I'm thinking of... a set of allen L keys in their own plastic holder a 3 way triangular park allen bike tool for basic things a set of box wrenches (perfect in a tool roll, so it's clear that there is a wrench missing if a slot is empty.) 2 tire levers 4 screw drivers, small flat head, large flathead, small phillips, large phillips pedal wrench? 2) what's the best way to keep this set of tools organized so that it's easy for someone to know that they've put the set back as they found it and not left something out accidentally. I'm thinking something like a well labelled tool roll. https://www.amazon.com/Rolling-Organizer-Carrier- Storage-Pockets/dp/B071HBHXFR/ref=sr_1_6?ie=UTF8&qid= 1502398802&sr=8-6&keywords=tool+roll How do you all handle this sort of thing? thanks, Luis ps - also, who here has cool stickers? Anyone interested in a bike coop sticker share?

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Advice on laying out new premises.
by Geoffrey Smart 14 Aug '17

14 Aug '17

We are moving our workshop from 2 single garages in a city council owned compound to a larger tin shed on the other side of the yard. Size is around 12 metres(40') x 8 metres (26.5') with a 3 metre (10') sliding door two thirds of the way along the longer wall leading out on to an asphalt compound. We have ideas on how we would like to set it up for the maximum amount of usable workspace and storage but it would be great to have any pictures and plans of how other workshops have set up their operations, specifically those of a similar size. We also welcome ideas on what works well and what mistakes others have made paritcularly in regard to storage and work stations. To give you an idea of our activities which are relevant to the layout. We recycle bikes with volunteers who are all adults, sell some and donate others. We also run 6 week maintenance classes. We occasionally have school excursions attend. Except for cheap rent from council we are totally self supporting from bike sales and classes. Please post your ideas. If you have plans and photos you would like to share please email us at :- back2bikes.portmelbourne(a)gmail.com Geoff Smart Back2Bikes

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Re: [TheThinkTank] Thethinktank Digest, Vol 131, Issue 1
by Lawrence Mohammed 12 Aug '17

12 Aug '17

Good idea Luis! I'd add another tyre lever to make this three per set I'd 'shadow board' the tool roll (white permanent marker pen outline around each tool - easy to see if anything is missing or misplaced) Regarding 'How do you all handle this sort of thing?' - do you mean physically? how about a strap sewn onto reinforced edges of each tool roll (making a carry handle) -- Warmest regards, *Lawrence Mohammed* Director/Head Mechanic *+44 (0)77 222 58587* *probikeservice.co.uk <https://probikeservice.co.uk>* *facebook.com/probikeservice <https://www.facebook.com/professionalbikeservice>* /[Location, NOT delivery address] Pro Bike Service C.I.C. Mobile Garden City Olympic Village London E20 1GW/ On 11/08/17 21:10, thethinktank-request(a)lists.bikecollectives.org wrote: > Send Thethinktank mailing list submissions to > thethinktank(a)lists.bikecollectives.org > > To subscribe or unsubscribe via the World Wide Web, visit > http://lists.bikecollectives.org/listinfo.cgi/thethinktank-bikecollectives.… > > or, via email, send a message with subject or body 'help' to > thethinktank-request(a)lists.bikecollectives.org > > You can reach the person managing the list at > thethinktank-owner(a)lists.bikecollectives.org > > When replying, please edit your Subject line so it is more specific > than "Re: Contents of Thethinktank digest..." > > > Today's Topics: > > 1. Bike station tool kits (Luis Fernandez) > 2. Re: Advice on laying out new premises. (Angel York) > > > _______________________________________________ > Thethinktank mailing list > Thethinktank(a)lists.bikecollectives.org > http://lists.bikecollectives.org/listinfo.cgi/thethinktank-bikecollectives.… / /

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Youth Bike Summit - Register Today <3
by Pasqualina Azzarello 30 Jul '17

30 Jul '17

Hi All, The early bird rates for the Youth Bike Summit will be coming to a close this *Tuesday August 1* - we encourage you to register today! Early bird rates are $25/youth (10-24) and $50/adult (25+) and include the three-day conference and most meals. See more info below: *When:* October 6-8, 2017 *Where: *Arlington, VA // Washington, DC *Hosted by:* Phoenix Bikes *Event Schedule:* https://youthbikesummit.org/2017-event-schedule/ *Registration & Accommodations:* https://youthbikesummit.org/registrationlodging/ Let us know if you have any questions - see you at the Youth Bike Summit! Best, Pasqualina -- *Pasqualina Azzarello* Director, Youth Bike Summit Website <https://youthbikesummit.org/> | Facebook <https://www.facebook.com/youthbikesummit/?fref=ts> | Twitter <https://twitter.com/youthbikesummit> | Instagram <https://www.instagram.com/youthbikesummit/> @youthbikesummit #YBS17 *SAVE THE DATE! * *Youth Bike Summit* Hosted by Phoenix Bikes in Arlington, VA October 6 - 8, 2017 // Arlington, VA / Washington, DC

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Ride needed to BikeBike and back from Chicago
by waymond smith 29 Jul '17

29 Jul '17

Hello everyone, I have a friend who wants to attend BikeBike in Winnipeg in August. My friend is very active in community biking and has been "under the weather" for quite a while and is experiencing some difficulty in financially. I'm looking for someone who will be driving from Chicago to Winnipeg and is willing to take my friend, this person is very affable and outgoing. I will pick up the expenses in order for this person to attend. I will be attending, however I will be taking Amtrak to Fargo,ND and continuing the ride via bike. If any bike organizations or individuals are able to assist in this, please contact me privately. Thank you May Peace Go With You Waymond Smith waymondhsmith(a)gmail.com 773-972-4562

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Photos of Bike Shop spaces for BikeBike
by Ian Wassink 29 Jul '17

29 Jul '17

Hello, Hola, Bonjour! I intend to lead a workshop at Bike! Bike! on space layout/organization. Please help by sending me photos of your bike shop: 1) A photo of the tools/work bench/repair stand area, 2) A photo of the used parts area, 3) A photo of the bulletin board, chalk board, or white board area, 4) Any other photos. Photos can be Emailed to: ianwassink(a)gmail.com and can be of any quality even from a cell phone. Ian Wassink

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