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Small Events with Big Impact: Staffing Your Event

staff parking volunteer

Finding the right staff to help make your events become a reality can be a daunting task for any church.  So much to do…so little time!  And since you probably aren’t physically connecting with people like you used to, it can be difficult to know who is available to help.

However, there are ways of finding the right people to help make your event possible even if they aren’t visiting the church on a recurring basis.  Let’s take a look at how Realm’s volunteer management solution can assist you in finding the right people to make your event a success. 

Provide a Safe Environment for Everyone

A top priority of your event should always be safety.  Creating a safe environment for your church family allows them to enjoy your event and encourages them to attend more events in the future.  

Additionally, if you’re considering hosting an event where money is exchanged, it’s important that you have protocols in place to safeguard your finances.  One of the best ways to do that is by screening your volunteers or staff on a regular basis.

Using Realm’s integrated background check solution, you’re able to safely screen any volunteer or staff member whenever the need arises.  They don’t even need to come to the church to be screened – you can digitally send the screening through Realm and Verified First, Realm’s preferred background check provider.  And best of all, the screening dates are automatically documented in Realm, saving you time and hassle.

Precautionary Steps to Prevent the Spread of COVID-19

While we’re on the topic of safety, this also means being diligent about making sure your volunteers are healthy enough to assist with your event.  If your church has already written guidelines around precautionary testing for those visiting your church, that may be the best route to go.  

If not, it may be a good idea to use the CDC guidelines for churches as a good first step.  You can never be too careful as the health and safety of your congregation is paramount.  

Collect Skills and Interests

Finding the right people for your event can take time, something that always seems to be in short supply.  There are so many skilled and talented people in your congregation…but how do you find them?  Rather than spending time trying to find the right people to staff your event, let them come to you.

Realm’s skills and interests provide a way for the church to collect needed information on where your congregation’s spiritual gifts and talents lie as well as where their heart is for your ministry areas.  Staff have complete control over what skills and interests are presented to your congregation and you can update the list at any time.  Similarly, your congregation can edit their own skills and interests directly from their profiles so you’ll always have up-to-date info on your congregation’s spiritual gifts and talents.

Develop Roles and Create Serving Teams

Establishing skills and interests lays the foundation for finding the right people to staff your events, but now it’s time to take it one step further.  Everyone plays a different part in your events, and everyone has an important role in making your event a success.

That’s why Realm allows you to create any role needed, find the person who best fits the role, and create teams based on people with similar roles.  As you’re adding individuals to the roles, Realm will use the skills and interests you’ve already established to find the best person for each role.  

For example, maybe you need a few people to help cook for your “Wednesday Night Supper” event.  If you created a skill of “cooking” and someone added that skill to their profile, Realm would automatically serve that person up to you as the best fit for this role.  

Then you can create teams, such as “Kitchen Helpers”, which would be everyone who’s assisting with the food portion of your event.  This keeps everyone with similar roles organized and allows you to communicate with them as needed.

Build Volunteer Schedules

Finally, you’ll need to put all these staffing plans into action.  So far, you’ve:

  • created ways of knowing where your congregation’s talents and interests lie
  • built out roles and added people who are well-suited for the role
  • combined like-roles into teams so you can be well-organized for your events

The final part of effectively staffing your event – and what brings it all to life – is scheduling them.

Realm’s scheduling solution provides a way for you to schedule everyone who’ll assist in making sure your event is a big hit.  You can even tie it to an existing event so you’re not duplicating work.

You’ll be able to choose from people who are already attached to the role you need to fill.   If they’re not, Realm will serve up people that have similar skills or even preferences, such as the ability to serve on Wednesdays.  Once you share your schedule with volunteers, they can easily accept their new position.   You’ll be staffed and ready to go for your next event.

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