Building your schedule
The day and time your schedule should be updated every week
What is Monday at 5pm
What to do if the missionaries need to reschedule but have not yet rescheduled by the time of the original appointment?
What is
-cancel the appointment
-submit a log using "missionary reschedule"
-work with them to reschedule the session
When should mentoring sessions and NMGM's be reported?
What is
The same day they were held
Who is the USA time off assistant? How do we request our missionaries to be moved by them?
What is the "sub form"
When missionaries can meet with you
What is 9AM to 3:40PM of their time zone
What to do if missionaries need to reschedule and tell you beforehand?
What is
-reschedule appointment to correct day and time
-submit log "missionary reschedule"
How frequent should you be in contact with your missionaries?
2-3 times a week!
(log the contact as well as reaching out to them)
Steps to work from a different location
What is
1. submit a request
2. cannot cover more than 10 working days
3.fill out the form a minimum of two weeks prior to the first day of the requested change
https://forms.monday.com/forms/6b61aed43035e222684bab4035a5bfba?r=use1
Hours of white space per week at max capacity (12 companionships)
What is 17-20 hours
When rescheduling a missionary appointment may be appropriate
What is
Your missionaries request to reschedule an appointment
You have approved time off
You have an emergency
What to do if missionaries no show your appointment?
What is
-mark as "no show"
-cancel appointment
-submit log using "missionary cancellation"
Sub Responsibilities are:
What is
Read through the sub plans to prepare for your sessions
Email the missionaries to confirm the appointment and your zoom link
Accurately log and report after the session
Available time slots in your weekly schedule to meet with missionaries
What is
16 time slots
(12 for missionaries, 4 extra for rescheduling purposes)
What to do if your missionaries request to reschedule an appointment:
What is
-reschedule them to one of the open times from your available appointment times that week OR add an additional open time for that session if your availability allows
-If your availabilities don't align, reach out to your team to see if anyone else is able to meet with them
Reporting on a mentoring session in the mentoring app should include:
Completed Log with:
-session topic
-review/followup
-session summary
-goals/invitations
-Practice time
-Prework completion
Process once time off is approved:
What is
-reach out to other mentors (use sub channel, general acuity, or other team members) to find subs. If you still need help reach out to our area's time off assistant (sunny linton)
-submit sub form to sunny linton to move missionaries
-let missionaries know they will have a sub
-submit the log "sub plans" no later than 48hrs before your time off begins
Activities that should be in your white space
What is
Prep and reporting time
Mandatory Weekly Training Meeting
1x1 and observation hour with Mentor Trainer
Appointments with missionaries
At least one hour of development time, including a description of how you use that hour
Blocked off times indicating how you use your time outside of sessions
Any spot in your “white space” that is not taken by a mentoring session could be taken by an emergency subbing session, unless it is specifically blocked off as “Unavailable”
What to do to reschedule missionaries when you have approved time off:
What is
-don't add additional hours to your schedule to reschedule missionaries to different days
-reschedule them to any of your open available time slots
-if you can't reschedule them into your available time slots, follow the time off policy to find subs
Reporting in acuity for a mentoring session should include:
What is
-the missionary’s first and last name
-missionary’s email
-trainer’s name
-trainer’s email
-mission
-topic
What to do if you are sick or have an emergency?
25 hours to 7 days in advance & 0-24hrs in advance
What is
25 hours to 7 days in advance
-submit time off request
-communicate with mentor trainer
-begin looking for subs
0-24hrs in advance
-message mentor trainer
-reschedule missionaries to another day in the week, find a sub within the team, rare circumstances cancel the appointment