Organize a Steering Committee
This is key to lightening the workload for the partners involved, all the while allowing for a quick response and turn around time for changes as the situation evolves. The Steering Committee should include key community partners in food security and services to seniors. Can include CIUSSS Community Organizer of your CLSC, if available.
- Secure telephone line for messages: You will want one specific phone line for clients to call and leave messages. This will help to centralize the project.
- Secure funding to pay for Project Coordinator: As the situation evolves, people who are currently available for volunteer work may not be available in 2 weeks or 2 months. For this reason, and the fact that the role of coordination is a high level of responsibility, you will need to hire a Coordinator [Job Description]. This person would have the responsibility of the day-to-day operations of the project and is the link between the project and the Steering Committee.
Get commitment from local grocers
Establishing a relationship with a local grocer will facilitate the flow of the project, from accessing the grocery store to collecting payment. Working with the grocer to:
- Discuss cost of delivery
- Determine how orders will be placed (ex: sent in a batch by email?)
- Determine frequency and number of deliveries possible per week
- Determine acceptable methods of payment
- Discuss and outline hygiene protocol
- Agree to a start date
- Help getting your project focused and off the ground. It will be useful for a member of the Steering Committee or the Project Coordinator to regularly have contact with the grocer so as to troubleshoot and work together to adjust the service
- A Project Manager to help set up and oversee the functioning and administration of the project, and a Project Coordinator who would be responsible for managing volunteers and ensuring that the orders are placed with the store in a timely fashion.
- Identify a back up Coordinator in case the person becomes ill or unable to work.
Depending on the size of your project, you may want to identify (from within your organization and your partner organizations) volunteers for taking telephone orders. If recruiting new volunteers the government website www.jebenevole.ca is a good place to start. Live Concordia is also a good resource for student volunteers. https://www.concordia.ca/students/volunteering.html
Train Volunteers – use the Training Manual available.
The main steps in running an online volunteer training session are outlined here.
Inform community and stakeholders about the project – e-mail template to contact the local senior’s table and the local “Cellule de crise”.
Launch the project – inform key community partners, the CLSC, the Table de quartier and other senior resources.
- Use and adapt the Tools available in the Outreach section.
- Canva.com is a useful online resource to help you develop posters and other promotional tools.
Manage, troubleshoot and adjust the project as the situation and needs of the community evolve.