How do you create a better events and grow your operations? By learning from your last one. What worked? What didn't? But, how do you know if you're not tracking data throughout the event?
Your staff and volunteers can be a huge help to you in this endeavor. You can't be everywhere at once, but remember: you have someone just about everywhere. Leverage technology to gather, manage, and analyze your event data, no matter what the size of the event.
FORMS & SURVEYS
It's a classic, and it's easier than ever since you don't have to keep track of any paper! Electronic surveys have a good completion rate, and it costs next to nothing to prepare and distribute them. You can have your volunteers complete surveys before, during, and after the event to get feedback and to better understand their needs to create a better volunteer experience (and, therefore, a better event). Of course, this will also ensure you have their contact information for future events.
PRO TIP: Use a tool with custom forms and built-in CRM database to help you track the information smoothly.
Apps lend a sense of professionalism to your organization, and people are comfortable using them. There's also so much additional data you can track when you have your event staff use them. For example, you can use the InitLive mobile app to track event day check-ins/check-outs, schedule problems, and the communication that occurs on-site.
On which platform do you have the greatest following? Which makes the most sense for your event? What types of posts get the most response? This is also a good way to track your staff and volunteers and get them involved with you online. Chances are, they spend lots of time on these social channels, anyway. Your social channels can connect you with future volunteers and supporters.
It's also a good idea to create a hashtag specifically for the staff and volunteers to follow during the event. This can help them find (and contribute to) the most relevant information, and it can give you an easy way to find posts you might have missed otherwise.
This allows for simple, seamless communication between the event planner and the rest of the team. Volunteers can ask real-time questions about timelines, vendors, and anything else, and you're left with a record of what was asked and when, so you can better anticipate those issues at the next event.
These analytics provide a wealth of information that could be especially beneficial during your volunteer sign-up process. You can see the demographic that visits your page, when visits are most common, how people find your page, and at what point during the registration process they change their mind about registering!
Data collection is essential if you want to keep improving the experience and operational efficiencies. Don't miss an opportunity to collect that data from your volunteers: plan ahead, use every function of your event staff management tool, and get the information you need to make the best decisions for your next event.
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!