Thats right…I said it….Paperless!!

Think there’s no way?? 

Oh but there is….and I did it! 

Through the use of good website materials, and volunteer management software I was able to go from a completely manual system to an almost fully automated system.  And the result is an increase from 350 volunteers a year to over 650 on two campuses with only 2.5 staff members (that includes me). 

What do you need to get started towards being an automated and “paperless” office?

•  Internet access from your work computer – Check with your I.T. department.
•  A website – preferably one you have some administrative control over. You will need to be able to upload documents to the site in order to post your handbook.

 Options:

1. A free website from the internet: type in “free websites” into any internet search engine.

a. Be aware of how much storage space the free website provides. My volunteer handbook is 33 pages long and 168 KB in size. (10,000 KB = 1.22 MB) Even the smallest free webpage is 15 MB, so you should be fine.

2.  A page on your hospital’s internet site

a. Depending on how your internet site is managed, it may or may not cost money for you to add items to your internet site.

•  Your volunteer opportunities and your volunteer orientation handbook in electronic format – It is important that these documents be in a format that most users would be able to open.

 Options:

1. Microsoft Word: Most of us have Microsoft on our computers. You would simply type up your information in Word and then upload it to your site.

2. PDF format: The PDF format is more compatible to websites; and you can ensure that your document looks like you expect it to regardless of who opens it up. You will need a software program that converts documents to PDF format. You create your documents in Word, then use the converter to make it PDF format.

a. You can get a FREE converter at http://www.primopdf.com. This converter will work with Microsoft Word as well as many other programs.

b. You can purchase this software from the internet or in your local office supply store for as little as $20.00.

• An online volunteer application – The potential volunteer fills out the application and submits it without having to print anything out.

Options:

1. Your free website, or your hospital website may give you the ability to create forms. Check with your website administrator.

2. There are numerous places on the internet where you can create you own forms. My personal preference is http://www.mycontactforms.com. A few things to keep in mind:

a. Prices fall into a broad range. (My Contact Forms only charges $20 a year.)

b. Can the service HOST your forms for you? This is an important option to have. If they host the form, they will give you a link to put on to your website. This is much easier than other options, does not require you to deal in html language, and takes up a lot less space on your webpage.

3. Are you using a volunteer management system that gives you a way to post your application?

• We all have agreements, tests, etc. that must be completed by the volunteer as part of his/her orientation. Put these items on your website so the potential volunteer can fill out the information and submit it without having to print anything out. Use the forms options listed above to create these items.
• A place to store your electronic volunteer files – I currently have 839 folders (volunteers), which hold 6,582 files (volunteer paperwork), taking up 515 MB of space.

Options:

1. On the computer in your office – I do not recommend this option. If anything were to happen to your computer, you would be at risk of losing all of your volunteer information.

2. On your hospital’s server – check with your IT department.

3. Online file storage – type in “online file storage” into any internet search engine. This option will require a monthly service fee.

• A scanner with an automatic document feeder – you can find this at office supplies stores or on the internet. I purchased a Xerox DocuMate 510 from SamsClub.com for $283.