Handling volunteers in the performing arts world can be chaotic. From stage management to ushering, there are lots of moving pieces. Selecting the right volunteer management software can make things smoother. Here’s what’s essential to consider for this vibrant vertical.
Must-have features for managing volunteers in performing arts
The performing arts demand precision and flexibility. You need software with a strong scheduling feature. Volunteers often work in shifts, and stage events require timely coordination. A good scheduling tool ensures everyone knows where to be and when.
Communication is vital. Imagine a costume designer needs a last moment helper backstage. A real-time chat feature can quickly help you re-arrange the volunteer positions for the night.
Find an app that lets you tag different work assignemnts based on volunteer skills, interest and experience. From ticket sales to prop handling, volunteer assignments are varied and have different requirements. You will see much better engagement from your volunteers when you offer them only relevant opportunities!
What to avoid when managing volunteers in performing arts
Common pitfalls arise from neglecting specific needs. Avoid software that doesn’t support real-time updates. In the fast-paced environment of a live performance, delays can lead to chaos. Ensuring your software has live communication can eliminate this.
Don’t choose software that lacks flexibility. Volunteer schedules can change frequently. You do need to plan for an easy way to swap shifts, find replacements, and communicate late arrivals.
Steer clear of overly complex systems. Performing arts volunteers often come from diverse backgrounds, they may not be tech-savvy, or they may have overwhelming life schedules that cause them to be absent-minded. If the software is too complicated, it can frustrate volunteers and reduce participation. Opt for something intuitive and straightforward.
Avoiding these traps from the start will save time and keep your productions running smoothly.
How we can help
There are numerous volunteer management tools out there, and not every app will be a perfect match for your needs. At Zelos Team Management, we focus on building a solution that’s easy to use and tailored for dynamic environments. We invite you to try our free app and see if it’s the right fit for your performing arts projects.