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

Mar 21, 2018 9:07:00 AM by InitLive

Post-Event Reporting: How to Collect Staff & Volunteer Data (Part 1)

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. 

MOBILE APPS

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.

SOCIAL MEDIA

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.

CHATBOTS

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.

WEB ANALYTICS

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! 

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

    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. 

    MOBILE APPS

    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.

    SOCIAL MEDIA

    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.

    CHATBOTS

    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.

    WEB ANALYTICS

    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! 

    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.