Helping Hands is a non-profit organization created to slow the spread of COVID-19 through tech-enabled, community volunteerism. It connects people who are most at-risk with those who can safely deliver critical items and provide various forms of assistance.
That means onboarding hundreds of volunteers across the US and bringing them up to speed with a small people operations team.
Previously, Helping Hands used an Excel sheet and Google doc with long, step-by-step instructions to onboard new volunteers. This method was error-prone and hard to maintain, especially when volunteers were from different time zones. It also made it challenging for the people ops team to engage volunteers right from the start, which sometimes led to attrition.
“We are a fast growing organization, and our small internal people ops team had to onboard almost 25-30 volunteers per month on their own time and in different timezones”
Amy Cooperstock, Head of People Operations, needed a solution that would free up her team’s time, while making the onboarding experience more seamless and enjoyable at scale.
Since volunteers are already using Slack for day-to-day communication, it was easy for the people ops team to build an onboarding experience using AhoyTeam workflows to automatically launch and assign tasks to new volunteers when they activate their Slack account.
The team implemented a sleek onboarding process to create a series of scheduled tasks and documents to review, which were sent periodically via Slack. It wasn’t a one-way communication, either. Using the survey feature, the team created a series of polls and pulse check-ins to gauge volunteer sentiment and collect feedback on the remote work experience. These steps helped them to get real time feedback and take corrective action.
“We now have consistency and standardization, with a daily breakdown of tasks that we track over the course of the new hire journey. Gone are the days where new hires had vastly different experiences.”
Due to Ahoyteam’s dashboard, it was easy for the People Ops team to keep track of the progress of each volunteer. The team spent less time chasing the completion of onboarding tasks, allowing workflow to automatically send friendly nudges.
“Onboarding through AhoyTeam has given me a peace of mind, that volunteers are going to feel welcomed and have the information they need on their very first day.”
AhoyTeam enabled Helping Hands Community to build and deliver a strategic onboarding experience during a time of crisis and deliver an exceptional experience for their team.
“Ahoyteam was more customizable and easier to implement. With the Slack integration feature it was able to offer a better volunteer experience”
AhoyTeam’s workflows and automation have been a significant time-saver for the People Operations team at a time when every hour counts. Saving the team hours weekly that they can spend on other, more crucial tasks and getting volunteers ramped up faster has helped them to reach more people in need.