CASE STUDY

Lifesaving Organization: Bloodworks Northwest & Shiftboard

A non-profit blood bank coordinating 3,000 volunteers with Shiftboard’s SaaS solution.

Bloodworks Northwest

SHIFTBOARD STATS:

  • Scheduling 3,000 active volunteers
  • Coordinating 130+ local volunteer teams across 12 regions
  • Supporting 12 regional clinics
  • Staffing countless blood drives across 3,000 locations
  • Cutting time spent on volunteer management & engagement by 50-70%, so staff can focus on:
    • Reaching their goal of serving a daily average of 800 people
    • Collecting 900 units of blood each day
    • Ensuring all blood reaches a lab for testing within 5-8 hours of donation
    • Managing a supply chain distributing blood to 90 hospitals spread over 3 states

“Shiftboard has been indispensable for our volunteer program. It gives us a lot of overall control, and empowers us to more efficiently engage our volunteers.”

Jeremy Vollman,
Volunteer Coordinator
Bloodworks Northwest

The Challenge

For over 70 years, Bloodworks Northwest (BWNW) has worked to save lives. One of the nation’s first independent, non-profit community blood banks, they are a regional resource for blood and specialized lab services that relies on a dedicated base of 3,000 volunteers to deliver lifesaving resources to patients in need. Additionally, they are one of only four blood centers in the US that also operates a comprehensive, multidisciplinary research institute.

For over 70 years, Bloodworks Northwest (BWNW) has worked to save lives. One of the nation’s first independent, non-profit community blood banks, they are a regional resource for blood and specialized lab services that relies on a dedicated base of 3,000 volunteers to deliver lifesaving resources to patients in need.

Additionally, they are one of only four blood centers in the US that also operates a comprehensive, multidisciplinary research institute.

For over 70 years, Bloodworks Northwest (BWNW) has worked to save lives.

One of the nation’s first independent, non-profit community blood banks, they are a regional resource for blood and specialized lab services that relies on a dedicated base of 3,000 volunteers to deliver lifesaving resources to patients in need.

Additionally, they are one of only four blood centers in the US that also operates a comprehensive, multidisciplinary research institute.

A Monumental Undertaking

The organization operates 12 locations on top of multiple mobile donation units throughout its region. To meet the needs of the 90 hospitals they serve across three states (WA, OR, & AK), BWNW collects, tests, and distributes 900 units of blood each day.

Maintaining that supply requires an ongoing roster of 250,000 registered donors, of which BWNW aims to service 800 in a given day.

And, since blood platelets only have a 5-day shelf life, time is of the essence. So in order to make viable blood available to hospitals and their patients in need as quickly as possible, they must ensure all donations reach a lab within 5-8 hours for immediate, comprehensive testing.

That’s in addition to the standard collection, processing, and distribution needed to keep this supply chain running effectively. As you can imagine, the coordination required between staff and volunteer scheduling efforts is substantial.

Then again, no one said saving lives was easy.

A Monumental Undertaking

The organization operates 12 locations on top of multiple mobile donation units throughout its region. To meet the needs of the 90 hospitals they serve across three states (WA, OR, & AK), BWNW collects, tests, and distributes 900 units of blood each day. Maintaining that supply requires an ongoing roster of 250,000 registered donors, of which BWNW aims to service 800 in a given day. And, since blood platelets only have a 5-day shelf life, time is of the essence. So in order to make viable blood available to hospitals and their patients in need as quickly as possible, they must ensure all donations reach a lab within 5-8 hours for immediate, comprehensive testing. That’s in addition to the standard collection, processing, and distribution needed to keep this supply chain running effectively. As you can imagine, the coordination required between staff and volunteer scheduling efforts is substantial. Then again, no one said saving lives was easy.

Vital Volunteers

As a non-profit attempting such an ambitious endeavor, BWNW must rely on the dedication and hard work of more than 3,000 active volunteers. And, to cover the organization’s large footprint – including 12 regional locations and countless mobile blood drives – they must recruit and manage charitable citizens from communities all across their region. Local assistance is crucial as they are enlisted to fill a variety of vital roles such as greeting donors, assisting with registration, transportation, monitoring donors, scheduling appointments, and helping with a myriad of administrative tasks.

Vital Volunteers

As a non-profit attempting such an ambitious endeavor, BWNW must rely on the dedication and hard work of more than 3,000 active volunteers. And, to cover the organization’s large footprint – including 12 regional locations and countless mobile blood drives – they must recruit and manage charitable citizens from communities all across their region.

Local assistance is crucial as they are enlisted to fill a variety of vital roles such as greeting donors, assisting with registration, transportation, monitoring donors, scheduling appointments, and helping with a myriad of administrative tasks.

Vital Volunteers

As a non-profit attempting such an ambitious endeavor, BWNW must rely on the dedication and hard work of more than 3,000 active volunteers.

And, to cover the organization’s large footprint – including 12 regional locations and countless mobile blood drives – they must recruit and manage charitable citizens from communities all across their region.

Local assistance is crucial as they are enlisted to fill a variety of vital roles such as greeting donors, assisting with registration, transportation, monitoring donors, scheduling appointments, and helping with a myriad of administrative tasks.

Dispersed Operations

In a given day, it’s not uncommon to find BWNW managing 100 unpaid people across 30 different locations – all of which can change within the next week. Why? The non-profit depends on volunteers in two ways: the people who help collect donations and the donors themselves.

However, their 12 physical locations don’t expose them to enough donors to reach their goals.

So BWNW must provide the convenience of mobile blood drives to supply the donation volume they need. And mobility is key, because they have to alternate among 3,000 different locations in order to make the process as convenient as possible.

Staffing these drives requires more than 130 local volunteer teams spread throughout 12 territories across the region to attract and manage qualified philanthropists – often retirees. To make it easy to volunteer, BWNW must assign people to locations in and around their communities, and then provide necessary details like instructions or directions.

Confirming volunteer qualifications and maintaining compliance across so many locations is quite an undertaking. As BWNW’s operation grew, organizing all of this effectively by hand became impossible.

Dispersed Operations

In a given day, it’s not uncommon to find BWNW managing 100 unpaid people across 30 different locations – all of which can change within the next week.

Why?

The non-profit depends on volunteers in two ways: the people who help collect donations and the donors themselves.

However, their 12 physical locations don’t expose them to enough donors to reach their goals.

So BWNW must provide the convenience of mobile blood drives to supply the donation volume they need.

And mobility is key, because they have to alternate among 3,000 different locations in order to make the process as convenient as possible.

Staffing these drives requires more than 130 local volunteer teams spread throughout 12 territories across the region to attract and manage qualified philanthropists – often retirees.

To make it easy to volunteer, BWNW must assign people to locations in and around their communities, and then provide necessary details like instructions or directions.

Confirming volunteer qualifications and maintaining compliance across so many locations is quite an undertaking.

As BWNW’s operation grew, organizing all of this effectively by hand became impossible.

Technology Needed

It was obvious that BWNW needed help managing their increasingly complex operation, and they turned to technology to solve their problems. Unfortunately, out-of-the-box scheduling tools did not fit the bill. To better manage their dispersed operation, they needed a powerful solution with superior functionality – not just a pretty user interface.

BWNW found that a lack of quick, real-time reporting – capable of providing up-to-date insights into scheduling and staff data – further limited productivity. Additionally, their unique operational structure required a flexible system that would adapt to them. They also lacked the time or resources to train unpaid workers on new scheduling software, so they needed something easy to use for both managers and volunteers.

Technology Needed

It was obvious that BWNW needed help managing their increasingly complex operation, and they turned to technology to solve their problems. Unfortunately, out-of-the-box scheduling tools did not fit the bill.

To better manage their dispersed operation, they needed a powerful solution with superior functionality – not just a pretty user interface.

BWNW found that a lack of quick, real-time reporting – capable of providing up-to-date insights into scheduling and staff data – further limited productivity. Additionally, their unique operational structure required a flexible system that would adapt to them.

They also lacked the time or resources to train unpaid workers on new scheduling software, so they needed something easy to use for both managers and volunteers.

Technology Needed

It was obvious that BWNW needed help managing their increasingly complex operation, and they turned to technology to solve their problems.

Unfortunately, out-of-the-box scheduling tools did not fit the bill.

To better manage their dispersed operation, they needed a powerful solution with superior functionality – not just a pretty user interface.

BWNW found that a lack of quick, real-time reporting – capable of providing up-to-date insights into scheduling and staff data – further limited productivity.

Additionally, their unique operational structure required a flexible system that would adapt to them.

They also lacked the time or resources to train unpaid workers on new scheduling software, so they needed something easy to use for both managers and volunteers.

Correct Solution

Fortunately, Shiftboard had solutions for BWNW’s people management problems. After a quick data import BWNW was up and running.

Now they can organize all 3,000 volunteers by territories and teams – the way they need them structured. Managers and teams can operate autonomously with access to reports detailing the volunteers and data they need to succeed.

“Shiftboard has been indispensable for our volunteer program,” explained Jeremy Vollman, BWNW Volunteer Coordinator. “It gives us a lot of overall control, and empowers us to more efficiently engage our volunteers.”

With a scheduling system that adapts to their needs BWNW has streamlined their volunteer management, cutting coordination time by anywhere from 50-70%. Leaving them more time to focus on growing their organization.

And 24/7 real-time access to personnel data has given them the agility to manage their volunteer network from anywhere, at any time.

Correct Solution

Fortunately, Shiftboard had solutions for BWNW’s people management problems. After a quick data import BWNW was up and running.

Now they can organize all 3,000 volunteers by territories and teams – the way they need them structured. Managers and teams can operate autonomously with access to reports detailing the volunteers and data they need to succeed.

“Shiftboard has been indispensable for our volunteer program,” explained Jeremy Vollman, BWNW Volunteer Coordinator. “It gives us a lot of overall control, and empowers us to more efficiently engage our volunteers.”

With a scheduling system that adapts to their needs BWNW has streamlined their volunteer management, cutting coordination time by anywhere from 50-70%. Leaving them more time to focus on growing their organization.

And 24/7 real-time access to personnel data has given them the agility to manage their volunteer network from anywhere, at any time.

Correct Solution

Fortunately, Shiftboard had solutions for BWNW’s people management problems. After a quick data import BWNW was up and running.

Now they can organize all 3,000 volunteers by territories and teams – the way they need them structured.

Managers and teams can operate autonomously with access to reports detailing the volunteers and data they need to succeed.

“Shiftboard has been indispensable for our volunteer program,” explained Jeremy Vollman, BWNW Volunteer Coordinator. “It gives us a lot of overall control, and empowers us to more efficiently engage our volunteers.”

With a scheduling system that adapts to their needs BWNW has streamlined their volunteer management, cutting coordination time by anywhere from 50-70%.

Leaving them more time to focus on growing their organization.

And 24/7 real-time access to personnel data has given them the agility to manage their volunteer network from anywhere, at any time.

Compliant Solution

In addition to organizing teams to fit their dispersed operation, Shiftboard gave BWNW enhanced visibility into the make-up of their volunteer base. With numerous state and federal regulations to abide by, confirming volunteer details like certifications and qualifications is vital. Now, with the ability to verify credentials in real time, they are able to ensure on-site compliance at any location. Given the variety of positions that can require specific skills, specializations, or training it’s easy to see why the staff profile details Shiftboard provides are so vital to BWNW’s operations.

Compliant Solution

In addition to organizing teams to fit their dispersed operation, Shiftboard gave BWNW enhanced visibility into the make-up of their volunteer base. With numerous state and federal regulations to abide by, confirming volunteer details like certifications and qualifications is vital.

Now, with the ability to verify credentials in real time, they are able to ensure on-site compliance at any location. Given the variety of positions that can require specific skills, specializations, or training it’s easy to see why the staff profile details Shiftboard provides are so vital to BWNW’s operations.

Compliant Solution

In addition to organizing teams to fit their dispersed operation, Shiftboard gave BWNW enhanced visibility into the make-up of their volunteer base.

With numerous state and federal regulations to abide by, confirming volunteer details like certifications and qualifications is vital.

Now, with the ability to verify credentials in real time, they are able to ensure on-site compliance at any location.

Given the variety of positions that can require specific skills, specializations, or training it’s easy to see why the staff profile details Shiftboard provides are so vital to BWNW’s operations.

Local Solution

Making the volunteer experience as inviting as possible looks different for everyone. For BWNW, this means managing volunteers through regional coordinators based on their geographic location. Over such a large regional footprint, it’s important that people are assigned to the right areas so they don’t have to travel great lengths to lend a hand. Shiftboard helps BWNW organize their territories and empowers their managers to operate the way that works best for them.

“By increasing schedule access and interaction, Shiftboard gives our volunteers a sense of responsibility and the freedom to engage in a way that works for them, enabling us to manage our dispersed locations more effectively,” added Vollman.

Local Solution

Making the volunteer experience as inviting as possible looks different for everyone. For BWNW, this means managing volunteers through regional coordinators based on their geographic location.

Over such a large regional footprint, it’s important that people are assigned to the right areas so they don’t have to travel great lengths to lend a hand. Shiftboard helps BWNW organize their territories and empowers their managers to operate the way that works best for them.

“By increasing schedule access and interaction, Shiftboard gives our volunteers a sense of responsibility and the freedom to engage in a way that works for them, enabling us to manage our dispersed locations more effectively,” added Vollman.

Local Solution

Making the volunteer experience as inviting as possible looks different for everyone.

For BWNW, this means managing volunteers through regional coordinators based on their geographic location.

Over such a large regional footprint, it’s important that people are assigned to the right areas so they don’t have to travel great lengths to lend a hand.

Shiftboard helps BWNW organize their territories and empowers their managers to operate the way that works best for them.

“By increasing schedule access and interaction, Shiftboard gives our volunteers a sense of responsibility and the freedom to engage in a way that works for them, enabling us to manage our dispersed locations more effectively,” added Vollman.

Connected Solution

It’s empowering to put people in charge of their own volunteerism, and that control over their contribution can certainly help morale. But what happens if a volunteer gets sick or plans change at the last minute?

Shiftboard’s mobile solution helps BWNW troubleshoot the unexpected with deep profile data to identify qualified subs in the area and instant communication tools accessible any time, from anywhere. So managers can contact last-minute subs ASAP.

Additionally, the same profile and communication tools can help track performance and engage top volunteers to recognize their efforts and ensure they don’t slip through the cracks.

Connected Solution

It’s empowering to put people in charge of their own volunteerism, and that control over their contribution can certainly help morale.

But what happens if a volunteer gets sick or plans change at the last minute?

Shiftboard’s mobile solution helps BWNW troubleshoot the unexpected with deep profile data to identify qualified subs in the area and instant communication tools accessible any time, from anywhere.

So managers can contact last-minute subs ASAP.

Additionally, the same profile and communication tools can help track performance and engage top volunteers to recognize their efforts and ensure they don’t slip through the cracks.

“Shiftboard allows us to communicate more efficiently. Before, we had to rely on blanket emails to contact people. Now we’re able to create specific teams and organize people by geographic territories and work responsibilities. So, at any point in time, I can pull a list of available opportunities and send instant, targeted messages to the right volunteers.”

Jeremy Vollman,
Volunteer Coordinator
Bloodworks Northwest

Easy Solution

All the functionality in the world doesn’t do any good if your volunteers can’t use it. BWNW knows this all too well. However, with Shiftboard they no longer have to worry about user training or ease of use. “I tell volunteers that if you can write an email, you can use the software,” said Vollman.

With a dynamic system that’s easy to learn and use on everything from the latest smartphone to a desktop browser, BWNW has been able to upgrade their volunteer scheduling, engagement, and management.

No small feat, considering their diverse volunteer base spans rural retirees to urban millennials. Lack of tech savvy isn’t a barrier for BWNW to recruit and schedule their volunteers.

Easy Solution

All the functionality in the world doesn’t do any good if your volunteers can’t use it. BWNW knows this all too well. However, with Shiftboard they no longer have to worry about user training or ease of use.

“I tell volunteers that if you can write an email, you can use the software,” said Vollman.

With a dynamic system that’s easy to learn and use on everything from the latest smartphone to a desktop browser, BWNW has been able to upgrade their volunteer scheduling, engagement, and management.

No small feat, considering their diverse volunteer base spans rural retirees to urban millennials. Lack of tech savvy isn’t a barrier for BWNW to recruit and schedule their volunteers.

Easy Solution

All the functionality in the world doesn’t do any good if your volunteers can’t use it. BWNW knows this all too well.

However, with Shiftboard they no longer have to worry about user training or ease of use.

“I tell volunteers that if you can write an email, you can use the software,” said Vollman.

With a dynamic system that’s easy to learn and use on everything from the latest smartphone to a desktop browser, BWNW has been able to upgrade their volunteer scheduling, engagement, and management.

No small feat, considering their diverse volunteer base spans rural retirees to urban millennials. Lack of tech savvy isn’t a barrier for BWNW to recruit and schedule their volunteers.

“We’re delighted with the level of support we’ve received since switching to Shiftboard. Their customer success team has made a really intentional effort to listen to us and respond to our needs – well beyond simply replying to inquiries via email. Their personal touch and commitment to helping us fully utilize the software, so we can reach our full potential, has made a world of difference for us.”

Jeremy Vollman,
Volunteer Coordinator
Bloodworks Northwest

Dynamic Solution

BWNW is a complex, data-driven organization. Their unique structure and multidisciplinary mission are a rarity in the healthcare world.

With Shiftboard’s mobile volunteer management system, BWNW has been able to streamline operations and:

  • Cut time spent managing remote teams spread across a large region.
  • Achieve peace of mind and compliance with rigorous standards through data visibility.
  • Build, engage, and manage a scattered, diverse volunteer base.
  • Focus on optimizing a volunteer-driven supply chain of regulated, time-sensitive blood products across 3 states
  • Increase capacity and expand operations to better fulfill their mission statement.

If Shiftboard can help Bloodworks Northwest overcome such demanding people management challenges, why not see what we can do for your organization?

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