Leader's checklist

You are here: LCV > How to... > Leading: Introduction > Leader's checklist On this page: Introduction In the week before the task On the Sunday morning On task At the end of the task At the toolshed

Introduction

Here's a list of all the things to think about if you are leading a task. This list covers a Sunday task - residential tasks are even more complicated...

Before you lead a task, it's important to read BTCV's advice in their two publications:

• BTCV Local Action handbook and its section on leading tasks

• The BTCV booklet Health and Safety Overview for Practical Conservation Projects

In the week before the task

• Make contact with the client:

  • Agree what you will be doing, discuss the tools that will be required and ensure that any necessary materials will be available.

  • Agree where you will be working, when you will meet the client and where you will meet them.

  • Ask them to identify any particular hazards that you need to be aware of.

  • Get their contact details for the day (e.g. their mobile number or the site telephone number), in case you have a problem and need to call them before you arrive on site.

• Talk to your driver (if you are not driving the minibus):

  • Agree when you will meet before the task (usually at the Toolshed).

  • Make sure that at least one of you has a set of keys for the Toolshed.

  • Make sure that at least one of you knows the way to the work site.

• Talk to the transport secretary to find out who is coming, and if there are any special instructions about volunteers who want to be picked up en route or who will be meeting you at the work site.

• Buy some biscuits and milk for the task tea breaks. Make sure that the biscuits are suitable for vegetarians and that there are some without chocolate.

On the Sunday morning

• Before leaving your house make sure that you have remembered:

  • The milk and biscuits.

  • Some old newspaper and matches for the kettle.

  • The list of who's coming.

  • Contact details for the client, in case you have a problem and need to call them before you arrive on site.

  • Your lunch.

• Load the minibus at the Toolshed:

  • Note, on the task record form, details of all the tools that you have loaded into the minibus.

  • Fill up the water bottle, and check that the mugs, tea and coffee are on board.

  • Check over the minibus and record the results on the log sheet

• Meet the volunteers at the pickup point:

  • Hand round the task record form to collect names.

  • Welcome any new volunteers warmly.

  • If there are any new or newish faces on board, introduce yourself, explain a little about the site and explain the reason we are working there. Give an idea of how long the journey will be.

• Wait until you've got everyone or until 9:40. Don't wait any longer.

On Task

• When you arrive:

  • Tell the minibus passengers that you have arrived and explain what is going to happen next.

  • Introduce yourself to the client, explaining that you are leading the task.

  • Try to identify any potential hazards on the site immediately.

• Unpack the minibus:

  • Keep an eye on new volunteers, making sure that they know what is going on.

  • Make sure that the first aid kits are taken out.

• Try to get the client to give a brief talk about the site and its importance.

• Give the tool and safety talk. Use the Risk Assessments as a basis for your talk. The length of the talk will depend on whether you can see any new faces who need more explanation and reassurance. Things to think about:

  • How should each tool be used? How should it be carried? (down by your side, at the point of balance, with the business end where you can see it) How should it be left when not in use?

  • What is difficult or dangerous about the work? How can risks of back damage, eye damage, burns, cuts etc be minimised?

  • What is difficult or dangerous about the work site? Steep slopes? Deep water? Slippery? Congested?

  • What environmental problems are there? Hot weather - sunburn, dehydration, heat stroke? Cold weather - hypothermia, icy ground? Rain - slippery ground, slippery tools, hypothermia?

  • Remember the rule of thumb for loppers and flesh on wood for all edge tools

  • Who are the first aiders? Is there a doctor in the house?

  • What time are you going to stop for a tea break or for lunch?

• Divide the volunteers into suitable work teams. Make sure that you have a mix of abilities, so that each team has at least one person who has previous experience of the work.

• Make sure that each team knows exactly what it is doing. Set them a SMART goal that is

  • Specific

  • Measurable

  • Achievable

  • Realistic

  • Timebound

• As soon as you have got everyone working busily away, you can start work yourself. However you must never get so involved in what you are doing that you stop checking that:

  • Everyone knows what they should be doing and is busy doing it

  • Everyone has all the tools and materials they need. If there are shortages, can you re-deploy volunteers so that the shortages are removed?

  • Everyone is happy and healthy

  • Nobody is doing anything dangerous, or beginning work on something that will become dangerous (e.g. digging a big hole in the middle of a busy footpath).

  • Check that all the tools are being used correctly and stored safely.

• Check continually with the client, if they are present, to make sure that they are happy with the way that the work is going. Be sensitive to subtle hints that suggest that they would rather not have the spoil from your hole dumped on those orchids. Be prepared to take corrective action, which may involve asking volunteers to redo work. The more often you check that your client is happy, the less likely it is that you will need to go back over work that you have already done.

• When you see more than a couple of people standing about chatting rather than working, it's probably time for a tea break. Remember that it takes about 15 minutes to boil the kettle.

• During any lunch or tea breaks, make sure that any new volunteers aren't being left out of the conversation, and that they get their fair share of tea and biscuits.

At the end of the task

• As home time approaches, make sure the volunteers know when you plan to leave and that they do not start any work that they will not be able to finish.

• When it is time to stop, make sure everyone knows that you have stopped work. Gather and clean all the tools and check that you have everything that you brought with you.

• Check the site to make sure

  • that you have left it tidy and that there is no half-finished work. If possible walk over it with the client to make sure that they are happy too

  • that there are no tools or personal belongings lying forgotten

  • that the fire from the kettle is completely out, and that the ashes are scattered so they don't encourage pyromaniacs

  • that you have left no litter

• Load all the tools and volunteers back into the minibus. Make sure that you haven't forgotten any tools or volunteers before you set off for home.

• Give the client a chance to thank the volunteers for their efforts.

• Before you drop off the volunteers, thank them sincerely, particularly any new faces.

At the toolshed

• Unpack the tools from the minibus and put them in their proper places in the toolshed. Clean any that are dirty, and dry any that are wet.

• Hang up at wet gloves.

• Wash the mugs. There is a kettle in the garage, and a big saucepan in the toolshed. You will usually find a sponge and detergent in the catering box.

• Take your milk and biscuits out of the mug basket.

• Sweep out the minibus, and remove any litter and lost property.

• Complete the task sheet and minibus record with the mileage. Leave the task sheet in the minibus.

• Collect any rubbish from the toolshed and take it with you.

• Make sure the lights are off in both the toolshed and garage, and lock both securely. Don't forget the central lock on the toolshed.

• Thank your driver.

• Head homewards feeling tired but satisfied and dreaming of a hot bath.

The week after the task

• Contact the client (particularly if they weren't present on the day of the task) to check that they are happy with the work.

• If necessary, contact the Co-ordinator and let them know of any problems that arose during the task, and how they might be avoided in future.

(c) Lothians Conservation Volunteers 2011

Lothians Conservation Volunteers is a charity registered in Scotland, No: SC020384

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