Plan For Your Projects!

Planning ahead together is the key to success for your company and the agency! Below are a few suggestions to make sure that your DOC projects run smoothly:

Contact the agency coordinators for the projects your company/team has adopted. Confirm the projects to be completed, the time to arrive, and the number of volunteers needed.

Gain a clear understanding of the project requirements. The following is a list of appropriate questions to discuss when planning for your project(s) (most of this can be discussed at the Matching Breakfast):

•  What is the nature of work to be done?
• What skills are necessary to complete the project? Especially for construction projects.
• What is appropriate clothing for the project?
• What are the different work tasks individuals will need to be assigned?
• What supplies will the agency provide and what materials/tools will the volunteer team supply?
• How will the team get to and from the work site (not necessarily at the agency)? Please carpool!
• Where is the work site located and how long will it take to get there?
• Will the agency be providing snack or meals for the volunteers? United Way will not be delivering lunches from City Stadium this year, so this is important to work out prior to DOC.
• What is the rain plan? Will the project still take place? Is there a rain date? How should coordinators contact one another if it’s raining in the morning?
• When can the volunteer team visit the project site prior to DOC?

After you’ve answered the questions above, you may want to redevelop your volunteer needs. Make a list of additional volunteer skills needed or calculate number of additional volunteers needed. Then recruit to fill the voids.

Collect and organize materials or supplies for which the company is responsible. Remember to bring the supplies with you on DOC, but advance delivery of materials may be helpful in some instances. It may be appropriate to ask local hardware stores to donate materials for your projects. If you do this, please notify United Way so the store will receive recognition for their DOC contributions.

Notify in-house media of your DOC projects and locations. Plan on taking pictures or writing a company newsletter to share the DOC experience with your fellow employees.

Communicate with your volunteer team. If feasible, hold a planning meeting with the team the week before DOC to review your project expectations, individual assignments, needed materials, recommended dress, arrival time and other helpful information. This is also a good time to hand out DOC t-shirts!