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Description
The Centre''s staff is implementing a new strategy for managing volunteers and active communication with external entities. However, the existing system is insufficient and this issue has not been addressed. The problem is inefficient management, communication and data handling. This state of affairs can lead to lack of transparency, duplication and loss of recorded data, as well as insufficient competitiveness of work in the online environment. The aim is to maximise the digitisation and efficiency of the Centre''s work through the implementation of the Tabidoo system and the training of approximately 15 staff. Savings in time, finances or redeployment of the workforce will be achieved.
Summary of project results
The organization has implemented a new strategy for effective collaboration with other entities, especially volunteers and organizations operating in the field of crisis management (fire rescue services, non-governmental non-profit organizations, municipalities, regions, and so on). The original data recording system was inadequate for this setup. The project addressed the issue of inefficient management, communication, and data handling. Inefficient management was evident, for example, in the manual recording of volunteer registration emails into a Microsoft Excel database or manually filling out attendance sheets at training sessions. The use of Microsoft Excel without digital and automation processes has persisted in the organization for several years and can lead to insufficient competitiveness in the online digital environment, data confusion, or even data loss.
As part of the project, a basic analysis of the organization''s needs in the area of digitalization was conducted. Consultants from Singula soft s.r.o. used the provided Microsoft Excel data to compile a database of volunteers, a schedule of training sessions, contacts, and meetings on the online platform Tabidoo. Subsequently, automations and print reports were programmed. Tasks such as automatically transferring data from volunteer registrations to the Tabidoo database, automatically recording volunteer responses to training invitations, and automatically logging registered participants into attendance sheets were automated. Setting up print reports enabled the generation of attendance sheets and training completion certificates, documents of all activities of a given volunteer, or meeting records. During implementation, ongoing training was provided through consultations, particularly for the four heads of individual departments, and a methodology for using the Tabidoo platform was created for all employees. The outcome of the implemented system, training, and methodology development was the strengthening of the organization''s capacity (15 employees) in the use of digital tools.
The result of the project is the enhancement of knowledge and skills of the primary target group (i.e., 15 employees of the organization) in the area of online digital technologies. Effective management of volunteer agendas, training, contacts, and meetings was supported. The secondary target group consists of approximately 130 volunteers with whom the center collaborates. The impact is a more efficient communication with volunteers, measurable, for example, by a quick click to confirm participation in training directly from the training offer (email inbox). Thus, volunteers do not need to go through complex processes to report their participation.