Successful program directors offer these tips for getting the most out of technology-based tools:

• Set expectations for members:
  • Let them know how often they'll be expected to sign on, contribute, etc.
  • Consider incorporating expectations into member contracts
• Make technology-based tools part of your everyday activities:
  • Use them regularly to share information
  • Encourage members to post photos, videos, comments, and questions
  • Use prompts to get discussions going about member-development topics or other issues
  • Use discussion boards to continue a conversation that began at a training or meeting

When choosing a networking site or discussion board software, consider these suggestions:

• Check out your options and choose the best tool for you.
  • Programs we've talked to have used Facebook, MySpace and myfamily.com
  • Be aware of any costs
• Don't be intimidated - most sites have easy, step-by-step instructions for setting up new groups and pages
  • Find out if one of your members or alumni has expertise in using these tools and ask for help
• Restrict use/viewing to "invite only"
  • Scrutinize "friend requests" from others
• Let members know they will have to sign up to access the group you establish
• Send new and potential members an invitation to join as soon as possible

Remind members that the skills they learn from using these tools will help them after service.

Go back to Supervising Members From Afar

A variety of free software tools are available online that can be used to connect members.

Social networking sites
Social networking sites are online communities of people with similar interests. "Invite-only" groups can be created to limit access to members.

• Personal: Facebook, MySpace
• Professional: LinkedIn
• Create your own: Ning

Discussion boards
Discussion boards are online forums for discussing topics that allow readers to reply. Use to share ideas, problem-solve, and discuss specific issues. Restrict access with "invite-only" setting.

• Examples: Google Groups, Yahoo Groups, Aimoo

Blogs
Blogs are regularly updated logs or journals, sometimes focused on specific topics, that allow for reply-posts.

• Examples: Wordpress, Blogger, TypePad

Online Ticket Systems
Ticket tracking systems coordinate tasks and manage requests among a community of users.

• Examples: Request Tracker (RT), Open-source Ticket Request System (OTRS)


Click play to hear how Joyce Fosdick of Keystone SMILES AmeriCorps (Knox, PA) uses an online ticket system to track issues and share solutions with members across rural Pennsylvania.

Media Tools
A few of the many tools available to edit and store media files online.

• Digital audio editor: Audacity
• Digital photo editor and manager: Picasa
• Online photo sharing: Flickr
• Online photo and video editing and storage: Photobucket

Productivity Tools
Share and edit documents and workspaces online.

• Create and edit Web pages together: Wikispaces
• Collaborate on word processing, spreadsheets, and presentations: Google Docs

Go on to Making Technology Work for You

E-mail and Web sites are great tools for day-to-day operations. But social networking sites, message boards, and other technology-based tools can help you build your program and member capacity for the long term. Below, program directors offer tips for some of these easy-to-use and often free tools.

Click on each tool for more information on how programs use them to connect their members.

Social Networking Sites

Liz Carroll of Notre Dame Mission Volunteers - AmeriCorps (Baltimore, MD) uses a Facebook group to connect with her members, who are spread across the U.S. in 16 communities. According to Liz, the page helps:

• Recruit new members
  
  Click play to hear how Liz uses Facebook to recruit new members.
  
  
• Allow potential members to chat with current members
• Connect members to the program's big picture
• Share photos, videos, and information
• Keep alumni involved and informed
• Advertise events, contests, deadlines, etc.

Discussion Boards

Marissa Mizer, AppalCORPS (Athens, OH), uses a discussion board to:

• Prompt discussion on hot topics, such as citizenship
• Poll members on subjects
• Follow-up after training
  Click play to hear how Marissa uses discussion boards to build on trainings.
  
  
• Allow members to connect and share ideas

For a list of free discussion board providers with reviews, visit Free Center.

Technology and Youth Programs

Podcasts, blogging, text messaging - these modes of communication are commonplace for most of today's teens and tweens. Click here for an in-depth look at youth and technology, and ideas for how your program can use technology to engage youth.

Go on to Tools of the Trade

For program managers who supervise multiple sites, it's important to regularly communicate with the site supervisors. Be sure to:

• Clearly outline your program's expectations
• Encourage adherence to CNCS policies and procedures
• Promote the need for member development

In the following scenario, you'll learn how an experienced program manager deals with common issues in a site supervisor meeting.

Click each topic to hear an audio clip demonstrating how the manager:

Sets the tone of the meeting

Deals with a question about learning opportunities for members

Clarifies the AmeriCorps member's role in a school tutoring program

Answers a question about the funding agreement between the program and the site

What are some of the strategies demonstrated in this scenario?

• Know, and be able to explain, what your expectations are for the site and the member
• Have written service descriptions, memos of understanding, and other documents that you can refer to in the conversation
• Use key words such as "service" (versus "job"), match, local opportunity
• Practice active listening: Restate the question, validate the concern, provide a solution

This scenario was contributed by Marissa Mizer (AppalCORPS, Athens, OH); Ronjanett Taylor (America Reads-Mississippi, Jackson, MS); Sam Costello (TWC Youth Service Corps, Silver City, NM); and Jo Jones (AmeriCorps OWC English Coaches Program, Niceville, FL).

Go on to Visiting Host Sites

Many programs follow an "intermediary" model: the sponsoring program provides national service members to other local organizations with expectations and responsibilities clearly spelled out in a memorandum of understanding. The benefits of such an arrangement include:

• Opportunities to collaborate with other program directors or project managers
• Cohesive, unified mission
• Control over our recruiting "message"
• Opportunities for professional development
• Efficient use of resources
• Interconnectedness with colleagues and the bigger picture
• Security, advocacy, and support for site staff

What are other benefits of an intermediary model? Click to answer this question and hear how other program directors responded.

Go on to Identifying and Recruiting Host Sites

As a supervisor, you pave the way for a positive service experience. The process:

• Starts with clear expectations and goal setting for members
• Continues with regular check-ins, reviews, communication
• Develops with coaching of members
• Ends with useful evaluations

The field-tested resources in this toolkit can help you during all these stages, whether you're overseeing a handful of members in one program or multiple supervisors at various sites.

Go here for help with:

Core Competencies—Understand the skills and qualities needed to effectively supervise members by completing this 5–10 minute tutorial.

• Planning and Documentation—Borrow or adapt these checklists, timelines, and memos.
• Creating Effective Member-Supervisor Relationships—Learn about the benefits of creating positive member-supervisor relationships. Explore how coaching can make you a better supervisor. See how other supervisors handle common "sticking points" and real-life issues.
• Monitoring and Evaluating Members—Explore forms, procedures, and tips from experienced supervisors.
• Working With Host Sites—Get advice on finding the right placements and ways to effectively collaborate to get the most out of members.

Go on to Planning and Documentation