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Streamline Event Staffing: 3 Strategies for Efficient Workforce Management

Mar 28, 2024

Efficient staffing is crucial for success. However, traditional manual processes like phone calls, spreadsheets, and whiteboards can be time-consuming and prone to errors. To streamline event staffing and save valuable time, it’s essential to leverage technology and industry-specific software. In this article, we will explore three effective strategies to optimize your event staffing process and […]
streamline-event-staffing-3-strategies-for-efficient-workforce-management

Efficient staffing is crucial for success. However, traditional manual processes like phone calls, spreadsheets, and whiteboards can be time-consuming and prone to errors. To streamline event staffing and save valuable time, it’s essential to leverage technology and industry-specific software. In this article, we will explore three effective strategies to optimize your event staffing process and revolutionize your workforce management. By adopting these strategies and utilizing event staffing software, you can enhance efficiency, improve communication, and ensure a successful event.

Luckily, there is an industry-specific event staffing solution. A scheduling software made specifically by the live events industry, for the live events industry can bring your event staff management into the 21st century. Crewing software will give you hours, or even days of your life back. 

Can you imagine…

  • Staffing your entire event in just a few minutes?
  • Communicating with your entire event staff in just a few clicks?
  • Consolidating and sharing crucial (ever changing) event details?

What could the future of event workforce management look like for you? Are you ready to trade in your old tools for new tricks? Here are just a few ways your job will become easier if you adopt the software created for the industry by the industry. 

1. Embrace Event Staffing Software for Quick & Efficient Staffing

Gone are the days of manually managing event staffing through phone calls and spreadsheets. With industry-specific event staffing software, you can streamline the entire process and staff your event in just a few minutes. This software allows you to create your event, outline the required shifts and positions, and send out opportunities to relevant AV freelancers or event staff in your database. By automating the process, you can significantly reduce the time and effort required for staffing, ensuring quick and efficient workforce management.

Another great feature to this event scheduling solution is that you can see your cost estimates up front. And that doesn’t just mean pay rates—you understand the whole context for your AV freelancers: when they last worked for you (so you’re not overloading your people), what their hourly cost may be depending on their market, whether they’re working overtime, etc., and then their total cost for staffing or crewing them on this event.

LASSO pay rates vs true costs

From this example, you can see that pay rates can’t tell you the whole cost of labor every time.

 

2. Simplify Communication with Event Staff & Production Crew

Effective communication is vital for successful event staffing. However, relying on traditional methods like phone calls and voicemails can be inefficient and time-consuming. To overcome these challenges, it’s essential to leverage crew management software and apps that enable seamless communication with your event staff and production crew.

Nowadays, people are used to receiving news and communication via our mobile phones. Even though 79% of adults have their smartphones with them for 22 hours a day, 90% of mobile time is actually spent on apps. So, if you want to meet your production crew and event staff where they are at, it’s time to use a crew management software and app that speaks to them digitally.

LASSO’s crew communication software is a powerful tool that simplifies communication for live events. With this software, you can send app push notifications, emails, and text messages to your entire event staff or specific individuals or groups. You can strategically schedule these communications, ensuring that your team receives crucial information at the right time. For example, you can send floor plans and site maps well in advance, schedule reminders for call times, and use text messages for last-minute changes. Crew communication tool by LASSO

 

By utilizing digital communication channels, you can improve efficiency, enhance collaboration, and keep everyone informed and engaged.

You have the option to send app push notifications, emails, text messages or all three, and you can schedule these strategically. For example, you may choose to email the floor plans and site maps two weeks in advance, then schedule another reminder a couple days before the event for call time, and use text messages if there are last-minute changes to plan.

schedule your communications with your crew by LASSO

LASSO’s crew communication management allows you to schedule your messages to your production crew proactively with the scheduling feature.

3. Consolidate & Share Crucial Event Information

Sharing and managing event information can be challenging, especially when dealing with multiple staff members and changing details. To streamline this process, it’s crucial to consolidate all crucial event information in one centralized platform.

real client reviews of LASSO

 LASSO enables you to notify your staff of new job opportunities, allow them to submit their availability, and provide access to critical event details such as floor plans and call times. The app also syncs events with personal calendars, making it easier for your staff to stay organized and plan their schedules. Additionally, the app allows staff members to receive and track their travel itineraries, ensuring a smooth and hassle-free experience.

On-site project managers and crew leads will love how easy the app makes it to do their jobs, too.

Efficient event staffing is essential for successful event planning and execution. By embracing technology and utilizing industry-specific software like LASSO, you can streamline your workforce management and save valuable time. The event staffing software enables quick and efficient staffing, simplifies communication with your event staff and production crew, and consolidates crucial event information in one centralized platform. By adopting these strategies and leveraging the power of technology, you can enhance efficiency, improve communication, and ensure a successful and memorable event. 

Don’t let outdated manual processes slow your event staffing efforts down. Upgrade to event staffing software and revolutionize your workforce management today. By optimizing your event staffing process, you can focus on what truly matters—delivering exceptional events and ensuring the success of your clients and attendees.

 

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