Running an event is hard work. Keeping track of schedules, site logistics, and sharing information can become very time-consuming. But keeping your volunteers informed is critical to success. Here are some tips that will help you communicate with event volunteers (a.k.a. those hard-working people who help you get things done 😊).
For pre-event planning, email is one of your best tools, so make sure that the first thing you do is collect email addresses from your volunteers. Recruitment, gathering important information, and sending out important updates / documents is fast and efficient with email. Have a lot of long-form information to send to your team? Email is your best bet!
2. TEXT MESSAGE
Most, if not all,of your volunteers will have smartphones. This makes text messaging an easy choice for on-site communication, particularly with an event app like InitLive. Since your volunteers will be busy with their on-site duties, messages should be short, to the point, and contain all necessary infomation. Texting is best if you require a response from an individual or small group.
3. PUSH NOTIFICATIONS
To push information to your entire team during the event, use InitLive, where you can create a specific group (or groups) for your event. This makes on-site communication management easier. Information like "All Hands Meeting at 9am" or "Schedule Change: Charity Auction Start Time Moved to 2:30" reaches volunteers quickly and easily, and they know they don't need to respond.
4. DIRECT CALLING
This method is best if you need to reach a single person right away and resolve an issue that would take more than a couple of texts. Direct calling allows for more immediate response. However, depending on their role, the volunteer may not be able to answer your call immediately. Leave a short, detailed voicemail and follow-up with a text message requesting a return call as soon as possible.
5. MOBILE APP: REAL UPDATES
A mobile app that displays up-to-date information creates more visibility and helps minimize the number of questions from volunteers. InitLive's event app updates in real time to display current information just like a dashboard. Volunteers can view this dashboard whenever they want to double-check their shift times, see if they have any messages, or review event documents that have been shared by their manager. If they need to contact their supervisor, they can message them at the touch of a button.
Communication is the key to running a successful event, and is especially important once the event begins. So, leverage the communication tools you can to help ensure a well-informed group of volunteers who will make your next event a success.
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