Going green with a paperless program manager’s handbook
Abstract
Programs looking for handy ways to disseminate important information in an environmentally responsible fashion might consider exchanging the traditional program management handbook for a newer streamlined version made available on a flash/thumb drive. Dee Wilder of Volunteer Florida submitted this effective practice in April 2009.
Issue
New AmeriCorps program directors and supervisors need to have access to rules, regulations, and key program management guidelines — any time and anywhere.
Volunteer Florida determined that the paper version of the program director’s handbook was costly, bulky, and often outdated. Program directors wanted an easily available, inexpensive, compact, and “green” reference tool instead. The Volunteer Florida CEO had obtained a Senior Service Corps thumb drive at the 2008 National Conference on Volunteering and Service, so staff set out to develop one for Florida’s AmeriCorps programs.
Action
According to the program manager, steps to take to create an environmentally friendly handbook included the following:
- Once the content for the new AmeriCorps program director’s handbook was determined, Volunteer Florida staff researched sources for a bracelet thumb drive that would provide a permanent record of content, yet also allow local programs to add additional forms and information as needed.
- The Volunteer Florida systems administrator provided the name of a reputable vendor and secured a quote.
- Contents of the flash drive were sent electronically, organized in the desired layout. Note: The original data on the flash drive cannot be altered, although there is additional space so programs can add information as needed.
- Topics on the thumb drive include a welcome from the Volunteer Florida CEO; program and member management tools; progress reporting guidelines; and additional resources.
- As part of the annual training of new AmeriCorps program directors, the first day of training now takes place at a computer lab. This allows Volunteer Florida staff to review the new program director’s handbook on the thumb drive, while all participants can explore the contents and become familiar with its use.
Context
A flash (or thumb) drive is a small storage device consisting of a miniature printed circuit board protected inside a plastic, metal, or rubber case that can be used to transport files from one computer to another. Flash drives are compact and tough enough for carrying with no additional precautions — in a pocket or on a key chain, for example. Thumb drives that can be worn as a bracelet are available. The USB connector is protected by a removable cap or by retracting into the body of the drive, although it is not liable to be damaged if exposed. Most flash drives use a standard type USB connection which plugs into a port on a computer. (The USB port will appear on the back of a desktop computer’s PC tower or on the side of a laptop.) When you see the option to save your work by selecting “Save As” the flash drive appears as an additional selection.
Outcome
Program participants were very pleased that they did not need to carry around a handbook with over 400 pages of information. Instead, they can wear the thumb drive bracelet and take it with them anywhere. Volunteer Florida merely determines content several weeks in advance so the files can be e-mailed to the thumb drive vendor and written to the device. Costs savings are substantial, and the practice is eco-friendly.
Evidence
This practice has reduced the program’s paper and duplication costs by two-thirds. The program director feels that the thumb drive format is a success because they have asked that future handbooks be presented to them in the same format.
