Event volunteers shouldn't be an afterthought. But, unless you're tracking and reporting on your staff and volunteer data, you're missing out big time!
Understanding your event volunteer workforce allows you to understand their impact on your event, how to reach them, and how to retain them.
WHAT TO REPORT
Collect and analyze:
- Volunteer hours worked
- Retention rate (how many volunteers come back every year?)
- Number (and percentage) of new volunteers every year
- No-show rate
- Most popular (and unpopular) tasks and/or shifts
DRAWING MEANINGFUL CONCLUSIONS
Gathering those simple data points give you a depth of understanding about your volunteers:
WHO ARE THEY?
You'll know their age, race, gender, education level, and occupation. You'll see trends that will help you more effectively reach your next generation of volunteers. You'll notice what tasks they enjoy, which may help you identify jobs that are better suited to paid staff instead of volunteers.
HOW DID THEY FIND YOU?
Were they recommended by other organizations, or did they come to you directly? Perhaps a former volunteer referred them to you.
HOW ARE THEY RELATED TO YOUR EVENT/ORGANIZATION?
Some volunteers may have a personal connection to what you're doing. These volunteers are likely to stick with you if they feel as though they're contributing in a meaningful way--and that you value their contribution.
DO THEY SUPPORT YOU FINANCIALLY?
What percentage of your volunteers are also donors? What can you do to increase that percentage?
HOW MANY PEOPLE USE YOUR APP?
You can easily report on engagement levels within your event-day app. Are your volunteers using the app to communicate with you and with each other? From there, you can see when they communicated, what inspired the communication (a problem or question, for example), and how quickly any issues were able to be resolved. This can help you identify weak areas in your volunteer training, supply of equipment and tools, or event planning.
If you have a low number of users for your app, it indicates you might need to improve your volunteer training to include a thorough demonstration of the technology and its importance.
Much of this data can be collected electronically, not only via the record of communications and logins, but via surveys and even your custom volunteer registration form. Using event planning technology makes your job easier during the event and while gathering volunteers and planning the next one.
When you know and understand your volunteers, you keep them at the forefront of your mind and organization, because you know the power they have to make or break your 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!