Effective Event Team Communication
This playbook provides a structured approach to creating clear and efficient communication pathways among event planners, staff, and volunteers to ensure a smoothly-executed event.
Step 1: Define Roles
Clearly define the roles and responsibilities of each team member (planners, staff, and volunteers) to avoid confusion and overlap of duties. Having role clarity ensures everyone knows what is expected of them.
Step 2: Select Tools
Choose appropriate communication tools and platforms that will be used by the team (e.g., radios, mobile apps, social media groups). Ensure that these tools are accessible to all team members and establish uniform usage practices.
Step 3: Communication Plan
Develop a comprehensive communication plan that outlines how information will be disseminated, the frequency of updates, and the hierarchy of communication for decision making.
Step 4: Distribute Information
Share the communication plan and any related protocols with all team members. Ensure everyone understands the methods and timing for updates and checks-ins.
Step 5: Train Team
Provide training for all team members on the chosen communication tools and the established protocols to ensure consistent usage throughout the event.
Step 6: Implement Protocols
Implement the communication protocols during the event. Ensure all team members are adhering to the planned communication structure and timelines.
Step 7: Monitor and Adapt
Continuously monitor the effectiveness of the communication strategies and make necessary adaptations in real time to address any issues that arise.
Step 8: Debrief Post-Event
After the event, hold a debriefing session with the team to discuss the efficiency of the communication process and note any areas for improvement for future events.
General Notes
Backup Plans
Prepare backup communication plans in case of technical difficulties with primary communication tools to ensure continuous flow of information.
Accessibility
Consider the needs of team members with disabilities to ensure that communication tools and protocols are inclusive and accessible to everyone.
Documentation
Maintain records of all communications for accountability and to help with planning future events. This could include transcripts, logs, and summaries of key decisions made.