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Optimizing Human Resources
Why you should take staff scheduling seriously
volume #1, article #11
By Dianne Smirl, CME-Designate
Is your tradeshow booth adequately staffed? Is each member of your booth staff team operating at his or her peak performance? Having a formal, written staff schedule helps to increase individual productivity by making everyone in the booth responsible and accountable for specific duties during specific time slots. A good schedule addresses the staffing levels and skills that are required to effectively operate your booth. A great one also takes into account the strengths and preferences of individual staff members. Follow these tips when you develop yours:
Be An Early Bird
Make your staffing plan well in advance and distribute it to everyone participating in the show. This helps to resolve scheduling issues BEFORE the event. It also makes the life of the exhibit manager a bit easier because everyone is going in with a clear understanding of his or her responsibilities.
Honour The Night Owl
When planning your schedule, ask each staff member whether they are a morning or afternoon person. Then slot booth personnel accordingly. There’s nothing worse to a morning person than the 3-7pm shift, and vice versa to those function at their peak after lunch.
Consider The Full Event Program
Check to see whether any speeches, educational seminars or other events will be happening during the tradeshow’s hours. This will help you determine busy and slow times, and allow you to staff the booth accordingly.
Staff Heavy For Peak Periods
Also consider which time slots have historically been busiest for you at past tradeshows. Make sure you have ample personnel in the booth during these high traffic periods.
Remember That Everyone Needs A Break
Make sure people get regular breaks, particularly at meal times. It will keep them fresh and that will translate into better conversations with attendees.
Schedule Around Related Functions
Find out from your booth staff if they plan to attend any tradeshow-related functions at night, such as receptions and client dinners. That way you can avoid putting staff who may be slow and groggy on the morning shift.
Stick To Your Schedule
If a staff member doesn’t turn up at their appointed time, find them and find out why they weren’t on duty. If you fail to reinforce the importance of your schedule, you may loose out on sales opportunities because no one was on hand to meet with prospects. Designing your schedule as a team effort gives you the chance to educate staff about your expectations and secure everyone’s buy-in before you get to the show. It also makes for one less hassle to deal with on the show floor.
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