How to Hand Over a Job to the Next Volunteer
Put time for both volunteers to be there into your Proximatic shifts. See who's taking over and give them time to hear about unfinished work before the first person leaves.
The afternoon welcome crew needs more than a name badge. A visitor is waiting for help, the programs are running low, and the outgoing volunteer knows where the spare signs are. Give them time to pass that knowledge on.
Build the handover into the shifts in Proximatic. If the morning person finishes at noon, start the afternoon person at 11:45. Both see those hours when accepting the work, and the roster shows the overlap the lead is counting on. You aren't asking the morning crew for an unplanned extra quarter hour at the end.
Keep the handover focused on what the next person needs to continue:
- Work waiting: the visitor, request or delivery that still needs attention.
- What changed: a moved entrance, a revised instruction or a supply shortage.
- What they'll use: equipment, keys, information and the lead to contact.
By noon, the afternoon volunteer has taken the desk and the morning volunteer can leave. Check-in and checkout stay with their respective assignments, giving the organizer the event-day record as well as the planned changeover.
Create your event and give the next crew time to take over.
Related: mid-event coverage check, choosing coordination software for event crews, volunteer signup and event staffing.