Case Study: Operation Procedures for Volunteer Organisations
The Challenge:
Aroha Kaikorai Valley Trust has a large number of volunteers who need access to information about various tasks, such as using the Trap.nz app or how to bait a trap, to effectively contribute to the trust's environmental efforts. There are also challenges for the administration staff being able to easily find operating procedures, template messages, health and safety policies etc.
A standard operating procedure (SOP) is a set of step-by-step instructions compiled by an organization to help workers carry out routine operations. SOPs aim to achieve efficiency, quality output, and uniformity of performance, while reducing miscommunication and failure to comply with industry regulations.
Solution Implementation:
The trust decided to adopt the web app Adepty which now provides a centralised platform where AKV volunteers can easily access instructional materials, guidelines, and resources related to their tasks. This ensures that volunteers have the necessary information at their fingertips, leading to improved efficiency and effectiveness in carrying out their responsibilities.
The ability to add anyone to the app with their personal email as a login is a great bonus as an organisation of volunteers does not have domain-based email accounts for volunteers, meaning an option like Microsoft 365 SharePoint is expensive and unusable.
Measurable Results:
While it is hard to exactly define what time and money savings have been made, noticeable changes have been seen including the following.
Reduction in the time spent searching for information: Bringing our policies into Adepty has meant all items are easy to find.
Increase in volunteer engagement: Volunteers are more engaged when they feel part of something and well informed and well trained.
The first project for AKV is the Urban trapping program. All trap info and safety materials are available to all volunteers.
"As I work part time it is good to know that everyone can access the correct information even when I am not there."
Beth Wishart, administrator for AKV.