Presenters
Collette Williams
Global Program Manager, CWT Meetings & Events
Over 15 years in meeting & event management
12 ...
Agenda
1 Technology’s Role

2 Policy Realities
3 Bring Policy to Life
4 Pitfalls to Avoid
5 Q&A
Meeting Technology

Central to the “puzzle”
Centralizes process

Automation drives efficiencies
Reduces paperwork
Maturing...
Policy Realities
Policies are static “guidelines”
Refresh & renew
Creating conflict
Mandate
Reality of execution
Overempha...
Key Touch Point: Registration
End-to-end process entry point
Single Sign On
Drives the process

Kicks off visibility
Registration LIVE!
Key Touch Point: Approval
Drives visibility prior to commitments
Automate key controls
Spend authority
Contracting authori...
Approval LIVE!
Key Touch Point: Budgeting
What a novel idea!
Drive standard categories
Links to controls

Supports savings calculations
Budgeting LIVE!
Key Touch Point: Meeting Calendar
Cross business opportunity identification

Reduce/eliminate inter-company competition
Su...
Meeting Calendar LIVE!
Key Touch Point: Sourcing
Maximize savings opportunity

Centralize cross-company activity
Align with preferred suppliers
S...
Sourcing LIVE!
Key Touch Point: Reconciliation
Link actual activity back to initial budget and negotiated amounts

Close the loop on a so...
Reconciliation LIVE!
Key Touch Point: Reporting
Aggregation of all key data points
Proof points supporting your SMM
Evidence of new opportuniti...
Reporting LIVE!
Avoiding Pitfalls
Technology ≠ SMM
Process first
Focus on differentiators
Weighted functionality
Consider phased approach
Thank you.
Questions?
Kari Wendel, CWT
kwendel@carlsonwagonlit.com
Collette Williams, CWT
cwilliams@carlsonwagonlit.com
Ma...
Meeting Policies LIVE: How to bring your policy to life with a well-designed, tech enabled process
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Meeting Policies LIVE: How to bring your policy to life with a well-designed, tech enabled process

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Join guest presenters Kari Wendel, Senior Director SMM Strategy & Solutions for Carlson Wagonlit Travel (CWT) Meetings & Events along with Collette Williams, Global Program Manager CWT. Both SMM experts bring over 35 years of strategic meetings, travel and sourcing to this session.

This session will walk through the value of designing a meetings policy and aligning that design to the configuration and use of your meeting technology solution. We will review best practices to ensure the processes are easy to follow and compliance and adoption to using both the policy and technology are maximized. For most, the acquisition of technology seems to be the right first step in designing and launching an SMM program. However, many companies have long held technology licenses and made little to no progress on maturing their SMM strategies.

Come hear how to avoid this scenario and understand the following:

-The role of meeting technology in a successful SMM program
-The reality of meeting policies
-To Mandate or not to Mandate?
-Key touch points where your technology makes your policy come alive
-Avoiding pitfalls during this process

If you would like to receive (1) credit hour in Strategic Planning for viewing this webinar, please access it via this link:
http://www.signup4.com/resource-center/smm/meeting-policies-live/

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Meeting Policies LIVE: How to bring your policy to life with a well-designed, tech enabled process

  1. 1. Presenters Collette Williams Global Program Manager, CWT Meetings & Events Over 15 years in meeting & event management 12 years in departmental meetings management & 6 years in SMM Recognized industry speaker & thought leader Kari Wendel Senior Director, SMM Strategy & Solutions, CWT Meetings & Events Over 20 years in SMM, travel & sourcing Leads CWT M&Es consulting practice Named MVP in SMM & top “Change Maker” in the industry Mark Hubrich VP Client & Industry Relations, SignUp4 Over 15 years in SMM & event management technology Co-Founder of SignUp4, leading SMM tech provider Recognized industry speaker
  2. 2. Agenda 1 Technology’s Role 2 Policy Realities 3 Bring Policy to Life 4 Pitfalls to Avoid 5 Q&A
  3. 3. Meeting Technology Central to the “puzzle” Centralizes process Automation drives efficiencies Reduces paperwork Maturing marketplace
  4. 4. Policy Realities Policies are static “guidelines” Refresh & renew Creating conflict Mandate Reality of execution Overemphasis on impact
  5. 5. Key Touch Point: Registration End-to-end process entry point Single Sign On Drives the process Kicks off visibility
  6. 6. Registration LIVE!
  7. 7. Key Touch Point: Approval Drives visibility prior to commitments Automate key controls Spend authority Contracting authority
  8. 8. Approval LIVE!
  9. 9. Key Touch Point: Budgeting What a novel idea! Drive standard categories Links to controls Supports savings calculations
  10. 10. Budgeting LIVE!
  11. 11. Key Touch Point: Meeting Calendar Cross business opportunity identification Reduce/eliminate inter-company competition Support better buying decisions Multi-meeting synergies
  12. 12. Meeting Calendar LIVE!
  13. 13. Key Touch Point: Sourcing Maximize savings opportunity Centralize cross-company activity Align with preferred suppliers Support sound contracting strategies Gather key data points
  14. 14. Sourcing LIVE!
  15. 15. Key Touch Point: Reconciliation Link actual activity back to initial budget and negotiated amounts Close the loop on a sound data process Supports business intelligence and analytics
  16. 16. Reconciliation LIVE!
  17. 17. Key Touch Point: Reporting Aggregation of all key data points Proof points supporting your SMM Evidence of new opportunities
  18. 18. Reporting LIVE!
  19. 19. Avoiding Pitfalls Technology ≠ SMM Process first Focus on differentiators Weighted functionality Consider phased approach
  20. 20. Thank you. Questions? Kari Wendel, CWT kwendel@carlsonwagonlit.com Collette Williams, CWT cwilliams@carlsonwagonlit.com Mark Hubrich, SignUp4 mhubrich@signup4.com If you’re interested in learning more about Signup4 and would like to request a free demo, please email communications@signup4.com or visit www.signup4.com.

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