We have a standard of being prepared and being ready to greet our guests with excellence! We simply cannot do this, if our give back positions are not ALL filled and if we are not all working together as one team with one goal: seeing lives change
So please do you best to follow this process when contacting your team:
1 - Send each team member an individual text reminder on Monday or Tuesday. This will give you a day to let them respond. Just copy & paste this text and fill in the blanks:
"Hey, it’s ________, the leader of the _______ ministry! The calendar shows you giving back/training no later than _______ am sharp! I just wanted to make sure you can still make that?! We want to make sure that our whole team is prepared to serve our guests with excellence. We are so excited to be making an impact & seeing lives change with you!"
Make sure to send individual texts so you can see if there is a response.
Feel free to change "can you still make that" to a phrase that fits your personality!
2 – On Wednesday, if there is no response, then just send them a text making sure they received the first text. Many times, people are just unable to respond in the moment and will forget.
If someone cannot give back, always encourage them to “switch” (not find a “replacement”) and to follow the process here.
3 - On Thursday, if there is still no response, you can start looking for a replacement yourself!
4 - Always make sure to follow up with volunteers who are shadowing and who are giving back for the first time. Just make sure everything makes sense, they are comfortable, and see if they have any questions or concerns. Make sure check out the process for new & training volunteers here.
5 - From time to time, send a text to your whole team that says:
“Team: Don’t forget to check out the checklist & training video at http://theporch.info/training (Some are being updated currently) Thank you for giving back!”
*If you have issues with people wearing porchShirts, just remind them it tells our guests 2 things: We are professional and this person can help you out!
How to follow up with "no shows"
1 - Let them know that you missed them and make sure everything is ok! Always assume the best about people and that they didn't just "not show up!" If it was an emergency, skip to step number 3!
2 - If there was no emergency, let them know that they kind of left us "hanging" and that we really needed them. Explain to them that there are souls on the line! If lost person or guest comes and has a horrible experience because no one is there to fill their role, they might be turned off from thePorch or even religion!
3 - Remind them about the process to follow if they can't make it or an emergency comes up.
4 - Reassure them that they do a great job and that we appreciate & value them! And they ARE making a difference/impact!
5 - If it continues to be an issue, talk to pastor Curtis about possible next steps.