Employee Management: Secrets to Success in High-Stakes Sporting Events

When you think about it, employee management at sporting events that usually last for a couple of days or weeks can be a real nightmare. We have popular events that require a strong workforce, and most of them will work temporarily, they are probably untrained for such things since every sporting event has a unique approach.

Additionally, sporting events usually travel from one country to another, which adds another layer of difficulty when managing employees. Organizing a popular sporting event that can accompany thousands of fans, serve drinks, organize food corners, worry about safety, and much more is quite difficult.

Plus you need to find people to work with, which is often the most difficult part since you don’t know much about the country’s workforce situation.

So, basically, many sporting events are swimming in the dark, and they have to adapt to certain changes very quickly in order to make sure everything goes smoothly. If this isn’t difficult enough, these sporting events are usually broadcast live, so there is absolutely no room for error or “Hi boss, I’m not coming in today, I’m sick.”

How do they do it?

Why Do Big Sporting Events Care So Much About Employee Management?

If you think employee management is tough at your office, imagine doing it with tens of thousands of visitors, security concerns, and live TV coverage. Major sporting events — think the Olympics, the Super Bowl, or the FIFA World Cup — rely heavily on effective employee management to ensure that everything runs like clockwork.

Consider this: a single event like the Super Bowl can attract over 100 million viewers. But what does that mean for employee management? A lot! It’s about more than just having enough hands on deck; it’s about optimizing schedules, managing stress, and creating a memorable experience for both fans and employees.

What Are the Biggest Challenges of Employee Management?

1. Managing a Large, Temporary Workforce
Big events often require a surge of temporary employees. For instance, the Olympics can involve hiring up to 200,000 temporary staff, from volunteers to paid employees, covering roles from security to catering. These staff members need rapid onboarding, training, and management, often in multiple languages and locations.

Even horse racing events like the Breeders’ Cup which moves from one city to another, usually require a ton of temporary workforce. This year is in Del Mar, and they’ve already started their preparations.

Managing a large, temporary workforce in an unknown region requires some strong management skills and a lot of patience.

2. Scheduling and Flexibility
Sports events are unpredictable by nature. Sudden changes due to weather, unforeseen delays, or unexpected overtime can wreak havoc on scheduling. Many organizations use sophisticated scheduling software to handle these complexities, allowing for shift changes, breaks, and even real-time updates to avoid chaos.

How Do They Keep Employees Motivated and Engaged?

Big sporting events aren’t just a logistical challenge; they’re a golden opportunity to boost employee morale and engagement. Here’s how they pull it off:

– Creating a Fun Atmosphere:
Many companies incorporate the spirit of the event into the workplace itself. For instance, some offices host watch parties or encourage themed dress-up days. A survey by Randstad US found that 79% of employees believe sporting events in the office greatly improve their engagement levels. Another 73% said they look forward to working more when they participate in events like March Madness brackets or office pools.

– Offering Flexible Schedules:
Some organizations allow employees to take time off during major events or adjust their shifts. The Super Bowl, for example, sees nearly 16.1 million employed Americans calling out of work the next day. Rather than fighting it, companies like Heinz have gone as far as giving employees the day off, recognizing that trying to enforce strict attendance on such days can do more harm than good.

– Leveraging Technology for Better Management:
Employee management software plays a key role. Tools like Efectio for labor forecasting, scheduling, and real-time communication help managers quickly adapt to changing conditions. 

These tools help minimize errors, manage shifts, and keep everyone informed, which is critical when dealing with thousands of employees on game day.

Does This Really Work? What Are the Results?

You might wonder, does all this effort actually pay off? The stats suggest yes. When companies lean into the event rather than resist it, they see a range of positive outcomes:

• Higher Morale: According to a survey by OfficeTeam, 66% of workers said incorporating major sporting events into the workplace can boost happiness. Only 11% reported feeling less productive, while a majority (67%) said these events had no negative impact on productivity.

• Reduced Absenteeism: Engaging employees during big sports events can also cut down on absenteeism. A well-managed event with employee involvement reduces the temptation to “call in sick.”