<img height="1" width="1" style="display:none" src="https://www.facebook.com/tr?id=2202563400070602&amp;ev=PageView&amp;noscript=1">
InitLive

Apr 4, 2018 9:02:00 AM by InitLive

Post-Event Reporting: Drawing Conclusions From Volunteer Data (Part 3)

As a professional event producer, you know how important it is to gather information about your staff and volunteers -- throughout the recruitment processes, and during the events themselves. But what about drawing conclusions from that data? When you understand where your volunteers are coming from, how they engaged, and how efficiently they used your event communication tool, you can better tailor your marketing efforts, efficiencies, and protocol to put on the best event possible.

MARKETING STRATEGIES:

Determine what worked & what didn't

For instance, an analysis of your data can indicate that you were more successful recruiting from social media and online inbound web traffic than from email blasts or the local newspaper. This information will help you decide whether you need to change or expand your marketing strategies in the future.

Identify your pool of volunteers

Examine the age groups and other demographics of volunteer staff that you're attracting. This will help you decide whether you're overlooking key talent that would be interested in filling some of your less popular roles. Determining who your volunteers are and where they come from can also help you identify which types of volunteers you are retaining -- and which ones you may be inadvertently turning away.

Match demographics with motivation

On that same note, you'll want to keep in mind how that demographic is motivated. For instance, if you're attracting mainly younger volunteers between the ages 18 - 34, you might find that these groups are mostly motivated by their interest in the type of event, opportunities to engage with their peers and event attendees, and the possibility of gaining valuable work experience. Besides having their own interests, seniors, for instance, may be highly motivated by safety and accessibility issues. 

Find next year's recruiting focus

By examining your volunteer demographics, motivations, training, and event performance, you'll be able to set goals for the future. For example, if you're looking to broaden your volunteer demographic to include younger demographics, the data on your volunteers will indicate whether you need to place more emphasis on their interests and needs.

EVENT EFFICIENCIES:

Look for specific improvements

Everything may have looked good on paper, but once the event takes place, your volunteer data may show a different story. If you had to make a lot of schedule changes on event day due to volunteer no-shows, you probably need a more stringent attendance policy. Another common discovery is that you may have scheduled too many or too few volunteers for one role. Decide which adjustments you need to make next year, such as having more volunteers scheduled in registration, or having a large pool of floaters to step into roles as appropriate.

Analyze shift lengths and staff engagement

Evaluate how practical the length of individual shifts were. If the shifts were too long or to short for top volunteers to be fully engaged with their work or with attendees, you'll want to adjust the shifts accordingly for next time so that nobody loses interest.

PROTOCOL & TRAINING:

Evaluate the effectiveness of your training documents & tutorials

Be sure to provide the appropriate level of due diligence after the event. By looking at how your volunteers performed, determine what sections of your training documents need to be updated or modified, and which documents and tutorials worked. 

Get event feedback from volunteers & staff

Have your event staff fill out their own evaluations on what their experience was like. Take into consideration their thoughts on the online and offline training that was provided.

Assess event staff engagement with your event tool

On that same note, the amount of engagement with your event communication app can indicate how useful the app and event training was. Check on the number of event staff that used the app for communication, how valuable those communications were, and whether the app promoted engagement among members of the event team themselves. 

Determine how well people responded to emergencies

Finally, analyze how effective communication was during emergencies. Review how prompt communication was and whether the right people were notified. Use the reporting from this to justify the actions your team made and to assess what training would be necessary to improve emergency response for future events.

InitLive will store all your data and allow you to break down and analyze it effectively before, during and after your event. Handle your safety, communication and scheduling for the entire event team with our all-in-one mobile event staff management tool. 


For more event data resources, take a look at our free infographic below to learn more about how to use the data to manage your team & why it will save you time! 

Event data infographic banner (blog).png

    Stay Connected 

    Join a network of volunteer management leaders and receive weekly blog updates. 

    FILL THE FORM

    Subscribe our Blog

    A Buyer's Guide To Volunteer Management Systems

    A Buyer’s Guide to Volunteer Management Systems
     Download The Buyer's Guide

    As a professional event producer, you know how important it is to gather information about your staff and volunteers -- throughout the recruitment processes, and during the events themselves. But what about drawing conclusions from that data? When you understand where your volunteers are coming from, how they engaged, and how efficiently they used your event communication tool, you can better tailor your marketing efforts, efficiencies, and protocol to put on the best event possible.

    MARKETING STRATEGIES:

    Determine what worked & what didn't

    For instance, an analysis of your data can indicate that you were more successful recruiting from social media and online inbound web traffic than from email blasts or the local newspaper. This information will help you decide whether you need to change or expand your marketing strategies in the future.

    Identify your pool of volunteers

    Examine the age groups and other demographics of volunteer staff that you're attracting. This will help you decide whether you're overlooking key talent that would be interested in filling some of your less popular roles. Determining who your volunteers are and where they come from can also help you identify which types of volunteers you are retaining -- and which ones you may be inadvertently turning away.

    Match demographics with motivation

    On that same note, you'll want to keep in mind how that demographic is motivated. For instance, if you're attracting mainly younger volunteers between the ages 18 - 34, you might find that these groups are mostly motivated by their interest in the type of event, opportunities to engage with their peers and event attendees, and the possibility of gaining valuable work experience. Besides having their own interests, seniors, for instance, may be highly motivated by safety and accessibility issues. 

    Find next year's recruiting focus

    By examining your volunteer demographics, motivations, training, and event performance, you'll be able to set goals for the future. For example, if you're looking to broaden your volunteer demographic to include younger demographics, the data on your volunteers will indicate whether you need to place more emphasis on their interests and needs.

    EVENT EFFICIENCIES:

    Look for specific improvements

    Everything may have looked good on paper, but once the event takes place, your volunteer data may show a different story. If you had to make a lot of schedule changes on event day due to volunteer no-shows, you probably need a more stringent attendance policy. Another common discovery is that you may have scheduled too many or too few volunteers for one role. Decide which adjustments you need to make next year, such as having more volunteers scheduled in registration, or having a large pool of floaters to step into roles as appropriate.

    Analyze shift lengths and staff engagement

    Evaluate how practical the length of individual shifts were. If the shifts were too long or to short for top volunteers to be fully engaged with their work or with attendees, you'll want to adjust the shifts accordingly for next time so that nobody loses interest.

    PROTOCOL & TRAINING:

    Evaluate the effectiveness of your training documents & tutorials

    Be sure to provide the appropriate level of due diligence after the event. By looking at how your volunteers performed, determine what sections of your training documents need to be updated or modified, and which documents and tutorials worked. 

    Get event feedback from volunteers & staff

    Have your event staff fill out their own evaluations on what their experience was like. Take into consideration their thoughts on the online and offline training that was provided.

    Assess event staff engagement with your event tool

    On that same note, the amount of engagement with your event communication app can indicate how useful the app and event training was. Check on the number of event staff that used the app for communication, how valuable those communications were, and whether the app promoted engagement among members of the event team themselves. 

    Determine how well people responded to emergencies

    Finally, analyze how effective communication was during emergencies. Review how prompt communication was and whether the right people were notified. Use the reporting from this to justify the actions your team made and to assess what training would be necessary to improve emergency response for future events.

    InitLive will store all your data and allow you to break down and analyze it effectively before, during and after your event. Handle your safety, communication and scheduling for the entire event team with our all-in-one mobile event staff management tool. 


    For more event data resources, take a look at our free infographic below to learn more about how to use the data to manage your team & why it will save you time! 

    Event data infographic banner (blog).png

    Related Resources:

    10

    Conference Planning: A Step-by-Step Checklist for Success (Backup - Aug 2022)

    10 Nov, 2022

      Conferences are an important part of professional development and business networking for all industries. Bringing people together from all around the world in the same industry to learn and share is essential for innovation. A successful conference can come in all shapes and sizes, from 200 people over a weekend to 15,000 for a week. InitLive has had the privilege of working with many conferences, some of which are the largest in their industry. Through this, InitLive understands the complex logistical challenges and planning that go into setting up a conference for success. Planning a conference can be a large undertaking, but this step-by-step checklist will help ensure whatever you plan will be a success.

    Read more
    18

    National Volunteer Week

    18 Apr, 2022

    Volunteers are the core foundation of any nonprofit organization! Every volunteer has their own unique set of skills and expertise to help people and contribute to philanthropic causes. In simple terms, volunteers allow nonprofits to deliver important programs and services to help the community and support their mission! This week is National Volunteer Week, so let’s celebrate the impact every volunteer is making in their community. National Volunteer Week is the perfect opportunity to express gratitude and recognize your volunteers’ determination to tackle some of the greatest challenges many individuals face today in our community. Here’s what we’ll cover: What is National Volunteer Week How to Express Appreciation How to Amplify Your Current Volunteer Program Ready to learn more about National Volunteer Week and what you can do to show your appreciation? Let’s dive in!

    Read more
    07

    Make Your Small Business Event the Talk of the Town: 4 Tips

    07 Apr, 2022

    In close-knit communities, events can draw in new customers and bring new opportunities for your small business. Even if attendees don’t make purchases during the event itself, it’s a chance to gently introduce unfamiliar, hesitant consumers to your brand while fostering community.  In fact, it generally takes six to eight touches before a potential customer makes an initial purchase. Especially if you’re a new, local business, events are a major touch. When you’re planning an event, here are the essential steps to take to make a splash: Recruit community volunteers. Market with incentives. Leverage partnerships. Invest in powerful software. Any business can put on a decent event. But with these tips in your back pocket, you can put on a great one!

    Read more

    Ready to Get Started?

    Our sales team will provide you with a personal demo based on your specific needs.