Volunteer training presentation by Samantha

Logan

PURPOSE OF THIS TRAINING

The purpose of this training is to familiarize new volunteers with the non-profit

organization as expediently and sufficiently as possible.

It will go over all important need-to-know elements to Trans Youth Channel (TYC)

including the purpose and history of TYC, production workflow, and the

intricate responsibilities of each team within the non-profit organization.

TYC is an online group with many members in different time zones. It can

normally take up to a week for new members to get acquainted with the

workings of TYC and its objectives.

This training is not intended to replace time

with specific team leaders, team members,

and the general volunteer base. Once

finished please see your leader for questions

or comments on this training.

THE HISTORY, MISSION STATEMENT, AND

PURPOSE OF TYC

TYC started in 2010 and since then there have been a lot of changes,

milestones, and new directions. Please watch this YouTube video here, or on

the next slide to learn more about:

• Our History

• Our mission statement

• And our production line

Which we will go over

throughout the rest of

this training.

The pipeline will be broken down throughout the

rest of this training so you may see this video pop

up again in a little bit.

TYC’S MISSION STATEMENT

As stated in the video on the previous slide Trans Youth Channel serves

two main purposes:

1. To educate, assist, and provide resources to closeted trans* and

LGBT+ communities and those connected to it.

2. To connect online Trans* and LGBT+ physical non-profits or

organizations world wide, so that we can provide free services to

help them grow, and simultaneously fulfill our first objective of

providing support and resources.

TEAM AND POSITION OVERVIEW

In order to achieve our mission statement A hierarchy of positions has been

established to mediate the workload through to various teams.

Every team is just as important in maintaining the TYC work flow, and has harsh

deadlines because missing even one can put all teams in TYC behind,

ultimately failing our mission.

Throughout this training we will be focusing on these teams and the pipeline so

that you understand the role you take, how it functions, and its importance in

the great scheme of things.

This hierarchy does NOT prohibit you from

contacting another at any level of the company,

including its president! It is purely to spread the

work load.

Your voice is equal to our CEO’s!

SYSTEMS USED IN ALL TEAMS OF TYC

Before going into the workflow pattern however, it’s important to look into the systems

that teams use. Familiarizing yourself with each one is extremely important as you

move forward in TYC and we will delve further into each system in the departmental

Trainings.

Note!!: This is the password for the internal site. From here

you can access all passwords under the documents section.

You MUST keep all of this information locked in key. It can

severely hurt us if this information were to get out including

other volunteers!!

Internal login page Password:

S1stersT

Online systems:

External TYC site

Internal TYC site

Facebook

YouTube

Twitter

Google +

Tumblr

Instagram

Downloadable systems

Drop box

Microsoft office –or-

Apache Open office

Any non-linear video

editor

Google applications

- Gmail

- Google +

- Google hangouts

- Google Calendar

- Google Drive

OUR FILES SYSTEM

Dropbox is our main production platform.

All teams will use this system to some

extent and its use for TYC is just as

required as our internal site.

Dropbox will be used in Video editing to

‘claim’ and edit videos, while Bloggers will

submit those videos to the drop box for

editors.

Space limited though so be sure to delete

temporary data you are finished with.

Note!!: Access to Dropbox is secure and must

not be given to anyone who does not work

with the organization, please keep it private

for matters of security

NAVIGATING DROP BOX – DESKTOP VERSION

Dropbox works just like a windows computer file system. When downloaded onto

your computer you can drag and drop a file from drop box onto the desktop or

vice versa.

It is most highly recommended that you download the system onto your computer

as it’s easier to work with. Having it on a mobile device can often be a little

difficult but you can download apps to make your interactions much easier.

NAVIGATING DROPBOX – ONLINE VERSION

This video will demonstrate use of drop box online for when you can’t get

it to work on your desktop. This can happen often depending on the

device.

NOTE: Skip to 50 seconds to start the

actual tutorial as the guy is not helpful.

INTERNAL.TRANSYOUTHCHANNEL.ORG

Trans Youth channel’s best kept secret as a tool is our internal website, which puts all

of the work into one website where you can do virtually everything for every

department!

Watch the brief tutorial below and we will go further in depth in department trainings.

Use of the internal site requires that you create

a login with our forum and chat based clients.

This is an absolute requirement!

TRANSYOUTHCHANNEL.ORG

Trans Youth Channel also hosts very important website that will link the

community with everything we do.

BASED SERVICES

Google hangouts - Throughout the week, TYC hosts a lot of internal meetings;

from our general meetings to specific project meetings, we use hangouts to

communicate across time-zones, and the world.

Gmail – Gmail is our main email client for interacting with our viewers. If you

have not, please create your own Gmail account and get familiar with it. use

the following format if you choose to make one specific to TYC:

firstname.transyouthchannel@gmail.com

Google Drive - group document writing is invaluable to TYC. We use it in

website design, research and outreach, and for our meeting minutes

Google Calendar – TYC Uses this to keep track

of each other’s work and allow for volunteer

accountability. Social Media also uses this to

keep track of posts on a schedule.

Facebook is one of our main communication platforms. While much of our

communication can be done on the internal site nothing beats the

convenience of conversation over Facebook. View the below diagram for

what goes on the internal site and what goes on Facebook.

TYC also uses a public Facebook page as a

way to interact with our subscribers and

viewers.

DON’T HAVE MICROSOFT WORD? NO PROBLEM!

One of the biggest dilemma's we tend to have as a small organization is people

not having the necessary word processing platforms. But fear not!

If you’re a student most colleges and high school programs allow you to

download a free version of Microsoft office for students, or…..

You can have this software version written by the open source community for

FREE!Download apache open office

Seriously, I don’t know

why this is a secret.

Do it.

Before you continue please re-watch the last half of

the history video to understand the general pipeline.

For the pipeline overview just go to 4:20 seconds

WORK FLOW PROCESS – AT A GLANCE

The following chart is a visual representation of the pipeline in that

video. Click to view it larger and read the overview of departments

Zoom in on the image Download a pdf file to save here

The next several slides will simply describe this

process in depth.

STEP 1: RESEARCH AND OUTREACH

Research and Outreach acts as one department, but are in all actuality 2 steps of the process

and is responsible for researching and providing a partner organization for topics that are

selected.

Outreach: Acts as the funnel taking all of the topics placed in one sheet found in the

research and outreach department and finding organizations for them. Essentially taking a

general topic that was suggested, finding an organization that works in that field and refining

it to fit that organization.

-3 to -2

weeks

Because organizations often don't respond

as often though we typically have 3

organizations and topics in the works as

well as on non-organization topic.

this way on any given week Outreach can

inform Research to go with a topic

regardless of various organization's status

on the topic.

STEP 1.B: THE RESEARCH PERSON

Research breaks down in to 4 steps:

1. On Monday the group gets together and decides on a topic (usually pretty easy as outreach will only have a few ready), then allocates the job of "synthesizer" to 1 individual depending on availability that week.

2. After the meeting everyone has from Tuesday - Thursday to research the topic and submit research to the RNO folder by 12pm Thursday night.

3. Starting Friday morning the Synthesizer will compile the research papers, remove repetitive data, get all of the information on the organization and then create one comprehensive document that will become the newsletter.

4. Lastly the synthesizer has until Saturday afternoon to compose and send out the weekly internal newsletter to the entire organization of volunteers. It's vital that this deadline is met because All of the other teams rely on this work.

STEP 2: THE BLOGGERS TEAM

The blogging team will be step 2 of the process,

after the research and outreach team

provides the bloggers with research and an

organization about their chosen topic.

Bloggers, upon receiving their topic information

will have one week, until that following

Sunday to submit their videos to the Drop box

under the editing team’s folder entitled, un-

edited posts.

Bloggers should name their videos according to

the week’s topic, and day it needs to go up to

make it easier to identify

Example: Karen our blogger on Thursday’s will submit her

video about potty panic to the Dropbox folder labeled as;

Karen.potty.panic.Thursday .mov-2 to -1 weeks

STEP 3: VIDEO EDITING

Once bloggers have recorded, done basic edits, and submitted their videos to the drop box it goes in to a public pool of videos to edit for the editing team.

the editing team's job is to spruce it up, add visual styles the bloggers couldn't add with basic editing software, and provide visual resources.

video editors will work on a kanban system where they "claim" videos in a public pool of videos by putting the video into the folder with their name on it. Then download it to the desktop, edit it according to the template we have for their editing software, re-render it, and put it in the completed folder.

then they'll upload a copy to youtube and schedule it for the day it is set to publish!

In the meantime editors are also responsible for doing youtube annotations which allow us to link to things inside the video itself.

All videos should be published by week 3

as this star indicates.

-1 to publish date

STEP 4-A: THE SOCIAL MEDIA TEAM

The social media team is responsible for getting the

video views, subscriptions, likes, shares etc,, and

through this provide organizations with exposure

and the online community with resources.

The social media team will need to know the most

systems: Facebook, Twitter, Tumblr, Google+, and

many others. You truly need to be an expert, but

TYC will help you get there.

Note!: If you are training

as a social media rep

your training takes place

via email training

sessions.

Please click here to

sign up for this training.

Once video editing publishes the video to YouTube two teams will take

action: Social Media and Quality Analysis.

STEP 4-B: QUALITY ANALYSIS

QA techs on this team are responsible for watching the

videos published during the week and critiquing them

according to the latest critique metrics available.

Critiques are submitted through a form on the internal

site and looked over by the Quality Analysis Leader.

Once they are approved they are simply emailed to

the blogger for them to review and make changes.

The QA form is revised on a 6 month basis.

QA will also periodically run 1x1’s with bloggers.

With publish date –

+1 week

The second team to be running concurrently with Social media is most critical

for internal use at TYC; improving the bloggers videos and by extension TYC

itself.

NON-WORKFLOW RELATED TEAMS

We also have teams that will be working on the background stuff that will not

involve TYC’s work flow.

• Website development - builds, updates, and maintains the website and any

social media sites that require code.

• Legal - Responsible for any legal dealings such as 501(c)(3) paper work,

disputes, or relations with another organizations.

• statistics / analytics - responsible for monitoring statistics across all lines

of interaction with the public, compiling this into graphs and presenting it in a

manner that will help the organization grow.

• And Business- responsible for the use of funds that TYC will have at it’s

disposal and allow the organization to grow. Also responsible for billing.

These teams require highly experienced individuals

in various areas of expertise.

Feel free to suggest a friend who may qualify for this!

We also have a board of directors just like all other non-profits

DIFFUSION OF RESPONSIBILITY

This has always been, and always will be the enemy of online organizations.

It occurs when people work in large groups without a proper structure of allocating

jobs. When someone asks for something to be done the typical person thinks,

“well someone else will probably do it” and then no one claims or picks up the job.

Solution:

Please assume at all times that no one has done a task until someone claims

upfront that they will do it.

Unless you see a post saying “I will do it” in reply, Please claim and complete it

yourself by the prescribed deadline.

To be sure the pipeline works effectively take

initiative. The alternative is upper

management ordering people to do things I

would not prefer that.