Key phases in workforce and volunteer management for a major event include:
- workforce planning
- the recruitment programme
- the application process/procedure
- staff/volunteer training
- provision for volunteers
- volunteer legacy.
Workforce planning should not differentiate between paid and unpaid (volunteer) staff.
All staff (paid and unpaid) should:
- receive job descriptions
- be included within the overall workforce strategy.
Every staff member contributes to the successful delivery of the event. It is only the nature of the employment agreement that differentiates between a paid and an unpaid worker.
Developing the plan
To begin developing the plan you need to consider and make decisions on each of the following.
- Have a full understanding of the nature of the event and the rights holders’ expectations and organisation requirements.
- Scope the number of workforce staff and volunteers required to run a quality, world-class event.
- Determine the different types of roles available.
- Identify and outline the skills needed for each role.
- Consider all volunteer roles and the number of positions in key areas.
- Refine, integrate and assess staffing/volunteer requirements based on budget and organisation expectations.
- Determine start and finish dates for all roles based on the level and amount of work required and the level of responsibilities within the parameters of your workforce/volunteer budget.
- Determine which roles will be filled by employees, contractors or volunteers.
- Determine the reporting and communication lines and develop an organisational chart.
- Ensure workforce roles and reporting lines are clearly defined, e.g. directors, managers, supervisors, coordinators, assistants.
- Develop and finalise your workforce plan.
- Create job descriptions for all roles (voluntary and paid).