Covid19 – Service Delivery MEthods

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  • #3252
    michael_mc_laughlin
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    <h1>New service delivery models</h1>
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    <p>Last modified on 23rd March 2020</p>
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    <p>With voluntary sector organisations shifting their service delivery into digital and remote channels, this page gives an overview of some key principles behind digital service delivery, along with some short examples of how voluntary organisations have used digital technology to support people in their communities. It’s a work in progress – if you have an example or tool you’d like to share, please let us know. </p>
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    <h2>Key principles </h2>
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    1. Start withuser needs – spend time understanding what your service users need to do, and which digital channels they find easy to use. See this guide from Cast on the principles behind developing good digital services
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    3. Remember the need to protect privacy and support good safeguarding practicewhere users are sharing personal details. Youth Link Scotland have good resources on digital youth work
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    5. Be ready to test, learn and iterate. A good approach is to try small projects over a short timeframe, then ‘persevere’ with what is working and ‘pivot’ away from ideas that have not worked well. For a lot of charities, the test/learn cycle will be a day or two at this point. 
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    7. Think about issues around social and financial inclusion. For example, a Housing Association might need to give its tenants free WiFi, or a youth organisation might want to offer supported young people mobile data topup vouchers. 
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    <h2>Examples of digital services </h2>
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    <p>Here are some short examples of how voluntary sector organisations can use digital to help the people they work with. It doesn’t cover every situation, but has some tools to help meet common challenges. We’ve picked examples that:</p>
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    • Meet a tangible user need
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    • Can be deployed within an hour, and tested within a day
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    • Don’t require code or complex tech
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    • Can be linked together and built upon
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    • Use free (or very cheap) off-the-shelf digital tools
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    <h2>Handling initial enquiries  </h2>
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    • Maintain an up-to-date contact page – with a shift to remote working, you will need to set up a divert to mobile or cloud-based virtual switchboard. 
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    • Messaging channels such as Facebook Messenger and WhatsApp for Business. These are popular platforms and are easy to use. Both platforms can be set up to send auto-replies and do some basic tagging of questions. 
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    • If you’re using WhatsApp as an inbound channel, you can use WhatsApp Web to make reading and replying to messages easier. Bear in mind that WhatsApp will display a user’s phone number to you so ensure you have the right privacy notices and user consent in place.  
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    • You can use social media updates like Twitter or Facebook to announce things like sudden changes to opening hours. Pinned posts that stay at the top of your feed are useful for this. But avoid pasting screenshots of text, as these are inaccessible to users with visual impairments. If you need to get an announcement out quickly, a Twitter thread or ‘view-only’ link to a Google Doc is more accessible and just as quick to post. 
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    <h2>Booking appointments and referrals  </h2>
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    <p>It can be time-consuming to schedule one-to-one appointments, especially if your service is operating to variable hours. </p>
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    <p>SCVO use a tool called Calend.ly which allows users to book one-to-one appointments. The times listed are sychronised to a calendar and booked immediately, which means the user has confidence about what is going to happen and SCVO can pick up the call without any emailing back and forth. Another tool for this is Intercom live chat + Google Calendar.  </p>
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    <p>If you are using G Suite or Microsoft Office 365, you can easily generate user-friendly flexible forms to embed on a website or send out via email or SMS. Results are automatically captured into a spreadsheet. </p>
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    <p>If you’re capturing any personal data through a form or booking system, you will need a privacy statement to explain how this will be used. </p>
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    <h2>Keeping in touch with existing service users or volunteers </h2>
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    <p>For one-to-many ‘broadcast’ communications, you need to be using the channels where your service users or volunteers are active. You should do a bit of work to make things easy for your users. </p>
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      <p>If you are using G Suite or Microsoft Office 365, you can easily generate user-friendly flexible forms to embed on a website or send out via email or SMS. Results are automatically captured into a spreadsheet. </p>
      <p>If you’re capturing any personal data through a form or booking system, you will need a privacy statement to explain how this will be used. </p>
      <h2>Keeping in touch with existing service users or volunteers </h2>
      <p>For one-to-many ‘broadcast’ communications, you need to be using the channels where your service users or volunteers are active. You should do a bit of work to make things easy for your users. </p>

    • Email campaign tools such as MailChimp are great for newsletters with a mix of links and content. 
    • For more immediate contact and short messages, WhatsApp Broadcast lists are easy to use. But you will need to add all the list members as WhatsApp contacts. 
    • You can use a tool like TextLocal to send bulk text messages. 

    <h2>For live events when you can’t meet face-to-face </h2>

    <h2>Delivering 1-to-1 meetings or counselling  </h2>
    <p>With so many voluntary sector organisations basing their work on face-to-face contact, social distancing during the Covid-19 pandemic is presenting real challenges. Two big issues are: enabling users to join a video call from their own phone or device with no extra installation, and the need for confidentiality. </p>

    • Whereby is a simple solution, free for sessions with small groups and easy to use. 
    • Zoom has a range of pricing plans and features, for example joining from a web browser or dialling in by phone. 

    <h2>Gathering user insight and feedback </h2>
    <p>Embedding a short, easy survey in your outbound communication, for example in an email you send after a meeting is really easy to do. Although it’s very common in online retail, charities could make much more use of this. Capturing user insight and feedback at key moments during their journey with you is much more meaningful than sending long surveys at infrequent intervals. Some easy ways to do this: </p>

    • An automated email with a link to a Google or Microsoft Form 
    • An embedded survey in a Mailchimp message 
    • A WhatsApp or bulk text message with a survey link

    <h2>More information</h2>
    <p>Connect with Third Sector Lab who are working on a series of meetups for charities building digital services:</p>
    <p> </p>
    <p> </p>

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    #3273
    michael_mc_laughlin
    Participant

    Caledonia Housing Association – Service Delivery changes/examples
    24th March 2020 Update

    In line with the Government’s announcement to implement strict social distancing and self-isolation rules to help control the spread of the virus, we are having to make some changes to our services. The changes are listed below:
    To our general services:
    • Our office buildings in Perth, Dundee & Kirkintilloch are closed to the public
    • Our Customer Solutions Team are still available by phone 0800 678 1228 or email info@caledoniaha.co.uk or via Connect
    • Our Neighbourhood Officers are working and are available to provide advice and assistance, however this will be strictly limited to contacts by phone, text or email
    • We will only be able to provide an emergency repair services and visits to service gas central heating systems – these are repairs that are essential to keeping your home safe and secure. A list of these repairs can be found here.
    For our Retirement Living & Very Sheltered Housing:
    • The communal lounges in our retirement and sheltered housing schemes are closed.
    • We will maintain services to clean communal areas in our retirement living and very sheltered housing schemes, to help prevent the spread of the virus, however this will be strictly within Government guidelines to protect staff and residents.
    • Our Very Sheltered Services will be maintained whilst staffing levels and Government guidelines permit them. However, strict controls will be applied to restrict access to essential visitors only.
    • Our Home Help Service will be restricted to providing basic services to those residents who do not have alternative family or support arrangements
    Don’t forget we also have the connect app for you to get in touch. There are 3 simple steps to create a Connect account
    • Download the app by searching #connect-CHAGroup or type http://caledonia-live.panconnect.cloud/sg/ssp into your web browse
    • Click register: Add your tenancy number, postcode, surname,date of birth & postcode.
    • Put in your email and create a password.
    • You are now connected to all your tenancy information, that simple!
    We will continue to update you as with any changes to our services as they happen. If you are concerned please contact us on 0800 678 1228.
    Thanks for your understanding in these exceptional times and for helping us to help you stay safe.

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