5 Steps to Achieve Stress-Free Event Staffing Management

Did you know that a report by Staffing Industry Analysts (SIA) states that over 40% of the 7 million people looking for work have been searching for more than 15 weeks without success? Even if you are not an expert in employment, you can imagine that this number is unusually high, and while it seems like there are many people looking for jobs and event staffing is easier than ever, many staffing managers and CEOs still find it challenging to attract and retain skilled staff. If this sounds like a familiar dilemma to you, you are not alone, and we hear you. 

In this post, we share with you a 5-step guide to streamline your event staffing management.

How to Streamline Event Staffing Management

Event staffing management may not follow a one-size-fits-all approach for every organization, but if you’re looking to improve your process or refine your strategy, this 5-step guide provides a practical starting point.

1. Optimize Staff Hiring Process 

Optimizing your staff hiring process starts with clearly defining the vacant roles and responsibilities in your event. Next, utilize multiple channels, social media platforms, staffing agencies, and local community groups to announce job openings and widen your reach.  After announcing the job opening, ensure to conduct a thorough screening process for all potential candidates. In addition to reviewing resumes and qualifications, you may conduct initial phone or virtual interviews and then invite promising candidates for in-person interviews. 

Once the interviews are completed, select the most suitable staff members and provide them with the necessary training and preparation. Organize comprehensive training sessions that cover event logistics, best practices in customer service, specific job duties, and other relevant details to the event.

Hiring on short notice? Here’s a 10-step guide to help you hire the best staff, even if time is of the essence.

2. Develop a More Efficient Staff Assignment Workflow 

Assigning tasks to staff isn’t just about giving them work to do; it’s also about matching tasks to their unique skills and strengths. To do this effectively, you may ask staff to fill out a form on their skills and capabilities and set up a system where team members can regularly update their skills and preferences. You may also consider holding personal meetings or evaluations to further understand your team members.  Once you've selected the right staff for each role, make sure to provide them with comprehensive instructions that outline objectives, deadlines, and outcomes for their task. 

Interested in learning more insights on talent acquisition, recruitment, and retention? Make sure to check out this post.

3. Pay Attention to Your Communication Approach

It is no secret that effective communication is essential for successful event staffing and cannot be overstated. One practical approach to achieve this is to schedule regular check-ins with your team using communication or event management platforms. Establishing a clear communication protocol also helps ensure that team members know how to share information and address concerns before, during, and after events.  Furthermore, do not forget to establish a communication backup plan. As you may already know, events rarely go exactly as planned and being prepared for unexpected situations is essential. By having a well-thought-out contingency plan, you gain the confidence and flexibility needed to address staffing challenges that may arise, ensuring the event continues to run smoothly. 

For a comprehensive resource on creating an effective communication strategy for managing your staff and event, check out this detailed guide.

4. Adopt Employee Management Best Practices

Each workplace is unique, and managers have different management styles. However, there are best practices that each manager has to be familiar with. Starting with prioritizing employee well-being. In today's world, well-being is a priority for many workers. Hence, implementing practices that support your event staff's health and work-life balance has become more essential than ever.

Investing in training and development is another key practice to level up your event staffing management game. This not only sharpens the skills of your staff but also strengthens engagement and reduces absenteeism, which could affect your event negatively. Building a positive company culture that promotes teamwork and unity is essential for reducing turnover and motivating your team to perform at their best as well.

Some more practical tips to improve your staffing management are avoiding micromanaging and focusing on providing balanced feedback that’s both constructive and encouraging. You may also utilize event management software to streamline workflows, enhance communication, and automate routine tasks. Event management software helps enhance employee management by streamlining communication, ensuring that every staff member is well-informed and given a chance to participate in discussions. This software is also equipped with features that monitor work time and performance, track attendance, and support training and development.  

What’s more, management tools can help managers and business owners understand what their employees want and need through reliable data and analytics. Another important feature of management tools is automating paperwork. This helps businesses shorten work hours, enabling workers to allot more time on things that matter to them and avoid burnout. 

Looking to enhance your employee management fast? Here are six tips to get started!

5. Conduct Post-Event Staff Management Reviews

To improve staffing management for future events, it’s essential to facilitate debriefing sessions with your team after each event. These meetings provide an opportunity to discuss successes, challenges, and areas for improvement, allowing you to document valuable insights for future reference. Additionally, collecting feedback through surveys is a great way to gain staff input on their experiences, learning points, and suggestions for upcoming events. This feedback helps identify areas that need attention and enhances overall event staffing strategies.

Unlock Seamless Event Staffing Management With StaffConnect

Still searching for event staffing management software that keeps your team organized, streamlines communication, and ensures that your event succeeds? Your search ends here. Introducing StaffConnect, your all-in-one power hub for all things events.

StaffConnect is an event management software designed to streamline your event processes and improve overall event staff management. It comes equipped with a variety of staff management tools, including a communications hub, calendar integration, automatic reminders, payroll system, and more. Our app is an all-in-one resource that can support your event from start to finish! Book your free demo today to learn more!