Team Leader Guide
Page contents
Overview
Thanks for being a CoG team leader. Your primary job is to run an efficient shift. Since you work with the same team every 4 weeks, you’ll have an opportunity to get to know your team members and develop a sense of team identity. Every team leader will have a different management style, but all will be seen as dependable, “go to” people.
If you are not yet a Team Leader, than please consider becoming one! New team leaders have good support from the Team Leader group. You don't need to be an expert on all things CoG to become a leader; all you need is the willingness to dive into your shift. Outside the shift, there are no mandatory time commitments. The CoG functions far better with a complete pool of Team Leaders, and so you could really make a difference.
Job Description
The Team Leader is the person designated to manage a particular 2.5-hour shift during the hours of operation of the CoG store/warehouse. Shifts rotate on a 4-week schedule so that Leaders work in the store about once per month.
Team Leaders are expected to be resourceful in answering questions and solving problems that come up during the shift. They are encouraged to become more familiar with store procedures through additional training, as well as to share that knowledge with the rest of their shift. They are able to use the Information Warehouse as a guide and can contact the Core Team members when necessary.
The Leader coordinates member services and childcare workers on the shift so all needed tasks are completed, prioritizing the important ones. The leader makes sure everyone signs in at the start of her/his shift. She/he ensures that everyone has a task, and that they are comfortable with the task they are doing. This includes checking the "Facility To-Do" and "What To Do If There Is Nothing to Do" lists on the wall and doing/delegating tasks, as needed. The Leader makes sure someone checks for orders that arrive in the Cog-O-Matic and ensures that new orders are accurately built with available stock.
Depending on the day of the week or time of day, leaders may have specific tasks to coordinate (such as unpacking a new shipment, building new orders, filling out partial orders, etc.) Leaders on the first shift of the day are responsible for opening the warehouse, including unlocking the building, turning off the alarm, turning on lights and heater (if needed), and turning on the computers. Leaders on the last shift of the day are responsible for closing the warehouse, including turning off equipment, setting the alarm, and locking up the building.
Team Leaders foster better communication across shifts and among the general membership. Leaders may hold wrap-up meetings in the last 15 minutes of the shift. They report issues or problems to the next shift or to the Core Team, if needed. They check the Information Warehouse for errors and missing information.
Additionally, there are several optional activities that Team Leaders are encouraged to do. Team Leaders might assist their workers in finding substitutes for those unable to work their shifts. It is good if they can attend regularly scheduled monthly Team Leader Meetings to share information, brainstorm solutions for general problems, and learn about new aspects of the CoG.
Where are the Alarm Codes, Etc?
Sensitive information, such as phone numbers and security codes, should have been given to you during training. They are not in this document for security reasons. Instructions for turning on and off the alarm are posted next to it (without the codes).
Ordered Check-List of Big Steps
- Open CoG Warehouse (if not open)
- Check in with the previous Team Leader (if any). Swap some information about Team Leader things. Collect the Team Leader Binder from them.
- Check Team Leader Log and Binder at start of shift.
- Read the last few Team Leader Log entries. The Team Leader Log is in the Team Leader Binder. Reading the Log will give you some idea of what special things you might be doing that shift (e.g., stocking merchandise that came in late, or something.)
- Conduct your shift: See remainder of document for details.
- Sign out on the Team Leader Log. at end of shift.
- Entries should have the Week Cycle, Date, Shift time, Your name, and a brief description of what transpired and what messages you want passed forward.
- Check in with the next Team Leader (if any).
- Swap some information about Team Leader things. Verbally tell them anything salient in the log. Hand them the Team Leader Binder.
- Close CoG Warehouse if you are the last shift of the day.
Check-List of Responsibilities During Shift
- Make sure everyone signs in.
- Coordinate workers so all needed tasks get done, prioritizing the important ones. Ensure that everyone has a task, and that they are comfortable with the task they are doing.
- Depending on your day of the week, you may have specific tasks to coordinate (such as unpacking a new shipment, building new orders, filling out partial orders, etc.)
- Check for new orders and build them if there are.
- Check the What To Do If There Is Nothing to Do List on the wall and do/delegate tasks as needed.
- Fill in the Facility To-Do List, also on the wall.
- Check the Information Warehouse for errors and missing information.
Important Numbers
If you’re struggling with a question or situation, you may call one of the Core Group members for help. The more private numbers are on the inside page of the binder hanging on the wall of the CoG warehouse. The public ones are below:
Emeryville Police:
(emergency) 911
(non-emergency) 510-596-3700
Garbage and Recycling (Waste Management, acct # 00008-70030-15008):
510-613-8700
Electricity and gas (PG&E, emergency and service):
1-800-743-5000:
Internet (Sonic.net, support available 6am-11pm M-F, 8am-10pm weekends):
707-547-3400
Potential tasks for assigning to weekly/biweekly/monthly shifts
In December 2009, we started discussing having tasks that are assigned to specific shifts (e.g. Saturday close mops the warehouse each week, Friday close cleans the bathroom, etc.) Here is a list of potential assigned tasks. Feel free to add to it.
- Mopping the warehouse
- Cleaning the bathroom
- Cleaning the kids room (more than just straightening up: vacuuming, spot cleaning, etc.)
- Checking boxed orders to see if any are months old. Contacting members to check to see if they were double-built, etc.
- Checking products on shelves to see if any are past-date.
- Checking posted prices against online prices.
- Depositing checks (currently done by Saturday closers).
- Updating ZenCart? (our online store) to ensure names and descriptions are accurate )(this can be done on an online Google spreadsheet).
- Dusting/cleaning specific shelves (e.g. each shift might be responsible for one specific shelf, so it can be done during a shift without being a big burden).
This Document is maintained on the Information Warehouse Website (http://www.twilite.org/psdtrac). Feel free to update it when there are a lot of scribbles in the margins of the binder version.
