Ensure a successful event by mastering how to manage staff-volunteer relationships with effective strategies for improved teamwork.

One of the most impactful decisions I made was to enlist the support of a volunteer manager. As a contracted role, I could incorporate her within the budget constraints, and her contribution was invaluable - I cannot underscore that enough. With expertise in this domain, she alleviated the weight that was on my team, dedicating herself entirely to our volunteers, who, in turn, appreciated the focused attention they received. We saved $77,000 in temp costs and had volunteers who could speak a total of 26 languages. She oversaw training schedules, ensured they took breaks, ate, hydrated and provided them with a wonderful experience. They, in turn, did the same for our attendees. Definitely consider this game-changer for your future events.

What do you do if your event staff and volunteers are not working well together?

When planning an event, one of the key components for success is the seamless collaboration between your event staff and volunteers. However, what happens when this dynamic duo isn't working well together? It's a challenge that can throw a wrench into the most meticulously planned events, but don't worry, there are strategies you can employ to turn the tide and ensure your event runs smoothly.

1 Assess Issues

To address discord among your staff and volunteers, begin by identifying the root causes of friction. This requires you to observe interactions and communication patterns closely. Perhaps there is a lack of clear instructions, or maybe some members feel undervalued. It's crucial to pinpoint specific issues so you can address them directly. Once you understand the problems, you can take steps to improve the situation, such as offering additional training, clarifying roles, or facilitating team-building activities.

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Shane H.

Senior Bid Writer & Strategic Fundraising Development Professional.
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If event staff and volunteers are not collaborating intervene promptly to address underlying issues and foster team dynamics. Facilitate open communication by organising regular meetings where concerns can be voiced and solutions brainstormed. Encourage team-building to foster camaraderie and trust among staff and volunteers. Clarify roles and responsibilities to minimise confusion and enhance accountability. Provide adequate training and support to ensure everyone is equipped to fulfill their duties competently. Mediate conflicts swiftly and impartially, emphasising the importance of professionalism and mutual respect. Recognise and celebrate individual and team achievements to boost morale and reinforce a positive working environment.

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2 Open Dialogue

Encouraging open communication is vital in resolving conflicts between staff and volunteers. Organize a meeting where everyone can voice their concerns in a non-judgmental environment. Listen actively to what they have to say and validate their feelings. This process can help uncover hidden issues and promote understanding. By fostering an atmosphere of transparency and respect, you pave the way for more effective teamwork and collaboration.

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3 Define Roles

Clarity in roles and responsibilities can significantly reduce conflicts. Ensure that each team member knows their specific duties and how they contribute to the event's success. This not only helps in preventing task overlap but also enables staff and volunteers to take ownership of their roles. When everyone is clear on what is expected of them, it reduces uncertainty and builds confidence in their ability to perform their tasks effectively.

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Heather Rausch

CEO/Founder of Foxfire Events, Connector of People, Community, Philanthropy & Business. Creator of Women Unite World, the Global Community of Diverse & Powerful Women!
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Clear roles and expectations are key, along with a well defined "chain of command" so everyne knows who they may go to with questions, challenges, and wh is responsible for what. Require clear communication. Be the example and foster a team attititude. Convey the importance of every role and issue a roadmap to success by having everything outlined in writing whether in a paper copy or Google docs folder that everyone has acccess to.

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4 Provide Training

Appropriate training can bridge gaps in skills and knowledge among your team. Conduct sessions that focus on both the technical aspects of their roles and soft skills like communication and teamwork. This investment in your staff and volunteers not only equips them to handle their tasks better but also shows that you value their contribution and are committed to their personal development.

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5 Foster Teamwork

To enhance collaboration, create opportunities for your staff and volunteers to bond and build rapport. This could be through team-building exercises or social events. When team members form personal connections, they are more likely to work well together. Encouraging a team-oriented culture where everyone supports each other can transform the overall dynamic and lead to a more cohesive event team.

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6 Monitor Progress

After implementing these strategies, it's important to monitor the progress of your team's dynamics. Keep an eye on how staff and volunteers interact and work together during the event planning process. Recognize and celebrate improvements to reinforce positive behavior. If issues persist, don't hesitate to revisit your strategies and make necessary adjustments. Continuous monitoring and feedback are key to ensuring long-term harmony and productivity within your event team.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Heather Wilson, CMP

Brand Strategist | Employer Brand Innovator I Experiential Marketer | Community | Illuminating Recruitment Marketing Roadmaps | Veteran Spouse & Advocate | Beekeeper
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One of the most impactful decisions I made was to enlist the support of a volunteer manager. As a contracted role, I could incorporate her within the budget constraints, and her contribution was invaluable - I cannot underscore that enough. With expertise in this domain, she alleviated the weight that was on my team, dedicating herself entirely to our volunteers, who, in turn, appreciated the focused attention they received. We saved $77,000 in temp costs and had volunteers who could speak a total of 26 languages. She oversaw training schedules, ensured they took breaks, ate, hydrated and provided them with a wonderful experience. They, in turn, did the same for our attendees. Definitely consider this game-changer for your future events.

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Hadeel Abdulaziz

Events and Marketing Consultant | Event Planning | Luxury Management | Team Manager | Client Development | Corporate Events | UAE · KSA
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In this situation, I would clarify roles and expectations, foster open communication, and address any conflicts promptly. Creating a positive and inclusive environment encourages teamwork and collaboration.

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What do you do if your event staff and volunteers are not working well together?

1

2

3

4

5

6

7

1 Assess Issues

2 Open Dialogue

3 Define Roles

4 Provide Training

5 Foster Teamwork

6 Monitor Progress

7 Here’s what else to consider

Event Planning

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What do you do if your event staff and volunteers are not working well together?

1

2

3

4

5

6

7

1 Assess Issues

2 Open Dialogue

3 Define Roles

4 Provide Training

5 Foster Teamwork

6 Monitor Progress

7 Here’s what else to consider

Event Planning

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