What Communication Tools Do Event Staffing Teams Use to Manage Staff?

Event staffing teams may rely on a mix of communication tools to keep staff informed and coordinated. However, the main communication tools event staffing teams use to manage staff are centralized communication platforms, mobile messaging apps, walkie-talkies, automated SMS and push notifications, email, and phone calls. 

Communication Tools Event Staffing Teams Use to Manage Staff

Effective communication is essential to keeping teams aligned and productive. In fact, 96% of U.S. business leaders believe effective communication drives business results. But good communication is not only about what teams say. It is also about having the right tools to deliver information quickly, keep everyone connected, and make sure important updates do not get lost. Here are the communication tools event staffing teams commonly need.

1. Centralized Communication Platforms

Centralized communication platforms bring a team’s conversations, updates, and announcements into one shared space. Instead of jumping between messaging apps, email threads, and other tools, event managers and staff can find the information they need in one place. Everyone has a consistent place to check updates, share important information, and stay connected before, during, and after an event. Despite this, a centralized platform may not provide a complete communication solution for event staffing teams. Some moments may still call for the immediacy of a phone call, SMS, or walkie-talkie. 

Centralized communication platforms help event staffing teams stay connected and share updates more efficiently. But there are more ways to strengthen communication with event staff. Find out how to improve communication with event staff here. 

2. Messaging Apps

The simplicity of mobile messaging apps makes them a natural part of everyday communication, so it is hardly surprising that approximately 95% of the global connected population regularly uses messaging platforms. For event staffing teams, that familiarity can be especially useful. 

Messaging apps are tools designed primarily for quick conversations. Event managers can create group chats to share arrival instructions, answer questions, confirm staff details, and communicate last-minute changes before an event in messaging apps. When an update concerns only one person, direct messages offer a simple way to communicate without adding unnecessary noise to the wider team. The trade-off, however, is that important information can easily get buried in a stream of messages, especially when teams are communicating about several events at the same time.

3. Walkie-Talkies

Digital communication tools may be everywhere, but walkie-talkies continue to hold their place in team management. As per a market report, the walkie-talkie market is projected to grow from $7.41 billion in 2025 to $8.26 billion in 2026, boasting a compound annual growth rate (CAGR) of 11.5%. 

Walkie-talkies are small, handheld radios that can both send and receive voice messages over radio waves. Event managers can use walkie-talkies to coordinate setup, communicate between different areas of a venue, respond to guest issues, or alert supervisors when staffing problems arise. They are especially useful when teams need to communicate while moving around a busy event space. The downside of these devices, though, is that walkie-talkie conversations are difficult to track and document. Important instructions can be missed when multiple people are speaking on the same channel, and there is usually no searchable record of past conversations. They also offer limited support for sharing detailed information, such as schedules, photos, documents, or event updates.

4. Automated SMS and Push Notifications

SMS and push notifications are two simple ways staffing agencies can send alerts and updates directly to a person’s mobile phone or device. They offer a quick way to reach staff without requiring managers to contact each person individually. 

SMS and push notifications make it easy for managers to get important updates to staff quickly, whether it is a shift reminder, schedule change, or arrival instruction. But they are not really built for back-and-forth communication. Once staff need to respond or ask questions, the conversation may move to another app or channel. Over time, that can leave information scattered and make it harder to see the full picture.

5. Email

Email is a digital communication tool used to send written messages, files, and other information electronically. While mainly used for formal, detailed, or non-urgent communication, it remains useful for event staffing, particularly when staff need information they can review before an event. This information can include event briefs, schedules, dress codes, venue details, parking instructions, training materials, and other documents staff may need to read before arriving.

One advantage email has over walkie-talkies is that it leaves a written record. Staff can go back to important instructions whenever they need them, which can be especially helpful when getting ready for an event. But when something needs an immediate response on-site, email can feel too slow.

Email is one of the leading communication channels businesses use alongside SMS and in-app notifications to share information with their teams. Learn the best use cases for email here.

6. Phone Calls

Phone calls are a direct form of communication that allows two people to speak in real time. They are practical for event staffing situations that require immediate attention or a conversation rather than a written message. For example, a manager may call a staff member who has not arrived for a shift, speak with a supervisor about an urgent staffing issue, or contact someone about a last-minute replacement. 

There is no doubt that phone calls can be highly effective for urgent situations, however they are difficult to track when used as a staffing team’s main communication method. Unlike written messages, calls do not automatically create a record of what was discussed, so important details can be forgotten or misunderstood afterwards. Calls also require managers to contact staff individually, which can take considerable time when multiple team members need to receive the same update. 

FAQs

1. What Is the Best Communication Tool for Event Staffing Teams?

There is no communication tool that works best for every event staffing team. The right choice depends on the size of the team, number of events, locations, and type of information managers need to share. 

2. How Do Event Staffing Agencies Communicate With Temporary Staff?

How event staffing agencies communicate with temporary staff can vary from one agency to another. Some may use email to send event briefs, schedules, training materials, and other detailed information before an event. Others may rely on SMS and push notifications for reminders and time-sensitive updates, while messaging apps or centralized communication platforms support ongoing conversations.

3. What Should Event Staffing Teams Consider When Choosing a Communication Tool?

Event staffing teams should consider how quickly information needs to reach staff, how many people need to receive it, and whether managers need a record of the communication when choosing a communication tool. They should also consider whether the tool supports group and direct messaging, file or photo sharing, mobile access, notifications, and communication across multiple events and locations. 

Manage Communication With Event Staffing Teams More Effectively With StaffConnect

Event staffing teams often rely on multiple tools for communication, from email and SMS to messaging apps, phone calls, and walkie-talkies. The problem is that important updates can become scattered across different channels. StaffConnect brings key staffing communication into one platform. 

StaffConnect is an event management platform that features a shared timeline that lets managers and talent share text, photos, updates, and comments through the web platform or mobile app. Managers can also use live chat for direct communication and shift chats for temporary event-specific group conversations. Automated email and SMS reminders, along with push notifications, can help staff receive important updates without managers having to contact everyone manually.

While StaffConnect does not replace walkie-talkies for immediate on-site communication, it supports the communication around them by giving managers one place to manage event information, staff updates, and notifications.

Want to simplify staff communication? Try a free StaffConnect demo today.