Abstract

A service project takes a fair amount of logistical planning and consideration; even the most organized program director or supervisor can forget a detail that could ultimately detract from the overall experience. This effective practice, submitted by Hands On Network in fall of 2006, provides a checklist for reviewing project details.

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Issue

Without a methodical review, it is easy to overlook any number of details that contribute to a successful service project day.

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Action

Use the following checklist to help you think through project details one last time:

• Run of show for day of event
• Truck (for tools and materials)
• Secure onsite storage (if tools and materials are delivered before day of project)
• Tools and materials for unloading/distribution
• Registration table: nametags, sign-in sheets, liability waivers
• Food/drink tables
• Trash disposal
• Volunteer t-shirts
• Signage: project site, directional, task
• Agency/school representative participation
• First aid kits/emergency contacts
• Walkie-talkies and/or cell phones
• Phone tree list
• Access to water and electricity (if needed)
• Radio/entertainment/staging

Additional tips for day of the project include:

• Arrive early to set up and greet volunteers.
• Verify all materials and tasks are ready prior to volunteers arriving.
• Welcome and register all volunteers.
• Have volunteers sign a waiver of liability.
• Have nametags for all staff and volunteers.
• Present a brief organization/project overview, including the impact of the project.
• Motivate and manage volunteers; make sure each volunteer has a task to complete.
• Manage the volunteers' time for successful service.
• At the half-way point, ask if there is too much or not enough to do. Prioritize tasks; complete the most important jobs first.
• Have back-up projects available for extra work.
• Monitor safety.
• Don't get wrapped up in doing the work; be available for answering questions and troubleshooting.
• If possible, take photos.
• Clean up.
• Reflect and evaluate.
• Thank volunteers and inform them of future volunteer opportunities.

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Context

Instead of discovering what's missing on the day of the project, carefully review your plans and think ahead to what issues may come up beforehand. A good rule of thumb is to check, double-check, and triple-check! Don't leave anything to chance. It's better to confirm a detail twice than to assume someone else will do it or that it is taken care of.

See the On-site Project Management Guidebook, for a suggested "Day of Project Timeline."

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Posted On

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For More Information

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Resources

This effective practice is one in a series on volunteer leveraging from the Hands On Network. Read all of the Hands On effective practices.

See the On Site Project Management Guidebook for more information.

Source Documents

Related Practices

• Finalizing your service day project plan

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Related sites

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