Managing staff for events is challenging. Schedules shift, people cancel, and communication breaks down. Without the right system, small problems turn into major disruptions.

Here are the most common issues with staff coordination and how to fix them.

1. Last-Minute Cancellations

Staff members cancel for many reasons. They get sick, have personal emergencies, or forget about their shifts. When this happens, you’re left scrambling to find a replacement.

How to Fix It:

• Use a scheduling system that tracks staff availability in real time.

• Require staff to confirm their shifts a day before the event.

• Keep a list of backup staff who can step in when needed.

• Send automated reminders so staff don’t forget their shifts.

A clear system ensures you have enough coverage, even when someone drops out.

2. Miscommunication About Assignments

Some staff show up at the wrong time or location. Others don’t know what their role is until they arrive. This leads to confusion and wasted time.

How to Fix It:

• Use a staff coordination platform where everyone can see their assignments.

• Provide detailed job descriptions for each shift.

• Send automated event reminders with time, location, and role details.

• Use a group chat for event-specific communication.

Clear instructions prevent mistakes and keep the team aligned.

3. Double Booking Staff or Resources

Without a reliable system, it’s easy to schedule the same person or resource for two events at once. This leads to last-minute changes and frustrated clients.

How to Fix It:

• Use a scheduling tool that prevents double bookings.

• Block out availability for staff who are already assigned.

• Track resource inventory in real time to avoid overbooking equipment.

Automation removes human error and keeps schedules accurate.

4. No-Shows Without Warning

Some staff don’t show up and don’t notify you. This leaves gaps in coverage and creates unnecessary stress.

How to Fix It:

• Require staff to check in through a GPS-based clock-in system.

• Call or text staff an hour before their shift to confirm attendance.

• Keep a list of backup staff to fill in when needed.

• Enforce a no-show policy with consequences for repeated absences.

A structured system keeps accountability high and no-shows low.

5. Staff Confusion on Event Day

Even with a schedule in place, some staff arrive without knowing their responsibilities. They wait for instructions instead of getting to work.

How to Fix It:

• Assign team leads to guide staff on-site.

• Use an event-specific chat so staff can ask questions before the event.

• Provide a clear checklist for each role.

When staff know what to do before they arrive, events run smoothly.

6. Difficulty Tracking Work Hours

Without a clear way to track time, payroll becomes a guessing game. Staff may overreport hours, or you might miss underpayments.

How to Fix It:

• Use a digital clock-in and clock-out system.

• Require GPS check-ins to confirm on-site attendance.

• Automate hour tracking to avoid manual errors.

Accurate records save time and prevent payroll disputes.

7. Lack of Backup Staff

Events don’t stop because someone cancels. Without backup staff, you risk being understaffed when someone drops out.

How to Fix It:

• Maintain a standby list of on-call staff.

• Offer shift swaps through a scheduling app.

• Provide incentives for staff who fill in at the last minute.

A reliable backup plan keeps the event running smoothly.

8. Poor Team Communication

If staff can’t reach each other easily, small problems become bigger issues. Miscommunication leads to delays and mistakes.

How to Fix It:

• Use a team messaging app for real-time updates.

• Create event-specific chat groups for easy coordination.

• Assign a point person for each event to handle questions.

Fast and clear communication solves problems before they escalate.

9. Overworked or Burnt-Out Staff

Overloading staff with too many shifts leads to exhaustion. Burnt-out staff provide poor service and are more likely to quit.

How to Fix It:

• Monitor shift distribution to prevent overworking staff.

• Allow staff to set their availability in advance.

• Encourage breaks and proper scheduling gaps.

Well-rested staff perform better and stay longer with your business.

10. Inconsistent Staff Performance

Some staff deliver great service, while others cut corners. Inconsistent performance affects your reputation and customer satisfaction.

How to Fix It:

• Set clear expectations for every role.

• Provide training materials before each event.

• Gather feedback from clients and team leads.

• Reward high-performing staff and address underperformance.

A strong performance system keeps standards high.

11. Difficulty Managing Large Teams

As your business grows, coordinating more staff becomes harder. Spreadsheets and manual tracking no longer work.

How to Fix It:

• Use a scheduling platform that automates staff coordination.

• Segment teams by roles and event types.

• Assign supervisors to oversee large teams.

A scalable system prevents chaos as your business expands.

12. Last-Minute Event Changes

Clients often make changes at the last minute. If staff don’t get updates in time, they may arrive with the wrong expectations.

How to Fix It:

• Send automatic notifications when event details change.

• Keep staff updated through a central communication channel.

• Allow real-time schedule updates to reflect changes instantly.

Quick updates prevent confusion and keep everyone on track.

13. Managing Staff Across Multiple Locations

Coordinating staff for multiple events at once adds another layer of complexity. Without a structured system, important details get missed.

How to Fix It:

• Use a centralized scheduling tool that covers all locations.

• Assign local leads to manage on-site staff.

• Provide clear maps and location details in staff assignments.

A multi-location approach ensures nothing gets overlooked.

14. Staff Not Returning for Future Events

High turnover makes staff coordination harder. Constantly training new people slows down operations.

How to Fix It:

• Build a positive work environment where staff feel valued.

• Offer consistent scheduling for reliable team members.

• Provide bonuses or incentives for repeat work.

Happy staff stick around, reducing turnover and training time.

15. Relying on Manual Scheduling

Managing schedules with spreadsheets or text messages leads to mistakes. Without automation, human error creates unnecessary problems.

How to Fix It:

• Use a scheduling software designed for event businesses.

• Automate staff assignments based on availability.

• Track changes and updates in one central location.

A structured system saves time and reduces stress.

Final Thoughts

Staff coordination doesn’t have to be complicated. The right tools and processes prevent last-minute surprises and keep events running smoothly.

If you want a better way to manage your staff, try Scheduwize today.