Assemble Update - Grapevine Oct 25

Our new Volunteer Management System

Why do we need Assemble?

Some of the feedback from volunteers & staff: • Improve communications to volunteers • No clear processes • Acknowledge volunteers more across BBOWT • Don’t feel part of the wider BBOWT team • Who is active and not active?

• How many volunteers do we currently have?

• When are training and DBS checks due for renewal?

Welcome to Assemble Film only 4 minutes long Click HERE to watch it

Assemble will help resolve these challenges

Do you want to….?

- Help ensure BBOWT including all of our staff and volunteer leaders are GDPR compliant?

- Be able to access everything to do with volunteering at BBOWT in one place? Documents, Events, News, Messages, Rotas.

- Make it quicker and simpler for staff managers and volunteer leaders to recruit volunteers, manage volunteer teams and communicate with you?

- Support us to be able to create volunteer impact reports to help enable us to secure more funding for volunteers and teams across BBOWT to support with training, tools, uniform, projects and events? And in turn help restore and protect nature?

Our Assemble Journey We are currently here at:

Stage 1

Stage 2

Planning & Development

Testing & Co-Creating

Stage 3 Building & Training

Stage 4

Go Live!

Implement & Troubleshoot

Stage 5

Support, Embed & Monitor

Assemble Update We are currently building Assemble, here are some of the key areas of work we have undertaken: Recruitment and Role Descriptions – We’ve nearly finished condensing, developing and updating volunteer role descriptions for Assemble and then putting them into a new format for the system.

Which has taken time to work across teams within BBOWT to complete this but is a great step forward to have one version of each role description for each role with consistent role titles.

Reviewed the Key Volunteer role which we are changing to incorporate the key volunteer responsibilities into role titles and descriptions of the current key volunteers e.g. Conservation Work Party Leader rather than Key Volunteer

Assemble Update Policies, Processes and Procedures - we are reviewing and creating new processes and procedures and updating volunteering policies with Catherine’s help– including the Volunteer Handbook so that they are all updated to align with Assemble and the new processes that will be adopted to utilise Assemble – which is a big job in itself!

Videos and Guidance Docs – we are busy creating training videos and guidance documents ready to train staff and volunteers as we roll out Assemble

Auditing Volunteer Training and updating IHASCO - we are also data cleansing the BBOWT training platform, starting to look at the training needs for each role and updating information as we’re working on how we link Assemble and IHASCO as training and records will need to be updated in Assemble.

Meadow Farm – Testing site Check and Challenge – they will be our trailblazers so that we can check it before rolling it out wider.

Roll out Updates

Basic Functionality - Keeping it Simple!

Then we’ll gradually introduce more functionality once it’s up and running and people have gained confidence using it.

Assemble Support Groups

to support volunteers with registering and using Assemble – groups with IT experts in them to ask queries, report problems and get help.

Face to Face & On-line Training Workshops & Clinics to support volunteers and staff across Berks, Bucks & Oxon.

Buddy System For anyone who would like 1:1 support.

Our new Volunteer Management System

Grab a cuppa and watch a quick tour of Assemble to give you flavour of what’s to come: Click HERE to watch it (just 12 minutes long)