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Smarter, Faster, More Efficient: Tech Tools to Help You Save Time, Money and Plan More Effective Meetings

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Technology, if it's useful and easy to understand, can help speed up and streamline our organizational strategies, aid collaboration and communication. In this presentation, you'll learn about tools that will eliminate common frustrations faced during the work day, from email to collaborating on documents, as well as keep you organized on the road or while you're planning events.
For more meeting and event planning education and inspiration, visit http://academy.mpiweb.org. To learn more about the benefits of joining the world's largest family of meeting and event professionals, visit http://www.mpiweb.org.

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Smarter, Faster, More Efficient: Tech Tools to Help You Save Time, Money and Plan More Effective Meetings

  1. 1. SMARTER, FASTER, MORE EFFICIENT T E C H TO O L S TO H E L P YO U S AV E T I M E , M O N E Y & P L A N M O R E E F F E C T I V E M E E T I N G S
  2. 2. K R I S T I C A S E Y S A N D E R S , C M P, C M M , D E S , H M C C Director ofThought Leadership Meeting Professionals International MPIVision: Leading and empowering the meeting and event community to change the world. Mission: Connect the global meeting and event community to learn, innovate collaborate and advocate. For more education, visit: http://academy.mpiweb.org To join MPI: http://mpiweb.org/join
  3. 3. TODAY’S OBJECTIVES 1. Learn how tech tools can streamline communication and collaboration. 2. Identify potential project management solutions. 3. Discover apps and tools to make travel and meeting management more manageable.
  4. 4. COMMUNICATION & COLLABORATION TO O L S TO H E L P YO U S H A R E A N D CO L L A B O R AT E W I T H T E A M S
  5. 5. COMMUNICATION & COLLABORATION CHALLENGES • Too many emails, too few eyeballs • Death by meeting • Notes are everywhere • Multiple versions of the same document SOLUTIONS • Email filters • Instant scheduling • Cloud-based note-taking • Cloud-based document editing ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  6. 6. EMAIL FILTERS • Sane Box ($5/mo) • Microsoft Clutter • Gmail Inbox (free) • Unroll.me (free) ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  7. 7. CALENDAR SCHEDULING • Microsoft 365 Scheduling Assistant • Doodle.com • YouCanBook.me ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  8. 8. CLOUD-BASED NOTE-TAKING • Microsoft One Note • Google Docs • Evernote Premium (less than $6/month) ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  9. 9. CLOUD-BASED DOCUMENT COLLABORATION • Microsoft Sharepoint (PowerPoint, Word, Excel) • Google Docs (word documents, spreadsheets, forms, presentations) ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  10. 10. DOCUMENT STORAGE & TRANSFER + MOBILE OFFICE OF THE FUTURE • Dropbox.com (free to monthly fee) • WeTransfer.com (free to monthly fee) • MeetLima.com ($99) • Intel Compute Stick ($149) ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  11. 11. PROJECT MANAGEMENT TOOLS TO HELP YOU (AND YOUR COLLEAGUES) STAY ORGANIZED
  12. 12. PROJECT MANAGEMENT CHALLENGES • Setting S.M.A.R.T. objectives • Assigning tasks with deadlines • Tracking tasks through to completion • Reviewing progress • Measuring ROI SOLUTIONS • Set strategy with stakeholders • Meeting agendas & action items • Set deadlines and regular check-ins • Discuss obstacles and solutions before they impact deadlines • Analyze results ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  13. 13. PROJECT MANAGEMENT PLATFORMS • What’s your budget? • What are people using to track tasks already? • Are teammates internal, external or both? • What about firewalls? • What already exists that you can repurpose? What you choose depends on how (and with whom) you work. ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  14. 14. PRICES VARY: FROM FREE TO PER USER/PER MONTH • Trello or Microsoft Planner (visual cards) • Any.do (checklists) • Asana.com (tracks completion) • Podio.com (has templates) • Evernote (set reminders) • Smartsheet (customizable) • Basecamp (checklist-based) ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  15. 15. TRAVEL & MEETING MANAGEMENT APPS AND OTHER NIFTY TOOLS TO MAKE THE PROCESS MORE MANAGEABLE
  16. 16. TRAVEL MANAGEMENT CHALLENGES • Keeping all reservation info in one place • Tracking receipts & expenses • Traveling without cash • Accepting payments via mobile SOLUTIONS • Create a cloud-based itinerary accessible via mobile or desktop • Photograph receipts for apps that automatically track expenses • App-based transportation • App-based payment systems • ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  17. 17. TRAVEL MANAGEMENT SOLUTIONS • TripIt.com & TripIt Pro • Expensify.com / Concur.com • AppStormLLC.com (receipt generator) • Uber / Lyft • Square / Tabbed Out • US Mobile Passport Control app • Global Entry ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  18. 18. MEETINGS MANAGEMENT CHALLENGES • Sourcing hotels • The back-breaking binder • Remembering details of the site visit months later • Comparing apples to apples SOLUTIONS • Dynamic online search • Paperless binders • Cloud-based files • Mobile apps ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  19. 19. SOURCING HOTELS & VENUES • Cvent.com • Zentila.com • Etouches.com • Kapow.com • AirBNB?!?! ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  20. 20. CREATING A DIGITAL BINDER • Evernote.com • OneNote.com • LiveBinders.com (also speaker materials) • EventDawn.com • eTouches.com ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  21. 21. DOCUMENTING THE SITE VISIT • Evernote.com • OneNote.com Or that digital binder you should be using. ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join
  22. 22. COMPARING VENUES & KEEPING TRACK OF STATS • TechSpec app • Speedtest.net (and app) • Social Tables.com (PocketPlanner app) • Super Planner app ($9.99) ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join

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