Managing Projects

Team Leader Project Checklist 

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So much goes into leading a project, but one of the most important parts is shaping the volunteer experience. The ultimate volunteer experience is created when leaders like you provide a space where giving back is both meaningful and productive. Use the checklist below to ensure volunteers feel supported, encouraged, and recognized every step of the way. 

Before the Project 

  • Attend any planning meetings or calls with your Leadership Coordinator and/or partner agency representative. Confirm project dates, meeting time and place, and any task-specific details that you may need to know. 
     
  • Make sure you know important New York Cares numbers. This includes the name and number of your Leadership Coordinator, as well as the New York Cares emergency line. 

During the Project 

  • Arrive early. Give yourself 15-30 minutes to ensure you have time to get settled, set up, and greet any volunteers who arrive early. 
     
  • Take accurate project attendance. Print a roster or use your Team Leader dashboard to keep track of who you are expecting and who shows up to each project.  
     
  • Introduce the project and the day’s goals. Inspire your team with an enthusiastic “kick-off.” Include info about the agency, the project schedule, and task details. (For more on how to run a stellar project kick-off, click here.) 
     
  • Support the group in completing the project tasks.  
     
  • Stay positive and monitor the room. Be available throughout the project to provide guidance, answer questions, and step in when needed. 

After the Project 

  • Ensure that agency spaces are tidy and in their original state.  
     
  • Close with a short project reflection. Bring the group back together to say thank you and reflect on what you accomplished. You can also share upcoming project dates with volunteers who may be interested in serving again. (For more on how to run a great project reflection, click here.) 
     
  • Enter attendance and impact numbers online (within 48 hours.) Submitting attendance can serve as one of the simplest forms of volunteer recognition. 
     
  • Share project feedback with your Leadership Coordinator. Reflect on the project, share any suggestions for improvements or concerns, and recommend all-star volunteers for leadership roles.