August 23, 2015

Office Update

Hello Los Altos UMC Family!

I hope this letter finds you all well. I just wanted to share an update of what is going on in the office lately. As many of you may have noticed, we have rearranged the office layout. Liz’s desk is now in the very back office room, giving her an actual office, not just a desk. Her dealings with sensitive information called for her to have a more private space in which to hold those conversations. We moved the counting/volunteer table to the middle office room, making that room an all-purpose volunteer workspace. Both of the copiers/printers are in there, the cutting apparatus, the folding machine and ample space in which to work. There is also a computer there for volunteers to use. The front office has pretty much stayed the same. My desk is now next to the door, allowing more work space. Also, I had noticed that when volunteers or Carole, our office assistant, sat there, people would interrupt their work. It is easier for me to be interrupted, so I made the switch. We also now have more of a welcoming/waiting area, which includes a coffee station. This has helped people to feel like they are welcomed and not invading Liz’s space by sitting by her desk. It gives us, as staff, a chance to be hospitable by offering coffee, tea or water to guests as well.

We are also getting ready to transition to a new software system, which will help us to keep in contact with members and visitors more effectively. This transition will take up a lot of my time. This means I will need additional office volunteers. I have the following times open:

Tuesday mornings 9:00 AM – 12:00 Noon
Wednesday afternoons 12:30 PM – 3:30 PM
Thursday afternoons 12:30 PM – 3:30 PM

There may not always be a “job” or specific task for you to do, except to answer the phone, take messages and receive office visitors. This may be a time when activity is low, but it is still crucial to have the office covered so I can run around and get the new software up and running and hold trainings with the rest of the staff. I need people who are confident in answering the phone and taking a message. If you are available and interested in any of these times, please let me know ASAP. Tuesday mornings are especially needed, as that is when we have staff meetings, and I have to completely close the office for that time. It would be better to have someone answering the phones, taking messages and receiving office visitors. I look forward to hearing from you and can’t wait to get this ball rolling!

Sincerely,

Jennifer Garcia-Von Ranzow
Church Administrator